Paul's Gates PAIA manual

Last updated: 13 October 2026

Manual of Paul's Gates CC (registration number 1987/005327/23), trading as Security Solutions by Paul's Gates, in terms of section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA), as amended by the Protection of Personal Information Act, 4 of 2013 (POPIA).

1. Purpose of this manual

This manual explains what records we hold, which of them are available without a formal request, how to ask for access to the others, and how we process personal information. Paul's Gates CC is a close corporation which designs, installs, services and repairs security systems, gates, fencing and steelwork for homes, estates and businesses, from Kya Sands, Randburg.

2. Contact details

• Head of the private body: Graham Salvado, Member
• Information Officer: Megan Salvado
• Physical address: 48 Vervoer Street, Kya Sands, Randburg, Gauteng
• Telephone: 011 462 4426
• Email for requests: megan@paulsgates.co.za
• Website: www.paulsgates.co.za

3. The guide on how to use PAIA

The Information Regulator has published a guide, in terms of section 10 of PAIA, to help anyone who wishes to exercise a right under PAIA or POPIA. It explains, among other things, how to make a request, the fees which may apply, and the remedies available if a request is refused. The guide is available in the official languages from the Information Regulator at inforegulator.org.za or enquiries@inforegulator.org.za, and a copy may be inspected at our premises during office hours.

4. Records available without a request

The information published on this website is available without a formal request, including our privacy notice and cookie policy, our website terms and this manual.

5. Records kept in terms of other legislation

We keep records, where applicable, in terms of the following legislation. Access to them is available only as those Acts allow.

• Close Corporations Act, 69 of 1984, and Companies Act, 71 of 2008
• Occupational Health and Safety Act, 85 of 1993, and the Electrical Machinery Regulations made under it (electric fences)
• Consumer Protection Act, 68 of 2008
• Income Tax Act, 58 of 1962, Value-Added Tax Act, 89 of 1991, and Tax Administration Act, 28 of 2011
• Basic Conditions of Employment Act, 75 of 1997, and Labour Relations Act, 66 of 1995
• Unemployment Insurance Act, 63 of 2001, Skills Development Levies Act, 9 of 1999, and Compensation for Occupational Injuries and Diseases Act, 130 of 1993
• Protection of Personal Information Act, 4 of 2013
• Electronic Communications and Transactions Act, 25 of 2002

6. Subjects and categories of records held

• The business: founding and statutory records of the close corporation, members' records, registrations (including electric fence installer registration), and internal policies.
• Customers: enquiries, quotations, job records and photos, invoices and payments, warranty records, Electric Fence Certificates of Compliance, and correspondence.
• Financial: accounting records, bank records, and tax and VAT records.
• Employees: employment contracts, payroll, leave and training records, and records kept under employment and security-industry legislation.
• Suppliers and subcontractors: agreements, orders, correspondence and invoices.
• Security of our premises: footage from our own cameras at Kya Sands, and recordings of phone calls.
• Website: enquiries received through this website.

7. How we process personal information

Purposes. To answer enquiries, visit properties and prepare quotations; to install, service and repair the systems our customers buy; to invoice and keep accounting and tax records; to register and keep warranty records; to employ staff; to manage suppliers and subcontractors; to protect our premises, staff and visitors; and to meet our legal obligations.

Categories of people and information. Customers (names, contact details, the address of the property, details of the work, and payment records); employees (the information needed for employment and registration); suppliers and subcontractors (contact, banking and contract details); visitors to our premises (camera footage); callers (phone-call recordings); and website visitors (as set out in our privacy notice).

Information inside customers' systems. When we work on a customer's security system we may see information stored in it, such as camera footage, entry records or fingerprint templates. That information belongs to the customer. We handle it only to do the work, and we do not copy or keep it.

Who it may be shared with. Only as the work or the law requires: subcontractors who help with installations, suppliers when a part is sent in for repair, our accounting officer, the South African Revenue Service and other authorities, and our own service providers (such as email and website hosting), who process it only on our instructions.

Information sent outside South Africa. Some of our service providers, such as email and website hosting, may store information on servers outside South Africa. We use providers bound by recognised data-protection laws or agreements.

Security. We apply reasonable technical and organisational measures to protect personal information against loss, damage and unauthorised access, including limiting access to the people who need it. Alarm codes, remote codes and the layout of customers' systems are kept confidential.

8. How to request access to a record

A request must be made on the prescribed form under the PAIA Regulations, 2021, available from the Information Regulator's website and from our Information Officer. Send it to the Information Officer at megan@paulsgates.co.za or the address in section 2. Give enough detail to identify the record, say how you want access, and give an email or postal address for the reply. If you request on behalf of someone else, show your authority to do so.

• Fees. A request fee and, if access is granted, an access fee may be payable, at the amounts prescribed in the PAIA Regulations. No request fee applies when you ask for records about yourself. A deposit may be asked for where the search will take long; it is refunded if access is refused.
• Time. You will be told the decision within 30 days of receiving the request. That period may be extended once, by up to 30 days, in the circumstances PAIA allows; you will be told why.
• Decision. If access is refused, you will be given reasons, and told you may complain to the Information Regulator or apply to court.

9. Grounds for refusal

We may refuse access on the grounds set out in Chapter 4 of Part 3 of PAIA, including where:

• disclosure would unreasonably disclose personal information about a third party, including a deceased person;
• disclosure would breach a duty of confidence owed to a third party;
• the record contains commercial information of ours or of a third party whose disclosure would cause harm;
• disclosure would endanger anybody's life or safety, or the security of a property or its security system;
• the record is privileged from production in legal proceedings, unless the privilege is waived.

10. Records we cannot find, and third parties

If a record cannot be found or does not exist, you will be told so by affidavit or affirmation, with the steps taken to find it. If a record concerns a third party, we will tell that party of the request and consider what they say before deciding.

11. Complaints

If you are not satisfied with a decision, you may complain to the Information Regulator at PAIAComplaints@inforegulator.org.za or through inforegulator.org.za, or apply to court.

12. Availability and updating of this manual

This manual is published on this website and may be inspected at 48 Vervoer Street, Kya Sands, Randburg during office hours. A copy is given to the Information Regulator on request. It is updated whenever our details or practices change, with the date at the top.