PAIA Manual

1. Introduction and private body

This manual is prepared for Olympic Cleaning Solutions (Pty) Ltd t/a ShopXP, a private body in South Africa, in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended, and relevant provisions of the Protection of Personal Information Act 4 of 2013 (POPIA).

Its purpose is to help a requester understand what records may be held, how to request access and how ShopXP processes categories of personal information.

2. Information Officer details

• Private body: Olympic Cleaning Solutions (Pty) Ltd t/a ShopXP
• Information Officer: The Director / Information Officer
• Email: hello@shopxp.co.za
• Website: https://shopxp.co.za
• Registration number, physical and postal address, telephone number and address for service: pending operator confirmation and must be added to this manual.

3. Information Regulator's PAIA Guide

The Information Regulator publishes a guide explaining how to use PAIA and POPIA, the remedies available and the prescribed forms and fees. The current guide, forms and contact details are available from the Information Regulator's official PAIA website.

4. Records available under other legislation

Where applicable to ShopXP's operations, records may be kept under legislation including the Companies Act, Consumer Protection Act, Electronic Communications and Transactions Act, Income Tax Act, Value-Added Tax Act, Basic Conditions of Employment Act, Labour Relations Act, Employment Equity Act, Occupational Health and Safety Act, Compensation for Occupational Injuries and Diseases Act, Unemployment Insurance legislation, POPIA and PAIA.

Listing legislation does not mean that every category applies or that every record is automatically accessible. Access remains subject to PAIA and other law.

5. Categories of records held

• Corporate, governance, statutory, tax, finance, banking and accounting records.
• Customer accounts, orders, payments, deliveries, returns, warranties, complaints and ShopXP Rewards ledger records.
• Supplier, distributor, courier, processor and professional-service agreements and correspondence.
• Personnel, recruitment, payroll, training, health and safety and employment records where applicable.
• Information technology, website, security, access-control, incident, backup and audit records.
• Intellectual property, marketing, product catalogue, pricing and operational records.
• PAIA, POPIA, consent, objection, correction and information-security records.

6. Records available without a PAIA request

Public website pages, published policies, product information and customer records accessible through an authenticated account are available without a formal PAIA request, subject to security and lawful access controls.

No notice of categories automatically available has been submitted unless ShopXP states otherwise. A record being listed in this manual does not make it automatically available.

7. POPIA processing categories

ShopXP processes customer, prospective customer, supplier, service-provider, employee or applicant and website-user information for ecommerce, fulfilment, payment, rewards, support, security, legal compliance, administration and lawful marketing purposes.

Recipients can include payment providers, couriers, distributors, hosting and email providers, professional advisers and authorities. Cross-border transfers use a lawful mechanism contemplated by POPIA. Reasonable security safeguards are described in the Privacy & POPIA Policy.

8. How to request access

• Use the current prescribed Form 2 for a request to a private body, available from the Information Regulator.
• Send the completed form and reasonable proof of identity or authority to hello@shopxp.co.za.
• Identify the record clearly, the right you seek to exercise or protect, why the record is required for that purpose and your preferred access method.
• Pay any prescribed request or access fee after receiving a lawful fee notice. Fee exemptions may apply.
• We will decide the request within the statutory period, subject to a lawful extension, and give reasons if access is refused.

9. Grounds for refusal and remedies

PAIA requires or permits refusal in circumstances including protection of another person's privacy, confidential commercial information, safety, privileged material, law-enforcement interests and information whose disclosure would cause protected harm. We will consider severing protected portions where the remainder can lawfully be disclosed.

A requester dissatisfied with a decision of a private body may apply to court or complain to the Information Regulator, subject to PAIA's procedures and time limits.

10. Availability and updates

This manual is available without charge on shopxp.co.za and, where required, at the principal place of business once that address is confirmed. It may be updated when records, processing activities, contacts or legal requirements change.