PAIA Manual

PAIA gives everyone the right to request access to records held by a private body where those records are needed to exercise or protect a right. Mlangeni Grand Hospitality is a private body under PAIA. This manual explains what records we hold and the procedure for requesting them.

• Name of private body: Mlangeni Grand Hospitality
• Location: Cape Town, South Africa
• Information Officer: the head of the business, who acts as Information Officer under PAIA and POPIA
• Email for requests: mlangenicatering@gmail.com

The Information Regulator publishes a guide on how to use PAIA and POPIA, as section 10 of PAIA requires. It is available in all official languages from the Regulator’s website, inforegulator.org.za, and you may also ask us for a copy.

The following are freely available on this website and do not need a PAIA request: information about our services, our Privacy Policy, our Terms & Conditions, our POPIA Compliance statement and this manual. Customers can also see their own bookings, invoices and payments in their dashboard at any time.

Where they apply to our business, we keep records in terms of:

• Basic Conditions of Employment Act, 1997
• Companies Act, 2008
• Compensation for Occupational Injuries and Diseases Act, 1993
• Consumer Protection Act, 2008
• Electronic Communications and Transactions Act, 2002
• Employment Equity Act, 1998
• Income Tax Act, 1962
• Labour Relations Act, 1995
• Occupational Health and Safety Act, 1993
• Protection of Personal Information Act, 2013
• Skills Development Levies Act, 1999
• Tax Administration Act, 2011
• Unemployment Insurance Act, 2001
• Value-Added Tax Act, 1991

Company records

Founding and registration documents, ownership records and minutes.

Financial records

Accounting records, invoices, payment records, bank statements and tax returns.

Client records

Enquiries, accounts, bookings, quotes, menus, consultation notes, invoices, payments, correspondence and reviews.

Supplier records

Agreements, orders, invoices and correspondence with suppliers and service providers.

Employee records

Employment contracts, payroll, leave and tax records, and other records employment law requires.

Operational records

Menus, recipes, event plans, policies and procedures.

Website and systems

Account records, system logs and security records.

Holding a record in one of these categories does not mean access will be granted. Each request is considered under PAIA, including the grounds for refusal below.

• Purpose: responding to enquiries; planning, delivering and invoicing events; managing accounts; publishing reviews with consent; meeting legal obligations; and, with consent, marketing.
• Categories of people: enquirers, customers and their event contacts, employees, suppliers and service providers.
• Categories of information: names, contact details, addresses, event details, dietary requirements, account details, invoice and payment records, correspondence, and reviews. For employees and suppliers, the information needed for employment and contracting.
• Recipients: our service providers for website hosting; database, file storage and sign-in (Supabase); email delivery (Resend); and payments (PayFast). Also authorities, where the law requires.
• Transfers outside South Africa: some service providers store information outside South Africa, under protections that meet section 72 of POPIA.
• Security measures: encrypted connections, role-based access so customers see only their own records, hashed passwords, and payments handled by PayFast without card details reaching us.

• Complete Form 2 (Request for Access to Record), available from the Information Regulator’s website or from us.
• Email it to mlangenicatering@gmail.com with a copy of your identity document. If you are acting for someone else, include proof of your authority.
• Describe the records you want precisely enough for us to find them, the form of access you want (for example, an electronic copy), and the right you are seeking to exercise or protect.
• Fees are those prescribed in the PAIA regulations. We will tell you if a request fee or deposit applies before we proceed. No fee applies to a request for your own personal information.
• We will decide within 30 days of receiving a complete request. We may extend this once by up to 30 days where the law allows, and we will tell you if we do.

PAIA requires or allows us to refuse access in certain cases, including to protect:

• the privacy of other people;
• commercial information of ours or of third parties;
• information supplied in confidence;
• the safety of individuals and property; and
• records that are legally privileged.

If we refuse a request, we will give you our reasons in writing.

We have no internal appeal procedure. If you are unhappy with our decision, you may lodge a complaint with the Information Regulator or apply to court within 180 days of being notified of the decision.

This manual is available on this website. You may also request a copy free of charge by emailing mlangenicatering@gmail.com.