We respect your right of access to information. This manual will help you (the requester of information) to exercise that right and help you know how you may get access to our records. The Promotion of Access to Information Act 2 of 2000 as amended from time to time (known as PAIA) requires us to draft and make this PAIA manual available to you.
We describe who we are and what we do on our website, or you can ask us for this information. PAIA (Section 51(1)) requires the information officer of a private body to compile a manual that contains information on the records it holds. A "private body" means a natural person, company or other type of juristic entity that carries on any trade, business or profession and includes a political party. We are a private body.
| Organisation name | FlexMS (Pty) Ltd |
|---|---|
| Website | https://www.flexms.com |
| Registration number | 2025/303040/07 |
| Postal address | P O Box 553, Howick, Howick, KwaZulu-Natal, 3290 |
| Physical address | 25A Old Main Road, Clifton Park, Gillitts, KwaZulu-Natal, 3610 |
| Phone number | 031 765 3679 |
| Default information officer | Rohland Lablache de Charmoy |
| Information officer email | rohland@codeo.co.za |
For further guidance, contact the Information Regulator. They have compiled a PAIA guide in each official language of South Africa on how to exercise your rights under PAIA.
| Visit their website | www.inforegulator.org.za |
|---|---|
| Postal address | P.O Box 3153, Braamfontein, Johannesburg, 2017 |
| Physical address | JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 |
| Phone number | 010 023 5200 |
| General enquiries | enquiries@inforegulator.org.za |
| Lodge a complaint | PAIAComplaints@inforegulator.org.za |
We make some records automatically available (Section 52) to you without you needing to request access to them.
| Type of record | How you can access it |
|---|---|
| Memorandum of incorporation (MOI) | BizPortal |
| Directors' names | BizPortal |
| Documents of incorporation | BizPortal |
| Banking details | Request by email |
| Brochures | Request by email |
| External newsletters and circulars | Subscribing or on our website |
| Information on our website | Visit our website |
We hold the following subjects and categories of records in electronic or physical format, which we do not make automatically available. You may request access to them. These are records that most organisations have.
We hold records that all organisations are required by law to hold. We also hold records that the law specifically requires organisations like ours to retain. Please ask our information officer for details.
We have appointed our information officer to deal with all matters relating to PAIA so we can comply with our PAIA obligations. To request access to a record, please complete Form 2 (https://inforegulator.org.za/wp-content/uploads/2020/07/InfoRegSA-PAIA-Form02-Reg7.pdf).
Please submit the completed form (together with the relevant request fee we explain below) to our information officer's email address or our physical address. Please ensure that the completed form:
If you do not use the standard form, we may:
We will evaluate and consider all requests we receive. If we approve your request, we will decide how to provide access to you — unless you have asked for access in a specific form. Publication of this manual does not give rise to any rights to access information records, except in terms of PAIA.
When submitting your request, you must pay us a request fee as the law prescribes. You must pay us the prescribed fees before we give you access. You will receive a notice from our information officer upon your request, setting out the application procedure.
If we grant the request, you will have to pay us a further access fee that the law prescribes that includes a fee for the time it takes us to handle your request, or if the time has exceeded the prescribed hours to search and prepare the record for disclosure. Our information officer will notify you if you need to pay a deposit for the access fee. The deposit may be up to one third of the prescribed access fee. The access fee will provide for:
If you paid the deposit and we refused your request, we will refund you the deposit amount. Until you have paid the fees, we may withhold the record you requested.
We may have to refuse you access to certain records in terms of PAIA to protect:
We will notify you in writing whether your request has been approved or denied within 30 calendar days after receiving your request. If we cannot find the record you asked for or it does not exist, we will notify you by way of affidavit that it is not possible to give access to that record.
If we deny your request for access, you may:
for the necessary relief within 180 calendar days of us notifying you of our decision.
We process the personal information of various categories of people for various purposes. Please refer to our Privacy Policy or ask our information officer for a copy.
This manual is available in English in electronic format on our website and in physical format at the reception of our company offices.
We will update this manual whenever we make material changes to it.