PROMOTION OF ACCESS TO INFORMATION ACT MANUAL

Prepared in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”)

Version: 2026

Date of Compilation: 2026/05/18

Date of Revision: 2026/05/18

---

1. INTRODUCTION

This Manual is published in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”).

PAIA gives effect to the constitutional right of access to information contained in Section 32 of the Constitution of the Republic of South Africa, 1996.

This Manual also addresses relevant requirements of the Protection of Personal Information Act (POPIA) insofar as it relates to the protection and processing of personal information.

---

2. DETAILS OF THE PRIVATE BODY

Scanmech (Pty) Ltd (“SCANMECH”)

Registration Number: 2024/610042/07

Physical Address

13 11th Ave
Melkbosstrand
Cape Town
7437
South Africa

Postal Address

13 11th Ave
Melkbosstrand
Cape Town
7437
South Africa

Telephone

+27 (0) 72 057 1691

Website

SCANMECH Official Website

General Email

---

3. INFORMATION OFFICER DETAILS

In terms of POPIA and PAIA, the Chief Executive Officer is the default Information Officer of the organisation.

Information Officer

Morne Heyman
Chief Executive Officer

Email:
Telephone: +27 (0) 72 057 1691

Requests for access to information and all POPIA-related enquiries must be directed to the Information Officer.

---

4. GUIDE ON HOW TO USE PAIA

A guide on how to use PAIA is available from the Information Regulator (South Africa).

The guide contains information on:

• the purpose of PAIA;
• how to access records;
• how to lodge requests;
• applicable fees;
• remedies available where requests are refused.

Contact Details of the Information Regulator

Physical Address

JD House
27 Stiemens Street
Braamfontein
Johannesburg
2001

Website

Information Regulator South Africa

Email

Telephone

010 023 5200

---

5. APPLICABLE LEGISLATION

Records are held in accordance with, but not limited to, the following legislation:

• Companies Act 71 of 2008
• Promotion of Access to Information Act 2 of 2000
• Protection of Personal Information Act 4 of 2013
• Electronic Communications and Transactions Act 25 of 2002
• Income Tax Act 58 of 1962
• Nonprofit Organisations Act 71 of 1997
• Labour Relations Act 66 of 1995
• Basic Conditions of Employment Act 75 of 1997

---

6. CATEGORIES OF RECORDS HELD BY SCANMECH

6.1 Records Automatically Available Without Formal Request

The following records may be accessed without submitting a formal PAIA request, subject to operational requirements:

• Public website content
• Published policies
• Public media statements
• Public reports
• Marketing and promotional material

---

6.2 Records Available Upon Formal Request

Company and Governance Records

• Memorandum of Incorporation
• Registration certificates
• Director registers
• Minutes and resolutions

Financial Records

• Financial statements
• Accounting records
• Banking records
• Tax records
• Invoices and payment records

Operational Records

• Contracts and agreements
• Supplier records
• Service provider agreements
• Project documentation

Human Resources Records

• Employment contracts
• Personnel records
• Leave records
• Payroll information

Information Technology Records

• Software agreements
• System implementation records
• Security and disaster recovery plans

Intellectual Property Records

• Licences
• Trademark or branding records

---

7. PROCESSING OF PERSONAL INFORMATION IN TERMS OF POPIA

SCANMECH processes personal information in accordance with POPIA.

Categories of Personal Information Processed

• Names and surnames
• Contact details
• Identity/passport numbers
• Employment details
• Financial information
• Electronic communication records

Purpose of Processing

Personal information may be processed for:

• service delivery;
• administration;
• legal compliance;
• communication;
• recruitment;
• contractual obligations.

Data Subject Rights

Data subjects have the right to:

• request access to personal information;
• request correction or deletion;
• object to processing;
• lodge complaints with the Information Regulator.

---

8. REQUEST PROCEDURE UNDER PAIA

A requester seeking access to records must complete the prescribed PAIA request form.

Correct Prescribed Form

The applicable form for private bodies is:

• Form 2: Request for Access to Record

The form must be submitted to the Information Officer using the contact details contained in this Manual.

---

8.1 Required Information

The requester must provide:

• sufficient details to identify the requested record;
• proof of identity;
• contact details;
• the form of access required;
• the right sought to be exercised or protected;
• reasons why the requested information is required.

---

8.2 Fees

Applicable request and access fees may apply in accordance with PAIA Regulations.

A requester will be notified if any fees are payable prior to processing.

---

8.3 Response Time

SCANMECH will respond within the statutory period prescribed by PAIA unless an extension is lawfully required.

---

9. GROUNDS FOR REFUSAL OF ACCESS

Access to records may be refused on lawful grounds including:

• protection of personal privacy;
• protection of commercial information;
• confidential third-party information;
• legally privileged information;
• protection of safety and security;
• protection of research information.

---

10. REMEDIES AVAILABLE TO REQUESTERS

If a request is refused, the requester may:

• lodge a complaint with the Information Regulator;
• apply to a competent court for appropriate relief.

---

11. AVAILABILITY OF THIS MANUAL

This Manual is available:

• on the SCANMECH website;
• at the registered offices of SCANMECH;
• upon request from the Information Officer.

Website:
SCANMECH PAIA Manual Page

---

12. PRESCRIBED FORMS

The following prescribed forms should accompany this Manual:

• Form 2 – Request for Access to Record
• PAIA Fee Structure (where applicable)

The latest prescribed forms are available from:

Information Regulator PAIA Forms