PAIA Manual

Last updated: 17 September 2026

1. Introduction

The Promotion of Access to Information Act 2 of 2000 (PAIA) gives effect to the right of access to information held by the State and by private bodies, where that information is needed to exercise or protect a right.

Section 51 of PAIA requires the head of every private body to compile a manual setting out what records the body holds and how they may be requested. This is the manual of MMX IT Services CC.

2. Details of the private body

Requests and enquiries under PAIA should be addressed to the Information Officer at the email address above.

3. The PAIA Guide

The Information Regulator has compiled a guide, in terms of section 10 of PAIA, explaining how to use the Act. It is available free of charge from the Information Regulator, whose contact details appear at the end of this manual, and from inforegulator.org.za.

4. Records held

4.1 Records held in terms of other legislation

We keep records as required by, among others:

• Close Corporations Act 69 of 1984, and the Companies Act 71 of 2008 to the extent that it applies to close corporations
• Income Tax Act 58 of 1962 and the Tax Administration Act 28 of 2011
• Consumer Protection Act 68 of 2008
• Protection of Personal Information Act 4 of 2013
• Electronic Communications and Transactions Act 25 of 2002
• Second-Hand Goods Act 6 of 2009, where used equipment is bought or sold

The business does not presently employ staff, so no employment records are held. Should that change, this manual will be updated.

4.2 Records held by MMX IT Services CC

Records are kept in the following categories. Listing a category here does not mean the records in it are automatically available; each request is considered on its merits and against the grounds of refusal in PAIA.

5. How to request a record

A request for a record held by a private body must be made on the prescribed form, which is available from the Information Regulator’s website. Send the completed form to the Information Officer at info@mmxits.co.za.

The form must:

• give enough detail for us to identify the record and to identify you
• state the form of access you want, and how you wish to be told the outcome
• identify the right you are seeking to exercise or protect, and explain why the record is required for that right — PAIA requires this for requests to a private body
• include your contact details

We will respond within 30 days of receiving a properly completed request. That period may be extended in the circumstances PAIA allows, and we will tell you if it is.

6. Fees

Where a client asks us for a copy of their own information or records, we deal with it as part of our normal service and do not charge for it. The fees set out below apply only to formal requests made under PAIA.

Those fees are prescribed by regulation. The request fee is payable before a request is processed. Search and preparation is charged only after the first hour, and is capped at R435.00 for any one request. If the search and preparation is likely to take more than six hours, a deposit of one third of the estimated access fee is payable first.

We supply records electronically by email or on a flash drive, or as printed pages. We do not provide CDs, and we do not transcribe audio or video recordings. Where a record exists only in a form we are not able to reproduce, we will agree an alternative form of access with you. Fees for formats other than those listed above are set out in the prescribed fee schedule published by the Information Regulator.

The amounts above are those published by the Information Regulator at the date of this manual. Where the prescribed fees are amended, the amended fees apply.

7. Grounds on which a request may be refused

PAIA requires or permits us to refuse a request in certain circumstances, including where disclosure would:

• unreasonably disclose personal information about a third party
• reveal commercial information, trade secrets or financial information belonging to a third party
• breach a duty of confidence owed to a third party
• endanger the life or physical safety of a person, or the security of property or a system
• disclose information protected by legal professional privilege
• reveal our own commercial information, trade secrets or research where disclosure would prejudice us

If we refuse a request, we will give reasons and tell you what you may do about it.

8. If your request is refused

There is no internal appeal against the decision of a private body. You may lodge a complaint with the Information Regulator, or apply to a court for relief, within the periods PAIA allows.

9. Personal information we process

How we handle personal information, why we process it, who we share it with, how long we keep it and how we protect it are set out in our privacy notice, which forms part of this manual.

In summary: we process the personal information of clients, prospective clients and suppliers, for the purpose of providing IT services, quoting for work, keeping proper business records and meeting our obligations in law. We do not sell personal information or share it for anyone else’s marketing.

10. Availability of this manual

This manual is available on this website, and on request from the Information Officer at no charge. A copy may be inspected at our business address by arrangement.

11. The Information Regulator

12. Updating this manual

This manual is reviewed when our business or the law changes, and at least once a year. The current version is always the one on this page, with the date it was last changed shown at the top.