PAIA Manual
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”)
Municipex Financial Solutions (Pty) Ltd
Version: 2.0
Effective Date: 1 January 2025
Last Updated: 16 July 2026
Next Review Date: 16 July 2027
Introduction
This Manual is published in accordance with section 51 of the Promotion of Access to Information Act, 2 of 2000 (“PAIA”), as amended, and is read together with the Protection of Personal Information Act, 4 of 2013 (“POPIA”).
The purpose of this Manual is to provide information regarding the records held by Municipex Financial Solutions (Pty) Ltd and to explain the procedure for requesting access to those records.
This Manual also promotes transparency and accountability while recognising the constitutional right of access to information, subject to the limitations contained in PAIA.
Company Details
Company Name : Municipex Financial Solutions (Pty) Ltd
Registration Number: 2012/069019/07
Head Office
1 Bapre SS
Boersma Street
Universitas
Bloemfontein
9321
Telephone: 087 700 7870
Email: enquiries@municipex.co.za
Website: www.municipex.co.za
Information Officer
In accordance with section 55 of POPIA, Municipex has appointed the following Information Officer:
Information Officer:
Bennie van Vreden
Telephone: 087 700 7870
Email:enquiries@municipex.co.za
The Information Officer is responsible for:
- ensuring compliance with PAIA and POPIA;
- facilitating requests for access to records;
- handling requests relating to personal information;
- liaising with the Information Regulator;
- monitoring data protection compliance.
Guide Published by the Information Regulator
The Information Regulator has published a guide explaining how to use PAIA.
The guide may be obtained from:
The Information Regulator (South Africa)
JD House
27 Stiemens Street
Braamfontein
Johannesburg
2001
Website: https://www.justice.gov.za/inforeg/
Email: inforeg@justice.gov.za
Records Available Without Request
Where available, the following information may be accessed without submitting a formal PAIA request:
- Company profile
- Marketing brochures
- Service information
- Website information
- Privacy Policy
- Privacy Notice
- Employment opportunities
- Tender information published by Municipex
- Public notices
Records Held by Municipex
Records include, but are not limited to:
Corporate Records
- Certificate of Incorporation
- Memorandum of Incorporation
- Shareholder records
- Directors’ resolutions
- Governance documentation
Financial Records
- Annual Financial Statements
- Accounting records
- Tax records
- VAT records
- Banking information
- Invoices
- Payment records
Human Resources
- Employment contracts
- Personnel records
- Payroll records
- Leave records
- Training records
- Disciplinary records
Client Records
- Service Level Agreements
- Contracts
- Project documentation
- Correspondence
- Municipal reports
- Revenue enhancement records
- Debt collection documentation
Operational Records
- Policies
- Procedures
- Compliance documentation
- Risk registers
- Insurance records
Information Technology
- System logs
- Security records
- Website information
- Electronic communications
- Backup records
Records Held in Terms of Other Legislation
Municipex maintains records in accordance with applicable legislation, including:
- Companies Act, 71 of 2008
- Protection of Personal Information Act, 4 of 2013
- Promotion of Access to Information Act, 2 of 2000
- Basic Conditions of Employment Act, 75 of 1997
- Labour Relations Act, 66 of 1995
- Employment Equity Act, 55 of 1998
- Income Tax Act
- Value Added Tax Act
- Occupational Health and Safety Act
- Compensation for Occupational Injuries and Diseases Act
- Financial Intelligence Centre Act
- Municipal Finance Management Act
- Municipal Systems Act
- Electronic Communications and Transactions Act
- Any other applicable legislation.
Processing of Personal Information
Municipex processes personal information in accordance with POPIA.
Information is processed only where there is a lawful basis, including:
- consent;
- contractual necessity;
- compliance with legal obligations;
- legitimate interests;
- protection of legitimate interests; or
- public law duties.
Further information is contained in the Municipex Privacy Policy.
Request Procedure
A requester seeking access to records must submit a written request to the Information Officer.
The request should include:
- full name;
- contact details;
- sufficient particulars of the record requested;
- the reason access is required (where applicable);
- preferred method of access.
Proof of identity may be required.
Municipex will consider each request in accordance with PAIA.
Request Fees
Request fees, access fees and reproduction fees will be charged where applicable in accordance with PAIA Regulations.
The Information Officer will notify the requester if any fee is payable before processing the request.
Grounds for Refusal
Access may be refused where permitted by PAIA, including where disclosure would:
- infringe another person’s privacy;
- reveal confidential commercial information;
- prejudice legal proceedings;
- endanger the safety of individuals;
- compromise security;
- disclose privileged information; or
- otherwise fall within the mandatory or discretionary grounds for refusal provided by PAIA.
Remedies
If a requester is dissatisfied with a decision made under PAIA, they may exercise any remedies available in terms of PAIA, including lodging a complaint with the Information Regulator or approaching a court of competent jurisdiction.
Availability of this Manual
This Manual is available:
- on the Municipex website;
- from the Information Officer upon request; and
- in electronic format upon request.
Approved by: Municipex Financial Solutions (Pty) Ltd
Information Officer: IP Strauss
Review Frequency: Annually
Version: 2.0