PAIA Manual.

01Introduction

This manual is published in terms of section 51 of the Promotion of Access to Information Act, 2000 ("PAIA"), by Linen Management Solutions (Pty) Ltd ("LMS"), a private body as defined in PAIA.

PAIA gives effect to the constitutional right of access to information held by another person that is required for the exercise or protection of any rights. This manual explains the types of records LMS holds and the procedure to request access to those records. It also describes how LMS processes personal information, as required by the Protection of Personal Information Act, 2013 ("POPIA").

02Company and contact details

03The Information Regulator's guide (section 51(1)(b))

The Information Regulator has, in terms of section 10(1) of PAIA, published a Guide on how to use PAIA and POPIA. The Guide is available in each official language and contains information required by a person wishing to exercise any right contemplated in PAIA or POPIA.

The Guide is available from the Information Regulator:

04Records available in terms of other legislation

Records are kept in accordance with legislation applicable to LMS, including, where applicable:

• Companies Act, 71 of 2008
• Income Tax Act, 58 of 1962
• Value-Added Tax Act, 89 of 1991
• Basic Conditions of Employment Act, 75 of 1997
• Labour Relations Act, 66 of 1995
• Unemployment Insurance Act, 63 of 2001
• Electronic Communications and Transactions Act, 25 of 2002
• Protection of Personal Information Act, 4 of 2013
• Promotion of Access to Information Act, 2 of 2000

05Categories of records held

LMS holds records in the following categories. Listing a category does not imply that a request for access to such records will be granted; all requests are evaluated in terms of PAIA, including the grounds for refusal in Chapter 4 of Part 3.

• Company records: incorporation documents, statutory registers, minutes, and governance records.
• Financial records: accounting records, financial statements, tax records, invoices, and banking records.
• Employment records: employee personal information, employment contracts, payroll, and related HR records.
• Client and contractual records: service agreements, subscription orders, correspondence, and support records.
• Platform and operational records: user account records, system logs, audit trails, and operational data processed within the LMS platform on behalf of clients.
• Marketing and website records: enquiries, marketing materials, and website analytics.
• Compliance records: POPIA documentation, policies, and this manual.

06Records automatically available

The following records are automatically available without a formal PAIA request:

• Information published on our website, including marketing material and product information.
• Our Privacy Policy and this PAIA Manual.

07How to request access to records

A request for access to a record must be made on Form 2 of the PAIA regulations (Request for Access to Record) and submitted to the Information Officer at the contact details in section 2. The prescribed form is available from the Information Regulator's website.

The requester must:

• Provide sufficient particulars to enable the Information Officer to identify the record and the requester.
• Indicate the form of access required.
• Identify the right the requester is seeking to exercise or protect, and explain why the record is required for the exercise or protection of that right.
• Provide proof of identity.
• Pay the prescribed request fee and, where applicable, access fees before the request is processed.

LMS will respond to a request within 30 days as required by PAIA, subject to any extension permitted by the Act. If a request is refused, reasons will be provided with reference to the applicable grounds of refusal in PAIA.

08Prescribed fees

Fees payable in respect of requests are those prescribed in the PAIA regulations from time to time, which currently include a request fee of R140 for private bodies, as well as access and reproduction fees depending on the form of access. Personal requesters (persons requesting records containing their own personal information) are not required to pay the request fee.

The current fee schedule is available from the Information Regulator's website.

09Processing of personal information (POPIA)

As required by regulation, this manual includes a description of how LMS processes personal information.

Purpose of processing: LMS processes personal information to provide its cloud-based linen management services, manage user accounts, process payments, provide support, comply with legal obligations, and market its services, as detailed in our Privacy Policy.

Categories of data subjects and personal information:

• Clients and their personnel: names, contact details, employment details, and user account information.
• Employees: personal, employment, and payroll information.
• Suppliers and service providers: contact and contractual information.
• Website visitors: technical and usage information, including cookies.

Recipients: personal information may be shared with service providers (such as cloud hosting and payment processors), and with legal and regulatory bodies when required by law.

Cross-border flows: as a cloud-based service, personal information may be stored or processed in other countries, subject to the safeguards described in our Privacy Policy and POPIA.

Security measures: LMS applies appropriate and reasonable technical and organisational measures, including access control, secure storage, monitoring, and secure destruction of records no longer required.

10Availability of this manual

This manual is available on our website at linenmanagement.co.za and on request from the Information Officer. A copy will be provided at our offices during business hours, and copies may be requested at the prescribed reproduction fee, if applicable.

11Updating of this manual

This manual will be reviewed and updated as and when required, including when there are material changes to the categories of records held, the contact details of the Information Officer, or the applicable legislation.