PAIA Manual

Hortors SA Diaries a division of Bidvest Office (Pty) Ltd

Proprietary Limited Manual Prepared in Terms of Section 51 of The Promotion of Access to Information Act (ACT 2 OF 2000)

Note: This manual is based on “EXAMPLE OF A MANUAL FOR A PRIVATE BODY” issued by the South African Human Rights Commission, amended to meet the needs of Hortors SA Diaries, with further additions to enhance its usefulness and comply with the Protection of Personal Information Act, No. 4 of 2013.


  1. Introduction

Hortors is a South African company originally founded in the late 1800’s to serve the needs of the Legal Fraternity by providing a comprehensive directory of contacts at a time when it was illegal for the Legal Profession to advertise their services.

The company has grown exponentially over the years gradually adding to its portfolio becoming the leading supplier and publisher of legal publications, forms, books and notices supplying to various industry sectors in South Africa and her Neighbouring States.

Testament to that growth is the incorporation of SA Diaries (Pty) Ltd during 2014, one of the leading suppliers of commercial diaries at the time, and the subsequent rebranding from Hortors Stationery (Pty) Ltd to Hortors SA Diaries (Pty) Ltd. This incorporation has allowed us to expand our focus from exclusively law oriented goods and services to the provision of a wide range of standard and bespoke diary and record keeping merchandise to our valued clients. Our law oriented products encompass registers, forms and charts amongst others and are subject to the strictest quality control to ensure legislative compliance to assist our clients in working within all relevant legal frameworks and applicable legislation at all times. We take exceptional pride in the level of service excellence we are known for and will strive to continue to do so well into the future.

Hortors SA Diaries is a division of Bidvest Office (Pty) Ltd, a Bidvest Group Company and serves a diverse market that includes small to medium size businesses as well as large corporate companies. With our extensive years of industry service and collective knowledge, we have a distinct market advantage in providing superior quality products and excellent advice across the board.


  1. Information required under Section 51(1)(a) of the Act

Designated Head of Hortors SA Diaries: Richard Currin
Postal Address of Hortors SA Diaries: PO Box 1020, Johannesburg, 2000
Street Address of Hortors SA Diaries: Pencil Park, Croxley Close, Heriotdale Ext 15, Germiston, 1401
Tel. No of Hortors SA Diaries: 011 607 0900
E-Mail address of Hortors SA Diaries:


  1. Description of the Guide referred to in Section 10

A Guide has been compiled in terms of Section 10 of PAIA by the South African Human Rights Commission (SAHRC). It contains information required by a person wishing to exercise any right, contemplated by PAIA. It is available in all of the official languages.
The Guide is available for inspection, inter alia, at the office of the offices of the Human Rights Commission at The Guide is available for inspection, inter alia, at the office of the South African Human Rights Commission at Braampark Forum 3, 33 Hoofd Street, Braamfontein, Johannesburg, Gauteng and at


For further information please contact the SAHRC:
Postal Address: Private Bag 2700, Houghton, 2041
Telephone Number: +27-11-877 3600
Fax Number: +27-11-403 0625


From 1 July 2021 the contact details will be for

Information Regulator South Africa
JD House, 27 Stiemens Street
Braamfontein, Johannesburg, 2001

P.O Box 31533
Braamfontein, Johannesburg, 2017
General enquiries email:


  1. Records available in terms of other legislation

Basic Conditions of Employment Act No. 75 of 1997
Bills of Exchange Act 34 of 1964
Broad-based Black Economic Empowerment Act 53 of 2003
Companies Act No 71 of 2008 and Applicable Regulations
Compensation for Occupational Injuries and Health Diseases Act No. 130 of 1993
Competition Act No. 89 of 1998
Consumer Affairs (Unfair Business Practice) Act No. 71 of 1988
Consumer Protection Act 68 of 2008
Copyright Act No. 98 of 1978
Customs and Excise Act, 55 of 1998;
Debt Collector’s Act No. 114 of 1998
Electronic Communications Act, No. 36 of 2005;
Electronic Communications and Transactions Act No 25 of 2002
Employment Equity Act. No. 55 of 1998
Financial Intelligence Centre Act No. 38 of 2001.
Harmful Business Practices Act No. 23 of 1999
Income Tax Act No 58 of 1962
Insider Trading Act 135 of 1998
Insolvency Act No. 24 of 1936
Insurance Act No. 27 of 1943
Intellectual Property Laws Amendment Act No. 38 of 1997
Labour Relations Act No 66 of 1995
Long –Term Insurance Act No. 52 of 1998
National Credit Act No. 34 of 2005
Occupational Health and Safety Act No. 85 of 1993
Prevention and Combating of Corrupt Activities Act No 12 of 2004
Prevention of Organised Crime Act No. 121 of 1998
Promotion of Access to Information Act No.2 of 2000
Promotion of Equality and Prevention of Unfair Discrimination Act No. 4 of 2000
Protection of Personal Information Act 4 of 2013
Regulation of Interception of Communication and Provision of Communications Act, No.2 of 2000
Regulation of Interception of Communications and Provisions of Communication Related
Road Accident Fund Act 56 of 1996;
Information Act No. 70 of 2002
Skills Development Act 97 of 1998Skills Development Levies Act No 9 of 1999
South African Reserve Bank Act No. 90 of 1989
Trade Marks Act 194 of 1993
Unemployment Insurance Act No. 63 of 2001
Unemployment Insurance Contributions Act No 4 of 2002
Value Added Tax Act No 89 of 1991


