PINBOX (PTY) LTD
PAIA MANUAL
Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000, as amended
Date of compilation: September 2026
Date of revision: September 2026
1. LIST OF ACRONYMS AND ABBREVIATIONS
PAIA: Promotion of Access to Information Act 2 of 2000, as amended.
POPIA: Protection of Personal Information Act 4 of 2013, as amended.
IO: Information Officer.
DIO: Deputy Information Officer.
Regulator: Information Regulator of South Africa.
Republic: Republic of South Africa.
2. PURPOSE OF THIS PAIA MANUAL
This Manual is prepared in accordance with section 51 of PAIA and is intended to help a person understand what records PINBOX (PTY) LTD holds, which records are routinely available, how to request access to records, and who to contact regarding access to information.
The Manual also provides the information contemplated by the Information Regulator’s private-body PAIA manual template, including information about PINBOX’s processing of personal information, categories of data subjects, recipients of personal information, transborder processing and information-security measures.
3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION
Information Officer / Head of Private Body: MD, PINBOX (PTY) LTD
PAIA / privacy contact email: es@pinbox.co.za
General contact email: info@pinbox.co.za
Physical address: 68 Joseph Str, Lynnwood Ridge, Pretoria, 0081
Postal address: 68 Joseph Str, Lynnwood Ridge, Pretoria, 0081
Website: https://www.pinbox.co.za/
Telephone: Not publicly listed; requests may be submitted by email.
4. GUIDE ON HOW TO USE PAIA
The Information Regulator has issued a Guide on how to use PAIA and how to exercise rights under PAIA and POPIA. The Guide explains, among other things, the purpose and operation of PAIA and POPIA, how to request records, available remedies, applicable fees and relevant forms.
The current Guide and PAIA forms are available from the Information Regulator. PINBOX will provide reasonable assistance in relation to a PAIA request and will direct requesters to the prescribed forms where required.
Regulator website: https://inforegulator.org.za/paia/
Relevant form: A request for access to a record of a private body must be made using the prescribed Form 2, in accordance with PAIA and the applicable regulations.
5. RECORDS AVAILABLE WITHOUT A FORMAL PAIA REQUEST
The following categories of information are routinely made available by PINBOX without a formal PAIA request, subject to the information actually being published or otherwise available at the time of the request.
Website and brand information: PINBOX website content, product information, general company information, contact details, The Prep editorial content and The Prepared Club information.
Customer-facing policies: Privacy Policy, Terms & Conditions, Shipping & Delivery information, Returns & Refunds information, Warranty information and other published customer policies.
Product information: Public product descriptions, specifications, care information, usage information and publicly available product imagery.
Contact information: General contact details and retailer/reseller enquiry information.
How available: Website, email or other ordinary customer-service channels, depending on the record.
6. RECORDS AVAILABLE IN ACCORDANCE WITH OTHER LEGISLATION
Corporate records: Companies Act 71 of 2008 and other applicable corporate legislation.
Tax and accounting records: Income Tax Act 58 of 1962, Value-Added Tax Act 89 of 1991, Tax Administration Act 28 of 2011 and other applicable tax legislation.
Employment records: Basic Conditions of Employment Act 75 of 1997, Labour Relations Act 66 of 1995, Employment Equity Act 55 of 1998 and other applicable employment legislation, where applicable.
Consumer records: Consumer Protection Act 68 of 2008 and other applicable consumer legislation.
Electronic transactions: Electronic Communications and Transactions Act 25 of 2002 and other applicable legislation.
Personal information records: Protection of Personal Information Act 4 of 2013 and related regulations.
Access to information records: Promotion of Access to Information Act 2 of 2000 and related regulations.
The existence of a category in this section does not mean every record in that category will be disclosed. Access remains subject to the applicable legislation, including grounds for refusal under PAIA and any lawful confidentiality or privacy restrictions.
7. DESCRIPTION OF SUBJECTS ON WHICH PINBOX HOLDS RECORDS
Corporate and governance: Memorandum of Incorporation, company registration records, governance records, resolutions, statutory filings and corporate correspondence.
Finance and accounting: Invoices, accounting records, financial records, tax records, payment records, banking-related records and supporting documentation.
Customers and orders: Customer contact details, order records, delivery information, invoices, returns, refunds, warranty claims, customer correspondence and support records.
Products and operations: Product specifications, manufacturing and quality records, product development records, supplier information, stock records, logistics records and operational procedures.
Marketing and communications: Marketing plans, campaign records, social-media content, website content, subscriber records, communications and engagement information.
Retailers, resellers and commercial partners: Enquiries, agreements, contact details, order/wholesale information, correspondence and related business records.
Suppliers and service providers: Supplier details, contracts, quotations, invoices, service records and correspondence.
Human resources: Employee and contractor records, employment agreements, payroll-related information, leave and performance records, recruitment records and HR correspondence, where applicable.
Legal and compliance: Contracts, legal correspondence, compliance records, policies, complaints, regulatory correspondence and records relating to disputes or claims.
Information technology and security: Website, hosting, access-control, system, backup, security and technical records, to the extent held by PINBOX or its service providers.
