PROMOTION OF ACCESS TO INFORMATION ACT (PAIA) MANUAL
Prepared in terms of Section 51 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)
Hideaways Africa
Version: 1.0
Effective Date: 1 July 2020
Review Date: 12 June 2026
1. Introduction
Hideaways Africa is committed to promoting transparency, accountability, and access to information in accordance with the Promotion of Access to Information Act, 2000 (“PAIA”) and the Protection of Personal Information Act, 2013 (“POPIA”).
This Manual explains the records held by the Company and the process to request access to such records.
2. Company Details
Company Name: Hideaways Africa
Registration Number: 2014 / 008183 / 07
Physical Address:
95 Garfield Road, Kenilworth, South Africa, 7708
Postal Address:
PO Box 36146 Glosderry, South Africa, 7708
Telephone: +27 21 683 7826
Email: [email protected]
Website: https://hideawaysafrica.com
3. Information Officer
The Information Officer is responsible for matters relating to PAIA and POPIA.
Information Officer: Sandra Falkenstein
Position: Human Resources coordinator
Email: [email protected]
Telephone: +27 21 683 7826
4. Guide on How to Use PAIA
A guide on how to exercise rights under PAIA is available from the Information Regulator.
Contact details of the Information Regulator:
Information Regulator (South Africa)
Website: https://inforegulator.org.za
General Enquiries: [email protected]
5. Categories of Records Held
The Company maintains records including, but not limited to:
Corporate Records
- Company registration documents
- Memorandum of Incorporation
- Shareholder records
- Statutory records
Financial Records
- Accounting records
- Invoices and receipts
- Tax records
- Banking records
- Annual financial statements
Human Resources Records
- Employment contracts
- Personnel files
- Payroll records
- Leave records
- Training records
Customer and Travel Records
- Booking records
- Customer correspondence
- Travel itineraries
- Supplier reservations
- Travel insurance documentation
- Customer service records
Supplier and Service Provider Records
- Supplier agreements
- Tour operator agreements
- Hotel and accommodation agreements
- Transport provider agreements
Information Technology Records
- Website records
- Security logs
- System access records
- Electronic communications
6. Records Available Without a Formal Request
Where applicable, the following information may be available without a formal PAIA request:
- Website content
- Marketing brochures
- Service information
- Published policies
- Contact information
7. Processing of Personal Information in Terms of POPIA
The Company processes personal information for purposes including:
- Travel bookings and reservations
- Customer relationship management
- Marketing (where consent has been obtained)
- Financial administration
- Legal and regulatory compliance
Categories of data subjects may include:
- Customers
- Prospective customers
- Employees
- Suppliers
- Contractors
Personal information may be shared with:
- Airlines
- Hotels
- Tour operators
- Transport providers
- Payment service providers
- Government authorities where required by law
Reasonable technical and organisational measures are implemented to protect personal information.
8. Request Procedure
Requests for access to records must be submitted in writing to the Information Officer.
The request should include:
- Full name and contact details of the requester
- Description of the record requested
- Reason for the request (where applicable)
- Preferred form of access
The Company will consider each request in accordance with PAIA and may grant or refuse access as permitted by law.
9. Grounds for Refusal of Access
Access may be refused on grounds permitted by PAIA, including:
- Protection of personal information of third parties
- Commercially confidential information
- Legally privileged records
- Records relating to ongoing legal proceedings
- Information protected by law
10. Availability of the Manual
This Manual is available:
- On the Company’s website
- From the Information Officer upon request
Approved by:
Name: Sandra Falkenstein
Position: Human Resources coordinator
Date: 12 June 2026