  1. Records Automatically Available

No notice has been submitted by the company to the Minister of Justice and Constitutional Development regarding the categories of records, which are available without a person having to request access in terms of Section 52(2) of PAIA. However, the information on the website of the business is automatically available without having to request access in terms of PAIA.


  1. Subjects and Categories of Records held by Hortors SA Diaries

General information about Hortors SA Diaries can be accessed via the internet on, which is available to all persons who have access to the internet. The subjects on which the private body holds records and the categories on each subject in terms of Section 51(1 )(e) are as listed below. Please note that a requester is not automatically allowed access to these records and that access to them may be refused in accordance with Sections 62 to 69 of the Act:

    1. Companies Act Records
      • Documents of Incorporation;
      • Memorandum of Incorporation;
      • Minutes of meeting of the Board of Directors;
      • Research and development;
      • Share certificates; and
      • Records relating to the appointment of:
        • Auditors;
        • Prescribed Officer.
        • Secretary;
    2. Financial Records
      • Accounting Records
      • Annual Financial Reports;
      • Annual Financial Statements
      • Asset Registers;
      • Bank Statements
      • Banking details and bank accounts;
      • Banking Records
      • Debtors / Creditors statements and invoices;
      • General ledgers and subsidiary ledgers;
      • General reconciliation;
      • Invoices;
      • Policies and procedures;
      • Rental Agreements; and
      • Tax Returns.
    3. Income Tax Records
      • PAYE Records
      • Documents issued to employees for income tax purposes
      • Records of payments made to SARS on behalf of employees
      • All other statutory compliances:
        • VAT
        • Regional Services Levies
        • Skills Development Levies
        • UIF
        • Workmen’s Compensation
    4. Personnel Documents and Records
      • Accident books and records;
      • Address Lists;
      • Disciplinary Code and Records;
      • Employee benefits arrangements rules and records;
      • Employment Contracts;
      • Employment Equity Plan
      • Forms and Applications;
      • Grievance Procedures;
      • Leave Records;
      • Medical Aid Records;
      • Payroll reports/ Wage register;
      • Pension Fund Records;
      • Safety, Health and Environmental records;
      • Salary Records;
      • SETA records
      • Standard letters and notices
      • Training Manuals; ? Training Records;
      • Workplace and Union agreements and records.
    5. Procurement Department
      • Standard Terms and Conditions for supply of services and products;
      • Contractor, client and supplier agreements;
      • Lists of suppliers, products, services and distribution; and
      • Policies and Procedures.
    6. Sales Department
      • Customer details
      • Credit application information
      • Information and records provided by a third party
    7. Marketing Department
      • Advertising and promotional material
    8. Risk Management and Audit
      • Audit reports;
      • Risk management frameworks; and
      • Risk management plans.
    9. Safety, Health and Environment
      • Contractor, client and supplier agreements;
      • Lists of suppliers, products, services and distribution; and
      • Policies and Procedures.
    10. IT Department
      • Computer / mobile device usage policy documentation;
      • Disaster recovery plans;
      • Hardware asset registers;
      • Information security policies/standards/procedures;
      • Information technology systems and user manuals
      • Information usage policy documentation;
      • Project implementation plans;
      • Software licensing; and
      • System documentation and manuals.


