Access to information

PAIA Manual

Manual prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000, as amended, and relevant provisions of the Protection of Personal Information Act 4 of 2013.

Published: 3 September 2026

1. Private body

2. Information Officer

Warwick Soar, Managing Director, is the Information Officer and Head of the private body unless another person is formally designated. PAIA and POPIA requests may be delivered to the physical address above or emailed to info@pulseworks.co.za.

3. The PAIA Guide

The Information Regulator has published a guide explaining how to exercise rights under PAIA. The current guide, prescribed forms and contact channels are available from the Information Regulator PAIA portal.

4. Records available without a formal request

The following records may be available publicly or on request without using the formal PAIA procedure, subject to confidentiality, copyright and other legal restrictions:

• public website content and service descriptions;
• published company and contact information;
• marketing and portfolio material approved for public release;
• standard client-facing policies and terms; and
• records that Pulse Works elects to make automatically available.

5. Records held by Pulse Works

Records may include the following categories:

• Company records: incorporation, governance, statutory, policy and administrative records.
• Financial records: accounting, banking, tax, invoices, quotations, procurement, assets and insurance.
• Client and project records: enquiries, contracts, briefs, correspondence, schedules, production files, deliverables, approvals and licence records.
• Supplier records: agreements, quotations, invoices, due-diligence and contact information.
• Personnel records: employment, contractor, payroll, leave, performance, health and safety, and training records where applicable.
• Technology records: website, email, access, security, backup, software, domain and hosting records.
• Intellectual property: trademarks, copyright works, production assets, source files, templates and usage permissions.
• Privacy records: processing activities, requests, consents, incidents, operators and compliance documentation.

6. Applicable legislation

Pulse Works maintains records required by legislation applicable to its activities. This may include the Companies Act, Income Tax Act, Value-Added Tax Act, Basic Conditions of Employment Act, Labour Relations Act, Employment Equity Act, Unemployment Insurance legislation, Occupational Health and Safety Act, Compensation for Occupational Injuries and Diseases Act, Consumer Protection Act, Electronic Communications and Transactions Act, Copyright Act, Trade Marks Act, POPIA and PAIA, in each case as amended and where applicable.

7. How to request a record

1. Use the prescribed PAIA Form 2 available from the Information Regulator.
2. Describe the record clearly enough for it to be identified.
3. Identify the right you seek to exercise or protect and explain why the record is required for that purpose.
4. Provide proof of identity and, if acting for another person, proof of authority.
5. Specify the preferred form of access and your contact details.
6. Send the completed request to the Information Officer using the details in this manual.

A request does not guarantee access. Access may be refused on a ground permitted or required by PAIA, including protection of privacy, confidential commercial information, safety, legally privileged information or the rights of third parties.

8. Fees and response

Any prescribed request or access fee must be paid when required. Pulse Works will process a valid request within the period prescribed by PAIA, subject to any lawful extension, and will communicate its decision and applicable fees.

9. Remedies

As a private body, Pulse Works has no internal appeal procedure under PAIA. A requester may use the remedies provided by PAIA, including a complaint to the Information Regulator or an application to a competent court, subject to the Act’s requirements and time limits.

10. Personal information processing

Pulse Works processes personal information for project enquiries, contracting, service delivery, finance, administration, security, legal compliance and related legitimate business purposes. Categories of data subjects may include clients, prospective clients, suppliers, contractors, employees, website users and business contacts. Information may be shared with authorised operators and professional advisers where necessary and lawful. Further details appear in the Privacy Policy.

11. Security and cross-border processing

Reasonable safeguards are applied to protect records. Where information is processed outside South Africa, Pulse Works will apply the requirements of POPIA, including section 72 where relevant.

12. Availability and updates

This manual is available on the Pulse Works website and from the Information Officer. It may be updated when the business, records or legal requirements change.