PAIA Manual

Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended)

Effective / last updated: 28 August 2026

This Manual is intended to help members of the public understand what records the Company holds, how to request access to those records, and how the Company processes and protects personal information.

1. Purpose of this Manual

This Manual has been prepared to give effect to section 51 of PAIA and to support compliance with POPIA. It explains the records held by the Company, the process for requesting access, the applicable contact details, the categories of personal information processed, and the safeguards used to protect information.

The inclusion of a category of record in this Manual does not mean that every record in that category will automatically be disclosed. Each request is considered on its facts and remains subject to PAIA, POPIA, confidentiality obligations, third-party rights and any applicable grounds for refusal.

2. Company and Information Officer details

Responsible Party: People Bridge Recruitment (Pty) Ltd
Registration number: 2017/108509/07
Trading name: People Bridge Recruitment
Principal place of business: 1st Floor, Foyer 3, The Colosseum, Century Way, Century City, Cape Town, Western Cape, 7441
Website: www.peoplebridge.co.za
Telephone: 087 822 3921
Information Officer: Tanya Vorster
Privacy / PAIA email: privacy@peoplebridge.co.za

The head of the private body has duly authorised Tanya Vorster to perform the Information Officer functions for purposes of PAIA and POPIA. All formal access-to-information, privacy and POPIA enquiries should be directed to the privacy email address above.

3. The PAIA Guide

The Information Regulator has published a Guide on how to use PAIA, together with the prescribed PAIA forms and guidance material. The Guide is available in South Africa’s official languages.

Information Regulator (South Africa)
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
P.O. Box 31533, Braamfontein, Johannesburg, 2017
Telephone: 010 023 5200
Toll-free: 0800 017 160
Email: enquiries@inforegulator.org.za
www.inforegulator.org.za

4. How to request access to a record

Under section 50 of PAIA, a requester may obtain access to a record of a private body where the record is required for the exercise or protection of a right, the requester complies with PAIA’s procedural requirements, and access is not refused on a lawful ground.

A person who wishes to request access to a record must use the prescribed Form 2: Request for Access to Record and submit it to the Information Officer at privacy@peoplebridge.co.za.

  1. Describe the record requested with enough detail for the Company to identify it.
  2. Provide the requester’s full contact details and preferred form of access.
  3. For a request to a private body, identify the right the requester seeks to exercise or protect and explain why the requested record is required for that purpose.
  4. Provide proof of identity and, where acting for another person or entity, proof of authority.
  5. Pay any prescribed request or access fee if the Company lawfully requires it.
  6. The Company will consider the request in accordance with PAIA and will generally notify the requester of the decision within 30 days, subject to any lawful extension.

5. Records generally available without a formal PAIA request

The following records are generally available without a formal PAIA request where they have been published on the Company’s website or are routinely supplied in the ordinary course of business:

  • This PAIA Manual and any published updates.
  • The Company’s Privacy & POPIA Notice.
  • The Company’s Cookie Policy.
  • Public website content, contact details and service information.
  • Publicly advertised vacancies or opportunities, where applicable.
  • Public company profiles, brochures and marketing material.
  • Certain routine corporate or compliance information supplied to clients, suppliers or other stakeholders for legitimate due-diligence purposes, subject to verification and confidentiality requirements.

6. Records available in terms of other legislation

The Company creates, keeps or may be required to make available records under legislation applicable to its business. Depending on the record and the circumstances, access may be governed by that legislation rather than PAIA.

  • Promotion of Access to Information Act 2 of 2000 (PAIA), as amended
  • Protection of Personal Information Act 4 of 2013 (POPIA) and its Regulations
  • Companies Act 71 of 2008
  • Basic Conditions of Employment Act 75 of 1997
  • Labour Relations Act 66 of 1995
  • Employment Equity Act 55 of 1998, where applicable
  • Employment Services Act 4 of 2014
  • National Minimum Wage Act 9 of 2018
  • Skills Development Act 97 of 1998
  • Skills Development Levies Act 9 of 1999
  • Unemployment Insurance Act 63 of 2001
  • Unemployment Insurance Contributions Act 4 of 2002
  • Compensation for Occupational Injuries and Diseases Act 130 of 1993
  • Occupational Health and Safety Act 85 of 1993
  • Income Tax Act 58 of 1962
  • Tax Administration Act 28 of 2011
  • Value-Added Tax Act 89 of 1991, where applicable
  • Electronic Communications and Transactions Act 25 of 2002
  • Immigration Act 13 of 2002, where applicable
  • Broad-Based Black Economic Empowerment Act 53 of 2003, where applicable
  • Any other legislation applicable to the Company’s activities from time to time.