  1. Purpose of Processing of Personal Information

The purpose of gathering and processing of Personal Information is:

    • To support sales and marketing activities
    • To support recruitment and management of staff
    • To support engagement with suppliers
    • To support engagement with the general public


  1. Data Subjects Categories and their Personal Information

Customers: record of customer life cycle
Employees: record of employee life cycle
Suppliers: record of supplier life cycle
General public: tracking general enquiries and web site visits


  1. Planned Recipients of Personal Information

Personal Information will be shared with:

    • Statutory authorities
    • Law enforcement
    • Tax authorities
    • Financial institutions
    • Medical schemes
    • Employee pension and provident funds
    • Industry bodies


  1. Planned Trans-border flows of Personal Information

Personal Information can flow across border for the following:

    • Flows to service providers/operators
    • Flows to business partners
    • Flows to customers
    • Flows to suppliers
    • Flows through the use of social media


  1. Security Measures to protect Personal Information
    • Physical security measures
    • Cyber security measures
    • Training in information security
    • Policies in information security
    • Audits of information security
    • Any particular security framework implemented


  1. Detail on how to make a request for access

The requester must complete Form C and submit this form together with a request fee, to the head of Hortors SA Diaries. The form must be submitted to the head of Hortors SA Diaries at his address, fax number, or electronic mail address as stated earlier in this manual. Form of request:

    • The requester must use the prescribed form, as attached in terms of Article 8 of this manual, to make the request for access to a record. This must be made to the designated head. This request must be made to the address, fax number or electronic mail address of the body concerned [s 53(1)].
    • The requester must provide sufficient detail on the request form to enable the designated head to identify the record and the requester.
    • The requester should indicate which form of access is required.
    • The requester should indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed [s 53(2)(a) and (b) and (c)].
    • The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requested record is required for the exercise or protection of that right [s 53(2)(d)].
    • If a request is made on behalf of another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the designated head of the private body [s 53(2)(f)].
    • A requester who seeks access to a record containing personal information about that requester is not required to pay the request fee.
    • Every other requester, who is not a personal requester, must pay the required request fee.
    • The designated head of the private body must notify the requester (other than a personal requester) by notice, requiring the requester to pay the prescribed fee (if any) before further processing the request [s 54(1)].
    • The fee that the requester must pay to a private body is currently R50,00. The requester may lodge an application to the court against the tender or payment of the request fees 54(3)(b)].
    • After the designated head of the private body has made a decision on the request, the requester must be notified in the required form.
    • If the request is granted then a further access fee must be paid for the search, reproduction, preparation and for any time that has exceeded the prescribed hours to search and prepare the record for disclosure [s 54(6)].


Grounds for refusing a request

Hortors SA Diaries has the right to reject any request for information submitted in terms of Sections 62 to 70 of Chapter 4 of the PAIA Act.


  1. Availability of the Manual

This manual is available for inspection at the office of Hortors SA Diaries free of charge.

Richard Currin - Signature

Signature of Designated Head of the Private Body

Richard Currin
Name of Designated Head of the Private Body

Date of signature: 22/04/2021
Publication date of this manual: 01/05/2021
Next revision date of this document: 30/04/2022


  1. Fees in respect of Private Bodies

The following is a breakdown of the fees structure for the purposes of determining the manner in which fees relating to a request for access to a record of a private body are to be calculated:

Part III of Regulation 187 published in the Government Gazette on the 15 February 2002:

1. The fee for a copy of the manual as contemplated in regulation 9(2)(c) is R1,10 for every photocopy of an A4-size page or part thereof.
2. The fees for reproduction referred to in regulation 11(1) are as follows:
(a) For every photocopy of an A4-size page or part thereof R1,10
(b) For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine readable form R0,75
(c) For a copy in a computer-readable form on – (i) stiffy disc R7,50; (ii) compact disc R70,00
(d) (i) For a transcription of visual images, for an A4-size page or part thereof R40,00; (ii) For a copy of visual images R60,00
(e) (i) For a transcription of an audio record, for an A4-size page or part thereof R20,00; (ii) For a copy of an audio record R30,00
3. The request fee payable by a requester, other than a personal requester, referred to in Regulation 11(2) is R50,00.
4. The access fees payable by a requester referred to in Regulation 11(3) are as follows:

        1. (a) For every photocopy of an A4-size page or part thereof R1,10;
          (b) For every printed copy of an A4-size page or part; thereof held on a computer or in electronic or machine-readable form R0,75;
          (c) For a copy in a computer-readable form on – (i) stiffy disc R7,50; (ii) compact disc R70,00
          (d) (i) For a transcription of visual images, for an A4-size page or part thereof R40,00; (ii) For a copy of visual images R60,00
          (e) (i) For a transcription of an audio record, for an A4-size page or part thereof R20,00; (ii) For a copy of an audio record R30,00
          (f) To search for and prepare the record for disclosure, R30,00; for each hour or part of an hour reasonably required for such search and preparation.
        2. For purposes of section 54(2) of the Act, the following applies:
          (a) Six hours as the hours to be exceeded before a deposit is payable; and
          (b) one third of the access fee is payable as a deposit by the requester.
        3. The actual postage is payable when a copy of a record must be posted to a requester.