PAIA Manual

This manual is published in accordance with 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 held by private bodies, where such access is required for the exercise or protection of any right.

1. Introduction

Diametric is a digital marketing agency based in Johannesburg, South Africa. This PAIA manual describes the categories of records held by Diametric and the procedure for requesting access to those records.

This manual is available free of charge on our website and will be updated when material changes occur.

2. South African Human Rights Commission

The South African Human Rights Commission (SAHRC) has published a guide on how to use PAIA. Copies of this guide are available from the SAHRC:

Website: www.sahrc.org.za
Email: PAIA@sahrc.org.za
Tel: +27 11 877 3600

3. Records held by Diametric

3.1 Corporate records

• Business registration documents
• Tax registration certificates
• Banking records
• Insurance documents

3.2 Client records

• Client contracts and service agreements
• Correspondence with clients
• Invoices and payment records
• Campaign performance reports

3.3 Personnel records

• Employment contracts
• Payroll records
• Leave records

3.4 Personal information records

• Contact form submissions from website visitors
• Email correspondence
• Records processed in the course of providing services

3.5 Financial records

• Annual financial statements
• Management accounts
• Tax returns
• Supplier invoices and purchase orders

4. How to request access to records

To request access to records held by Diametric, you must submit a written request to our Information Officer using the prescribed Form C, available from the SAHRC or the Department of Justice.

Your request must include:

• Your full name and contact details
• A description of the record(s) you are requesting
• The form in which you require access (e.g. copy, inspection)
• The right you are exercising or protecting by requesting the information
• Proof of identity (copy of ID document)

5. Processing your request

We will acknowledge your request within 5 business days and respond within 30 days of receipt, as required by PAIA. In exceptional circumstances, we may extend this period by a further 30 days with written notice to you.

We may refuse access to records where permitted by PAIA, including where access would:

• Unreasonably disclose personal information of a third party
• Reveal commercially sensitive information
• Be otherwise prohibited by law

6. Fees

A request fee may be charged as prescribed under PAIA. We will inform you of any applicable fee before processing your request. Fees may be waived if you can demonstrate that payment would cause you financial hardship.

7. Remedies if access is refused

If we refuse your request, you may:

• Apply to the Information Regulator for a review of our decision
• Apply to a court of competent jurisdiction

Information Regulator of South Africa:
www.inforegulator.org.za
Email: inforeg@justice.gov.za

8. Records available without a formal PAIA request

The following are publicly available without a formal PAIA request:

• This PAIA manual
• Our Privacy Policy
• Our Terms of Service
• Our Cookie Policy
• General information about our services on our website

9. Updates to this manual

This manual will be updated when our operations, record-keeping practices or applicable law changes materially. The current version is always available on our website.