PAIA Manual
Prepared for EBK Distributors (Pty) Ltd in relation to the Nishimoto Southern Africa regional platform under the Promotion of Access to Information Act 2 of 2000, as amended.
1. Private body and contact details
| Responsible private body | EBK Distributors (Pty) Ltd |
|---|---|
| Operating platform | Nishimoto Southern Africa |
| Head / Information Officer | The Head of EBK Distributors (Pty) Ltd |
| PAIA and privacy contact | Elroy Weimers, Group COO / authorised contact |
| enquiries@nishimoto.co.za | |
| Telephone | +27 (0) 68 637 5996 |
| Physical and postal address | Cnr 3 Churchill Close and Tyger Falls Boulevard, Tyger Valley, Bellville, Cape Town, 7536, South Africa |
| Website | www.nishimoto.co.za |
2. Purpose of this Manual
This Manual enables members of the public to understand the categories of records held by the private body, identify records that may be available without a formal request, understand how to request access, obtain relevant contact information, and understand the processing and safeguarding of personal information.
3. PAIA Guide
The Information Regulator has published a guide explaining how to use PAIA and POPIA, available through the Information Regulator’s PAIA portal. The Guide is available in official languages and in accessible formats from the Regulator.
4. Records available without formal request
| Category | Examples | Access |
|---|---|---|
| Website and public information | Company, brand, product-category, service, contact, news, FAQ and industry information. | Website |
| Public technical material | Published catalogues, product data sheets, safety data sheets and authorisation material where made public. | Website or request |
| Governance notices | Privacy & POPIA Notice, Cookie Notice, Terms of Use, Disclaimer and this Manual. | Website |
| Marketing material | Approved brochures, announcements and campaign material. | Website or request |
5. Records maintained under legislation
Where applicable to the private body and its activities, records may be maintained under legislation including the Companies Act 71 of 2008; Income Tax Act 58 of 1962; Value-Added Tax Act 89 of 1991; Tax Administration Act 28 of 2011; Basic Conditions of Employment Act 75 of 1997; Labour Relations Act 66 of 1995; Employment Equity Act 55 of 1998; Occupational Health and Safety Act 85 of 1993; Compensation for Occupational Injuries and Diseases Act 130 of 1993; Consumer Protection Act 68 of 2008; Electronic Communications and Transactions Act 25 of 2002; Customs and Excise Act 91 of 1964; POPIA; and PAIA. Inclusion does not imply that every statute applies to every record or activity.
6. Subjects and categories of records
| Subject | Possible categories of records |
|---|---|
| Corporate and governance | Constitutional documents, statutory registers, licences, authorisations, policies, minutes and governance records. |
| Finance and tax | Accounting, banking, audit, tax, insurance, debtor, creditor and financial-control records. |
| Customers and commercial partners | Enquiries, applications, due diligence, quotations, agreements, orders, correspondence, support and account records. |
| Suppliers and service providers | Onboarding, contracts, compliance, procurement, performance, payment and correspondence records. |
| Products and operations | Catalogues, specifications, safety documentation, quality, import, customs, inventory, logistics, technical-support and complaint records. |
| Human resources | Recruitment, employment, remuneration, leave, training, performance, disciplinary, health-and-safety and statutory records. |
| Information technology | Access, security, hosting, systems, backup, incident, website and communications records. |
| Legal and regulatory | Advice, disputes, litigation, regulatory submissions, permissions, intellectual property and compliance records. |
7. Processing of personal information
7.1 Purposes
Personal information may be processed for enquiries, applications, customer and supplier administration, product and technical support, quotations, contracting, ordering, logistics, account management, credit and fraud control, compliance, employment, safety, marketing where permitted, website operation, security and legal claims.
7.2 Categories of data subjects
Data subjects may include customers, prospective customers, distributors, applicants, suppliers, service providers, employees, prospective employees, directors, representatives, website visitors and other business contacts. Information may include identification, contact, company, role, correspondence, account, payment, application, employment, technical and device information appropriate to the relationship.
7.3 Recipients
Information may be supplied where lawful and necessary to principals and brand stakeholders, distributors, advisers, banks, insurers, credit bureaus, logistics and customs providers, IT and cloud providers, regulators, law-enforcement bodies and counterparties involved in fulfilling a request or commercial relationship.
7.4 Transborder flows
Limited information may be processed outside South Africa through international principal engagement, regional operations, cloud systems, email, hosting, document storage or other service providers. Appropriate safeguards are applied in accordance with POPIA.
7.5 Security measures
Reasonable measures may include role-based access, authentication, encryption where appropriate, anti-malware controls, backups, supplier controls, confidentiality undertakings, staff awareness, record-retention controls, secure disposal, incident management and periodic review.
8. How to request access
- Complete the Information Regulator’s Form 2: Request for Access to Record.
- Describe the record sufficiently, identify the right to be exercised or protected, state why the record is required for that right, and specify the preferred form of access.
- Attach proof of identity and, where acting for another person, proof of authority.
- Send the completed request to enquiries@nishimoto.co.za.
A request may be refused only on grounds permitted by PAIA. Prescribed request or access fees may apply. The requester will be informed of the outcome and applicable fees using the prescribed process.
9. Remedies
A requester who is dissatisfied with a decision or non-response may use the remedies available under PAIA, including a complaint to the Information Regulator or an application to a competent court, subject to applicable time limits and procedures.
10. Availability and updates
This Manual is available free of charge on this website and may be inspected at the physical address by prior appointment during normal business hours. A copy may be requested, subject to prescribed reproduction fees. The Manual will be reviewed periodically and updated when material information changes.
Issued by: The Head of EBK Distributors (Pty) Ltd, with PAIA administration routed through the authorised contact stated above.