8. PROCESSING OF PERSONAL INFORMATION
8.1 Purposes of processing: PINBOX processes personal information for purposes including operating the website and online store; processing and fulfilling orders; delivery; payments; customer support; account administration; warranty and returns administration; retailer and reseller communications; marketing where permitted; The Prepared Club communications where requested; website analytics and improvement; security and fraud prevention; legal and regulatory compliance; record keeping; and responding to enquiries.
8.2 Categories of data subjects and information: Customers and prospective customers: names, contact details, billing and delivery information, order history, correspondence and account information. Website visitors: technical information such as IP address, browser/device information, pages visited, interactions and cookie-related information. Subscribers: name, email address, subscription preferences and engagement information. Retailers/resellers/partners: business and contact information, correspondence and commercial records. Suppliers/service providers: business and contact information, contractual, invoicing and payment-related records. Employees/contractors: employment, contact, payroll, qualification and other information required for lawful business administration.
8.3 Recipients or categories of recipients: Personal information may be supplied, where necessary and lawful, to payment service providers such as Peach Payments; ecommerce and website service providers such as WooCommerce and hosting providers; delivery and courier providers; email and communications providers such as Brevo; analytics and website service providers such as Google Analytics; professional advisers; insurers; auditors and accountants; financial institutions; regulatory authorities; law-enforcement bodies where legally required; and other service providers processing information on PINBOX’s behalf.
8.4 Planned transborder flows: Some service providers used by PINBOX may process or store personal information outside South Africa. This may include cloud, email, analytics, ecommerce, hosting, payment and other technology providers. PINBOX will take reasonable steps to ensure that any cross-border transfer or processing is handled in accordance with applicable law and appropriate safeguards.
8.5 Information-security measures: PINBOX uses reasonable technical and organisational safeguards appropriate to the nature of the information processed. These may include access controls, authentication, password protection, restricted administrative access, secure hosting, security updates, backups, malware/security measures and contractual controls over service providers. No online system can be guaranteed completely secure.
9. REQUESTING ACCESS TO A RECORD
A requester seeking access to a record held by PINBOX must submit the prescribed PAIA Form 2 and comply with the procedural requirements of PAIA.
For a private body, the requester must identify the right the requester seeks to exercise or protect and explain why the requested record is required for that purpose, as required by PAIA.
Requests should be sent to the Information Officer using the PAIA contact details in section 3. PINBOX may require reasonable information to verify the identity of the requester and to clarify the record requested.
A request must identify the record or category of record sought with sufficient detail to enable PINBOX to locate it.
PINBOX will process the request within the periods prescribed by PAIA, subject to any lawful extension or other provision of the Act.
10. FEES
The prescribed PAIA fees applicable to private bodies will apply where relevant. Under the current PAIA regulations, the private-body request fee is R140.00.
Additional prescribed access fees may apply for reproduction, search and preparation, copying, transcription, storage media, postage or electronic transfer. Where a deposit is lawfully required, PINBOX will issue the appropriate notice.
A requester should not make payment unless and until PINBOX has provided the applicable fee notice or otherwise instructed the requester in accordance with PAIA and the regulations.
The applicable fee schedule may be updated by law or regulation. PINBOX will apply the prescribed fees in force at the time of the request.
11. GROUNDS FOR REFUSAL
PINBOX may refuse access to a record where PAIA permits or requires refusal. Grounds may include protection of personal information of third parties, commercial information, confidential information, privileged information, safety or other protected interests, and other grounds recognised by PAIA.
Where access is refused, PINBOX will provide the requester with the reasons for the decision and information about available remedies, to the extent required by law.
12. REMEDIES AVAILABLE TO A REQUESTER
PAIA does not provide a compulsory internal appeal process for a private body in the same manner as for certain public bodies.
If a requester is dissatisfied with a decision by PINBOX, or with a failure to respond within the applicable period, the requester may, subject to PAIA, lodge a complaint with the Information Regulator and/or approach a court for appropriate relief.
The prescribed complaint process and forms are available from the Information Regulator. PINBOX will cooperate with lawful regulatory processes.
13. AVAILABILITY OF THIS MANUAL
A copy of this Manual will be made available on the PINBOX website and may be requested from PINBOX using the contact details in section 3.
The Manual may also be made available for inspection at the principal place of business during normal business hours, subject to reasonable arrangements.
The Manual will be provided to the Information Regulator upon request and will be updated when reasonably necessary.
14. UPDATING OF THIS MANUAL
PINBOX will review and update this Manual from time to time, including where there are material changes to its business, information-processing activities, contact details, records, service providers or applicable legal requirements.
15. IMPORTANT NOTE
This Manual describes the records and information categories held by PINBOX at a general level. It does not create an entitlement to access every record described in the Manual. Access remains subject to PAIA, POPIA, confidentiality obligations, third-party rights, applicable legal restrictions and the grounds for refusal contained in PAIA.
This Manual should be read together with the PINBOX Privacy Policy and other applicable policies.
ISSUED BY
Information Officer / Head of Private Body: MD, PINBOX (PTY) LTD
Company: PINBOX (PTY) LTD
Company registration number: 2026/682231/07
Contact email: es@pinbox.co.za
Date: September 2026