7. Subjects and categories of records held

Corporate and governance records

  • Company registration and constitutional records, including CIPC records and the Memorandum of Incorporation.
  • Director, shareholder, beneficial-ownership and statutory registers where applicable.
  • Board and shareholder resolutions, governance records and internal policies.
  • B-BBEE, insurance, PEA/TES, compliance and supplier-registration documentation where applicable.

Recruitment and candidate records

  • CVs, applications, candidate profiles and contact information.
  • Employment history, skills, qualifications, professional registrations and licences.
  • Interview notes, assessments, availability and remuneration expectations.
  • Reference, background-screening and verification records.
  • Candidate representation, shortlist, interview, offer and placement records.
  • Talent-search, sourcing and candidate-engagement records generated through recruitment systems and technology.

Temporary employment, TES and assignment records

  • Temporary and contract employee records.
  • Assignment letters, client-site deployment records and timesheets.
  • Onboarding, mobilisation and assignment-continuity documentation.
  • Employee relations, performance, disciplinary and grievance records.

Payroll and Employer of Record records

  • Employment contracts and employee files.
  • Payroll inputs, payroll reports, payslips and banking information.
  • PAYE, UIF, SDL and other statutory payroll information.
  • Leave, bonus, pension, medical-aid and benefits administration inputs where applicable.
  • Employer of Record onboarding, employment-administration and compliance records.

Client and commercial records

  • Client agreements, service-level agreements, proposals, quotations and tenders.
  • Recruitment briefs, vacancy specifications, staffing requirements and workforce plans.
  • Client correspondence, service reports and implementation or mobilisation records.
  • Pricing, invoices, statements, debtor records and account information.

Supplier and service-provider records

  • Supplier and contractor onboarding records.
  • Contracts, quotations, invoices, payment and banking information.
  • Compliance, tax, insurance and due-diligence documentation.

Finance, tax and statutory records

  • Accounting records, annual financial statements and management information.
  • Banking, debtor, creditor and tax records.
  • Statutory employment, payroll and regulatory compliance records.

Information technology, privacy and security records

  • Recruitment-system, payroll-system and user-access records.
  • Privacy, POPIA, information-security and retention policies.
  • Security-incident, access-control, backup and business-continuity records.

Marketing and website records

  • Website content, contact-form and candidate-registration submissions.
  • Marketing, client-development and candidate-communication records.
  • Mailing preferences, consent and opt-out records.
  • Social-media and campaign administration records.

8. Processing of personal information

The Company processes personal information for legitimate recruitment, staffing, employment, payroll, workforce-management, client-service, compliance and business-administration purposes. The Company’s Privacy & POPIA Notice provides fuller information about these processing activities.

8.1 Categories of data subjects and information processed

Candidates and work seekers: identity and contact details; CVs and employment history; qualifications and skills; references; assessments; availability; remuneration expectations; screening and placement information.

Temporary, contract, payroll and EOR employees: identity and contact details; employment and assignment information; banking and payroll information; tax and statutory information; leave and benefits inputs; employee-relations records.

Clients and prospective clients: business contact details; job titles; communications; vacancy and workforce requirements; contracts; service and billing information.

Suppliers and contractors: contact and company details; banking and billing information; contracts; compliance information.

Referees and emergency contacts: names; contact details; relationship or professional context; reference information.

Directors, shareholders and authorised representatives: identity and contact details; corporate-governance information; statutory and beneficial-ownership information.

Website visitors and enquirers: IP address and technical information where collected; contact-form data; candidate-registration information; communications; cookie or preference data where applicable.

