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Legal

PAIA and POPIA Manual

This PAIA manual is prepared in terms of section 51 of the Promotion of Access to Information Act and the Protection of Personal Information Act.

Compiled: 23 September 2026

This manual is published in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended, and includes the information required by the Protection of Personal Information Act 4 of 2013 (POPIA). It explains what records Vanilla Rain Creative CC holds, how personal information is processed, and how to request access to a record.

01Details of the private body

Name
Vanilla Rain Creative CC, trading as Vanilla Rain
Legal status
Close corporation registered in the Republic of South Africa
Registration number
2007/087865/23
Information Officer
Alistair Graham (Member)
Street address
18 Mon Tresor, 1120 Tamarisk Street, Weltevredenpark, Gauteng, 1709
Postal address
18 Mon Tresor, 1120 Tamarisk Street, Weltevredenpark, Gauteng, 1709

Requests may be submitted by email or delivered to the street address above.

02About Vanilla Rain

Vanilla Rain Creative CC provides brand, design, visual production and digital marketing services to businesses and organisations.

03Guide on how to use PAIA

The Information Regulator has published a guide, in each official language, explaining how to exercise the rights of access provided for in PAIA and POPIA. It is available on the Information Regulator’s website and can be requested from the Information Regulator using the contact details in section 11.

04Records available without a request

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

05Records held in terms of other legislation

Records are kept, where applicable, in accordance with the following legislation:

  • Close Corporations Act 69 of 1984
  • Companies Act 71 of 2008
  • Income Tax Act 58 of 1962
  • Tax Administration Act 28 of 2011
  • 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
  • Compensation for Occupational Injuries and Diseases Act 130 of 1993
  • Skills Development Levies Act 9 of 1999
  • Electronic Communications and Transactions Act 25 of 2002
  • Consumer Protection Act 68 of 2008
  • Copyright Act 98 of 1978
  • Protection of Personal Information Act 4 of 2013

06Categories of records held

  • Corporate records: founding statement and amendments, records of members, and resolutions.
  • Financial and tax records: accounting records, invoices, bank statements and tax returns.
  • Client records: correspondence, quotations, agreements, briefs, work in progress, final deliverables and material supplied by clients.
  • Supplier and freelancer records: agreements, invoices and payment records.
  • Marketing and website records: website content, enquiry records and website analytics.
  • Information technology records: system and security logs and backups.
  • Employment records: where applicable.

07Processing of personal information

Purpose. Personal information is processed to respond to enquiries, provide contracted services, manage client and supplier relationships, keep financial and tax records, operate and secure the website, and comply with the law.

Categories of data subjects and information:

  • Clients and their representatives: names, contact details, job titles, correspondence and billing details.
  • Prospective clients and website visitors: names, contact details, the content of enquiries, IP addresses and website usage data.
  • Suppliers and freelancers: names, contact details, banking details, tax numbers and agreements.
  • Individuals who appear in material supplied by clients for a project: images and any other personal information contained in that material.

Recipients. Operators that provide hosting, email, cloud storage, accounting and analytics services; freelancers and suppliers engaged on a project; professional advisers; and the South African Revenue Service or other authorities where the law requires it.

Transfers outside South Africa. Some cloud service providers store information outside South Africa. Such transfers take place only in accordance with section 72 of POPIA.

Security measures. Access controls and strong authentication, encrypted website connections, a website firewall and security monitoring, regular backups, and access limited to those who need it.

08How to request access to a record

  • Complete the prescribed request form (Form 2), available from the Information Regulator’s website, and send it to the Information Officer at ag@vanillarain.co.za.
  • Provide enough detail to identify the record and yourself, state the form of access you want, and indicate the right you are seeking to exercise or protect and why the record is required for that purpose.
  • If you are requesting on behalf of someone else, include proof of the capacity in which you are acting.
  • Pay the request fee. You will be told if a further access fee or a deposit is payable.

A decision will be given within 30 days of receiving a complete request. This period may be extended once, by no more than 30 days, in the circumstances allowed by section 57 of PAIA, in which case you will be notified.

Access may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, including the protection of the privacy of third parties, the commercial or confidential information of third parties, the safety of individuals and property, legal privilege, the commercial information of Vanilla Rain, and research information.

If a request is refused, you may lodge a complaint with the Information Regulator or apply to court, within 180 days of being notified of the decision.

09Prescribed fees

The following fees are prescribed by the Regulations Relating to the Promotion of Access to Information, 2021. Where a search is expected to take more than six hours, a deposit of one third of the access fee may be required.

Item Fee
Request fee, payable by every requester R140.00
Photocopy or printed copy, per A4 page or part of a page R2.00
Copy on a flash drive or compact disc provided by the requester R40.00
Copy on a compact disc provided by Vanilla Rain R60.00
Transcription of visual images or audio, per A4 page R24.00
Search for and preparation of a record, per hour or part of an hour, excluding the first hour R145.00
Maximum search and preparation fee R435.00
Postage, email or other electronic transfer Actual cost, if any

10Availability of this manual

This manual is available on the website and can be requested from the Information Officer by email. It is updated when the information in it changes.

11Information Regulator

Physical address
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Postal address
P.O. Box 31533, Braamfontein, Johannesburg, 2017
General enquiries
enquiries@inforegulator.org.za
Telephone
010 023 5200
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© All images copyright of Vanilla Rain Creative, any logos or brands, and original material remains the property of their respective authors. All rights reserved.