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PAIA Manual


Prepared in terms of Section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA) for Matlabas Custodians NPC

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1. Introduction

Matlabas Custodians NPC (“Matlabas Custodians”) is a non-profit company dedicated to conservation and environmental stewardship, community support and upliftment, emergency response and disaster assistance, and collaboration with stakeholders for the benefit of the wider Matlabas region and surrounding areas.

 

The organisation supports conservation initiatives, environmental protection projects, river and natural resource management activities, community development programmes, emergency response coordination, disaster relief efforts, fundraising initiatives and donor-funded projects. Matlabas Custodians also collaborates with community safety structures and partner organisations in support of public safety and community wellbeing.

 

This manual is compiled in accordance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 (“PAIA”), as amended, to facilitate requests for access to records held by Matlabas Custodians NPC.

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2. Organisation Details

Registered Name

Matlabas Custodians NPC

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Registration Number

2018/521099/08

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Physical Address

Somerset-Noord, Pk Kiesel, 0382

Postal Address

PO Box 7246

Onverwacht

0557

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Telephone Number

+27 83 457 1462

Email Address

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lizelle@matlabascustodians.org

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Website

https://www.matlabascustodians.org/

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3. Information Officer

The Information Officer appointed in terms of PAIA is:

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Information Officer: GP Lamprecht

Email Address: lizelle@matlabascustodians.org

Telephone Number: +27 82 372 0598

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Requests for access to information must be directed to the Information Officer.

 

4. Guide on How to Use PAIA

A guide explaining how to use PAIA is available from the Information Regulator of South Africa.

 

Contact Details of the Information Regulator

Website: https://inforegulator.org.za/

Email: PAIACompliance@inforegulator.org.za

Telephone: 012 406 4818

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5. Applicable Legislation

Matlabas Custodians may maintain records in accordance with legislation applicable to its operations, including but not limited to:
 

  • Promotion of Access to Information Act, 2 of 2000

  • Protection of Personal Information Act, 4 of 2013

  • Companies Act, 71 of 2008

  • Nonprofit Organisations Act, 71 of 1997

  • Labour Relations Act, 66 of 1995

  • Basic Conditions of Employment Act, 75 of 1997

  • Occupational Health and Safety Act, 85 of 1993

  • Income Tax Act, 58 of 1962

  • Value-Added Tax Act, 89 of 1991

  • Electronic Communications and Transactions Act, 25 of 2002

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6. Categories of Records Held by Matlabas Custodians

The following records may be held by Matlabas Custodians:

 

Corporate and Governance Records

  • Registration certificates

  • Memorandum of Incorporation

  • Governance policies

  • Board and management records

  • Meeting minutes

  • Operational policies and procedures

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Financial Records

  • Accounting records

  • Bank statements

  • Donation and sponsorship records

  • Financial reports

  • Audit and review records

  • Tax records

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Operational Records

  • Incident reports

  • Community project records

  • Conservation project records

  • Environmental monitoring records

  • River and natural resource management records

  • Disaster relief records

  • Training records

  • Communication records
     

Donor and Stakeholder Records

  • Donor correspondence

  • Sponsorship agreements

  • Partnership agreements

  • Grant applications

  • Community stakeholder correspondence

  • Supplier and contractor records

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7. Processing of Personal Information

Matlabas Custodians processes personal information in accordance with the Protection of Personal Information Act (“POPIA”).

 

Personal information may be processed for purposes including:

  • Community support and assistance initiatives

  • Emergency response and disaster management

  • Communication with donors, stakeholders, service providers and community participants

  • Conservation and environmental projects

  • Administration and financial management

  • Fundraising and donor-funded initiatives

  • Compliance with legal and regulatory obligations

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In certain circumstances and with the voluntary consent of individuals, Matlabas Custodians may maintain limited personal information for emergency response and assistance purposes. Matlabas Custodians takes reasonable technical and organisational measures to safeguard personal information and restrict access to authorised persons only.
 

8. Request Procedure

A requester seeking access to records must complete the prescribed PAIA Request Form and submit it to the Information Officer. The request must provide sufficient detail to enable the record requested to be identified.

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Submission of Requests

Requests may be submitted:

  • By email

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Proof of identity may be required before access is granted.
 

9. Grounds for Refusal of Access

Access to records may be refused on grounds permitted under PAIA, including but not limited to:

  • Protection of personal privacy

  • Protection of confidential information

  • Protection of safety and security information

  • Protection of legally privileged information

  • Commercial confidentiality

  • Requests that are manifestly frivolous or vexatious
     

10. Fees

Prescribed request fees and access fees may apply in accordance with PAIA regulations. The requester will be informed of any applicable fees before the request is processed.

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11. Availability of this Manual

This manual is available:

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  • On the Matlabas Custodians website

  • Via email upon request

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12. Updating of the Manual

This manual may be updated periodically and the latest version will be made available on the organisation’s website.

 

13. Approval

This PAIA Manual is effective from:

Effective Date: 1 June 2026​

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