8.2 Recipients or categories of recipients

  • Prospective or existing clients where disclosure is necessary for recruitment or staffing and, for identifiable candidate submissions, subject to appropriate candidate authority.
  • Payroll, banking and payment service providers.
  • Background-screening, reference, qualification and verification providers.
  • Benefit providers, insurers and employment-related service providers where applicable.
  • Information technology, cloud, recruitment, payroll, communications and software providers.
  • Professional advisers, including accountants, auditors and legal advisers.
  • SARS, UIF, the Compensation Fund and other statutory or regulatory authorities where required.
  • Courts, law-enforcement agencies or regulators where disclosure is required or permitted by law.
  • Authorised recruitment, staffing, Employer of Record or business partners, including international partners where necessary and lawful.

8.3 Cross-border processing and transfers

Personal information may, where necessary, be stored or processed outside South Africa through cloud, email, recruitment, payroll, communications or other technology service providers, or shared with authorised overseas clients, partners or service providers. Hosting locations may vary according to the relevant service provider.

Any cross-border transfer of personal information will be handled in accordance with section 72 of POPIA and other applicable law, including the use of appropriate contractual, legal or other safeguards where required.

8.4 Information security safeguards

  • Role-based access controls and restriction of access to authorised personnel.
  • Password controls and, where supported, multi-factor authentication.
  • Anti-virus, endpoint protection and other appropriate security technologies.
  • Secure backup, recovery and business-continuity measures.
  • Confidentiality obligations for employees, contractors and service providers.
  • Operator / service-provider controls and appropriate data-protection contractual terms.
  • Security awareness and internal procedures for handling personal information.
  • Incident-response and security-compromise procedures.
  • Retention, archiving and secure deletion or destruction processes.
  • Periodic review of information-security and privacy controls.

9. Grounds on which access may be refused

PAIA contains mandatory and discretionary grounds on which access to a record may be refused. These may include, among others, the protection of another person’s privacy; confidential commercial information; information supplied in confidence; safety or security information; legally privileged material; certain research information; and records whose disclosure would breach a legal duty of confidence.

Where access is refused, the Company will provide the requester with the reasons required by PAIA, subject to any lawful limitations on the information that may be disclosed.

10. Fees

PAIA permits prescribed request and access fees in certain circumstances. If a fee is lawfully payable, the requester will be notified before the relevant stage of the request is processed. The applicable fees are those prescribed from time to time under the PAIA Regulations.

Current PAIA forms and guidance on fees are available from the Information Regulator: https://inforegulator.org.za/paia-forms/

11. Decision, refusal and remedies

The Company will generally decide a PAIA request within 30 days after receipt of a valid request, subject to any lawful extension under PAIA.

There is no compulsory internal appeal process for a decision of a private body. If a requester is dissatisfied with a refusal, a deemed refusal, the fees charged, the form of access provided, or another decision concerning a PAIA request, the requester may lodge a complaint with the Information Regulator in the prescribed manner or seek relief from a competent court.

A complaint to the Information Regulator should generally be lodged within 180 days of the relevant refusal, deemed refusal or other decision, subject to the Regulator’s rules regarding condonation.

PAIA complaints may be submitted using Form 5 or through the Regulator’s complaints process. Email: PAIAComplaints@inforegulator.org.za.

12. Requests for personal information under POPIA

A person seeking access to, correction of, deletion of or information about personal information processed by the Company may contact the Information Officer at the privacy email address set out in this Manual. Depending on the nature of the request, POPIA, PAIA and the prescribed forms may apply.

13. Availability of this Manual

A copy of this Manual is available free of charge on the Company’s website and for public inspection at the Company’s principal place of business during normal business hours, subject to reasonable prior arrangement. A copy may also be requested from the Information Officer. A reasonable prescribed fee may be charged for printed copies where permitted by law.

This Manual is published in English. The Information Regulator’s PAIA Guide is available in South Africa’s official languages.

14. Updating this Manual

The Company will review and update this Manual when necessary to reflect material changes to its business, records, information-processing activities, contact details or legal obligations. The latest version will be published on the Company’s website.

15. Contact for access-to-information requests

Information Officer: Tanya Vorster
Email: privacy@peoplebridge.co.za
Telephone: 087 822 3921
Website: www.peoplebridge.co.za