PAIA Manual

Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended)

PRIVATE BODY: Northern Cape Sports (Pty) Ltd
TRADING AS: Desnic Sports
REGISTRATION NUMBER: 2026/104895/07
DATE OF COMPILATION: 15 April 2026
DATE OF REVISION: 15 April 2026

1. LIST OF ACRONYMS AND ABBREVIATIONS

1.1 “CEO” means Chief Executive Officer / Managing Director / Head of Private Body
1.2 “DIO” means Deputy Information Officer
1.3 “IO” means Information Officer
1.4 “Minister” means the Minister of Justice and Constitutional Development
1.5 “PAIA” means the Promotion of Access to Information Act 2 of 2000, as amended
1.6 “POPIA” means the Protection of Personal Information Act 4 of 2013
1.7 “Regulator” means the Information Regulator (South Africa)
1.8 “Republic” means the Republic of South Africa

2. PURPOSE OF THIS PAIA MANUAL

This Manual is useful for the public to:

2.1 check the categories of records held by the private body which are available without a person having to submit a formal PAIA request;

2.2 have a sufficient understanding of how to make a request for access to a record of the private body, by providing a description of the subjects on which the private body holds records and the categories of records held on each subject;

2.3 know the description of the records of the private body which are available in accordance with any other legislation;

2.4 access all the relevant contact details of the Information Officer and, where applicable, the Deputy Information Officer who will assist the public with the records they intend to access;

2.5 know the description of the Guide on how to use PAIA, as updated by the Regulator, and how to obtain access to it;

2.6 know whether the private body processes personal information, the purpose of processing personal information, and the description of the categories of data subjects and of the information or categories of information relating thereto;

2.7 know the recipients or categories of recipients to whom the personal information may be supplied;

2.8 know whether the private body has planned to transfer or process personal information outside the Republic and the recipients or categories of recipients to whom the personal information may be supplied; and

2.9 know whether the private body has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.

3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION

3.1 Head of Private Body / Information Officer

Name and Surname: Jannie Scholtz
Designation: Owner / Head of Private Body / Information Officer
Telephone Number: +27 53 831 1263
Email Address: jannie@desnicsports.co.za

3.2 Deputy Information Officer(s)

No Deputy Information Officer has been appointed.

3.3 General Contact for Access to Information

Email Address: jannie@desnicsports.co.za

3.4 Head Office / Principal Place of Business

Registered / Postal Address: Urban Corner, Shop 8B, C/O Waterworks and Jacobus Smith Street, Kimberley
Physical Address: Urban Corner, Shop 8B, C/O Waterworks and Jacobus Smith Street, Kimberley
Telephone Number: +27 53 831 1263
General Email Address: info@desnicsports.co.za
Website: desnicsports.co.za

4. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE

4.1 The Regulator has, in terms of section 10(1) of PAIA, updated and made available the revised Guide on how to use PAIA in an easily comprehensible form and manner, as may reasonably be required by a person who wishes to exercise any right contemplated in PAIA and POPIA.

4.2 The Guide is available in each of the official languages and in Braille.

4.3 The Guide contains, among other things, a description of:

• the objects of PAIA and POPIA;
• the postal and street address, phone and fax number and, if available, electronic mail address of Information Officers and Deputy Information Officers;
• the manner and form of a request for access to a record;
• the assistance available from the Regulator;
• all remedies in law regarding an act or failure to act in respect of a right or duty conferred or imposed by PAIA and POPIA;
• the provisions dealing with manuals, voluntary disclosures, fees and the applicable regulations.

4.4 A copy of the Guide may be obtained:

• from the offices of the Information Regulator during normal office hours;
• from the Information Regulator website; or
• upon request to the Information Officer of this private body.

4.5 Information Regulator contact details are available on the Information Regulator website.

5. CATEGORIES OF RECORDS OF THE PRIVATE BODY WHICH ARE AVAILABLE WITHOUT A PERSON HAVING TO REQUEST ACCESS

The following records may be available automatically, without the need to submit a formal PAIA request, subject to update from time to time and subject to lawful restrictions:

Access to automatically available records may still be subject to reasonable administrative processes, identity verification where necessary, and payment of a prescribed copy fee where applicable.

6. RECORDS AVAILABLE IN ACCORDANCE WITH OTHER LEGISLATION

Where applicable, records are also created and retained in accordance with South African legislation, including but not limited to:

This list is not exhaustive and may be updated from time to time.

7. DESCRIPTION OF THE SUBJECTS ON WHICH THE PRIVATE BODY HOLDS RECORDS AND CATEGORIES OF RECORDS HELD ON EACH SUBJECT

8. REQUEST PROCEDURE FOR ACCESS TO RECORDS

8.1 A requester must use the prescribed Form 02 to request access to a record held by a private body.

8.2 The request must be submitted to the Information Officer at the contact details set out in this Manual.

8.3 The requester must provide sufficient detail to enable the private body to identify:

• the record requested;
• the requester;
• the form of access required;
• the right the requester is seeking to exercise or protect; and
• why the requested record is required for the exercise or protection of that right.

8.4 Where a request is made on behalf of another person, proof of the capacity in which the request is made must be submitted.

8.5 The private body will assess the request in accordance with PAIA and may:

• grant access;
• grant access subject to the payment of prescribed fees;
• request further information or proof of identity or authority;
• extend the period to decide the request where PAIA permits; or
• refuse access on a lawful ground under PAIA.

8.6 For a private body, access must generally be granted only if the record is required for the exercise or protection of a right, the requester complies with PAIA’s procedural requirements, and no lawful ground of refusal applies. The current PAIA forms published by the Information Regulator include Form 02: Request for Access to Record and Form 03: Outcome of request and of fees payable.

9. FEES PAYABLE

9.1 The private body may require the requester, other than a personal requester where applicable, to pay the prescribed request fee before processing the request further.

9.2 Access fees may also be payable for:

• photocopies or printouts;
• copies in electronic form;
• transcription of visual or audio records;
• search and preparation time beyond the free threshold provided in the Regulations;
• postage or other actual transfer costs.

9.3 The applicable fees are those prescribed in the PAIA Regulations, 2021, as amended from time to time.

9.4 The requester will be notified using the prescribed outcome form of any fee payable before access is given, where applicable.

10. GROUNDS FOR REFUSAL OF ACCESS

Access to records may be refused on grounds permitted by PAIA, including where disclosure would involve:

• unreasonable disclosure of personal information of a third party;
• disclosure of confidential commercial information of a third party;
• disclosure of trade secrets, financial, commercial, scientific or technical information;
• breach of a duty of confidence owed to a third party;
• endangerment of the safety of an individual or prejudice to property;
• prejudice to the protection of records privileged from production in legal proceedings;
• prejudice to the commercial information or operations of the private body itself;
• manifestly frivolous or vexatious requests, or requests involving an unreasonable diversion of resources, where permitted by law.

Any refusal will be made in accordance with PAIA and communicated in the prescribed manner.

11. REMEDIES AVAILABLE TO A REQUESTER

11.1 As this is a private body, there is no internal appeal procedure equivalent to that which may apply to certain public bodies.

11.2 If a requester is dissatisfied with the outcome of a PAIA request, the requester may:

• lodge a complaint with the Information Regulator using the prescribed complaint form; and/or
• apply to a competent court for appropriate relief, where permitted by law.

11.3 The prescribed PAIA forms include:

• Form 02: Request for Access to Record
• Form 03: Outcome of request and of fees payable
• Form 05: Complaint Form
• and the other forms published by the Information Regulator on its PAIA portal.

12. PROCESSING OF PERSONAL INFORMATION

12.1 Purpose of Processing Personal Information

Northern Cape Sports (Pty) Ltd trading as Desnic Sports may process personal information for purposes including:

• selling products and services;
• managing ecommerce transactions and in-store POS transactions;
• creating and managing customer accounts;
• order fulfilment, shipping, returns and refunds;
• customer support and relationship management;
• payment processing and fraud prevention;
• supplier onboarding and procurement;
• employment and human resources administration;
• marketing, promotions and email communications;
• website administration, analytics and security;
• compliance with legal and regulatory duties;
• internal recordkeeping, audit and risk management.

12.2 Categories of Data Subjects and Categories of Personal Information

12.3 Recipients or Categories of Recipients to Whom Personal Information May Be Supplied

12.4 Planned Transborder Flows of Personal Information

Personal information may be stored in cloud systems or processed by third-party service providers located outside South Africa, including providers used for:

• website hosting;
• cloud storage and backups;
• ecommerce systems;
• payment processing;
• analytics;
• email marketing;
• customer communications; and
• advertising technology.

Where transborder transfers occur, the private body will take reasonable steps to ensure that such processing is lawful and appropriately protected in accordance with POPIA and any applicable contractual safeguards.

12.5 General Description of Information Security Measures

The private body implements or intends implementing reasonable technical and organisational safeguards, including:

• password controls and user-access restrictions;
• role-based permissions;
• encrypted connections where appropriate;
• secure hosting and backups;
• anti-virus and anti-malware controls;
• firewalls and monitoring tools;
• logging and audit trails;
• staff confidentiality undertakings;
• secure disposal and retention controls;
• contractual controls with operators and service providers.

The private-body template published by the Information Regulator specifically expects the manual to cover purpose of processing, categories of data subjects, recipients, transborder flows, and a general description of security measures.

13. AVAILABILITY OF THE MANUAL

13.1 A copy of this Manual is available:

• on the website of the private body at: desnicsports.co.za;
• at the head office / principal place of business of the private body for public inspection during normal business hours;
• to any person upon request and upon payment of a reasonable prescribed fee, if applicable; and
• to the Information Regulator upon request.

13.2 Private bodies are expected to have their manual available in line with PAIA, and the Information Regulator provides the current manual templates and related PAIA resources on its website.

14. UPDATING OF THE MANUAL

The Head of the Private Body / Information Officer will, on a regular basis, update this Manual to ensure that it remains accurate and compliant with PAIA, POPIA and related legal obligations.

15. PAIA ANNUAL REPORTING

The Head of Private Body / Information Officer acknowledges that the Information Regulator’s eServices platform is used for PAIA annual reporting and that current Information Officer registration is required for access to the reporting tools. The eServices portal currently indicates that the next submission period for PAIA Annual Reports opens on 1 April 2026 and closes on 30 June 2026.

16. ISSUED BY

______________________________
Name: Jannie Scholtz
Designation: Owner / Head of Private Body / Information Officer
For and on behalf of: Northern Cape Sports (Pty) Ltd trading as Desnic Sports
Date: 15 April 2026