PAIA Manual
Manual in terms of section 51 of the Promotion of Access to Information Act 2 of 2000.
Version 1.0 · Approved 11 September 2026 · Next review 11 September 2027
1. Acronyms and abbreviations
| CIPC | Companies and Intellectual Property Commission |
| the Company | ECHO WAVE MUSIC (PTY) LTD, trading as EchoWave Music |
| CPA | Consumer Protection Act 68 of 2008 |
| ECTA | Electronic Communications and Transactions Act 25 of 2002 |
| PAIA | Promotion of Access to Information Act 2 of 2000 |
| POPIA | Protection of Personal Information Act 4 of 2013 |
| the Regulations | Regulations Relating to the Promotion of Access to Information, 2021 |
| the Regulator | The Information Regulator (South Africa) |
| Requester | Any person making a request for access to a record of the Company |
| SARS | South African Revenue Service |
2. Purpose of this manual
Section 32 of the Constitution of the Republic of South Africa, 1996, gives everyone the right of access to any information held by another person where that information is required for the exercise or protection of any right. PAIA gives effect to that right.
Section 51 of PAIA requires every private body to compile a manual. This Manual is that manual. It is intended to:
- inform a requester of the records the Company holds and the subjects to which they relate;
- explain how a request for access to a record may be made;
- set out the fees payable and the periods within which the Company must respond;
- set out the grounds on which access may be refused and the remedies available to a requester; and
- describe how the Company processes personal information, as required by POPIA.
This Manual does not create any right of access that PAIA does not confer, and does not limit any right of access that PAIA does confer.
3. Particulars of the Company and contact details
| Registered name | ECHO WAVE MUSIC (PTY) LTD |
| Trading name | EchoWave Music |
| Registration number | 2020/482460/07 |
| VAT number | 4790304135 |
| Nature of business | Retail and online sale of musical instruments and professional audio equipment; instrument repair and servicing; pro audio supply and installation; music tuition; trade-in and consignment of used instruments |
| Physical address (store and workshop) | 153 Ontdekkers Road, Horison Park, Roodepoort, 1724, Gauteng |
| Registered office and postal address | 37 Korundum Avenue, Roodekrans, Roodepoort, Gauteng |
| Telephone | +27 79 857 0779 |
| Website | www.echowavemusic.co.za |
Head of the private body and Information Officer
In terms of section 1 of PAIA, the head of a private body that is a juristic person is the chief executive officer or equivalent officer, or the person acting in that capacity. In terms of section 55 of POPIA, the head of a private body is also its Information Officer.
| Name | Johannes van der Merwe |
| Capacity | Director; Head of the private body; Information Officer |
| info@echowavemusic.co.za | |
| Telephone | +27 79 857 0779 |
| Postal address | 37 Korundum Avenue, Roodekrans, Roodepoort, Gauteng |
No Deputy Information Officer has been designated. All requests must be directed to the Information Officer at the details above.
4. The Regulator’s guide on how to use PAIA
Section 10 of PAIA requires the Regulator to compile a guide, in each official language, containing information reasonably required by a person who wishes to exercise a right under PAIA. The guide is available free of charge and explains, among other things, the objects of PAIA, the manner and form of a request, the assistance available from the Regulator, and the remedies available in law. The guide may be obtained from the Regulator at:
| Body | The Information Regulator (South Africa) |
| Postal address | P.O. Box 31533, Braamfontein, Johannesburg, 2017 |
| Physical address | JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 |
| Telephone | +27 10 023 5200 |
| PAIA enquiries | PAIAComplaints@inforegulator.org.za |
| General enquiries | enquiries@inforegulator.org.za |
| Website | www.inforegulator.org.za |
5. Records available without a request
The Company has not published a notice in terms of section 52(1) of PAIA listing categories of records that are automatically available without a request. The following records are nevertheless freely available to any person, without the need for a PAIA request and without charge:
- the Company’s registered name, registration number and VAT number;
- all content published on www.echowavemusic.co.za, including product listings, descriptions, specifications and pricing displayed at the time of viewing;
- the Company’s published Terms and Conditions of Sale, Returns, Refunds and Cancellations Policy, Shipping and Delivery Policy, Privacy Policy, Legal Notice, Purchase Options Cancellation Policy and Contact Information page;
- this Manual;
- marketing, promotional and social media material published by the Company; and
- a customer’s own order history, invoices and account details, which are available to that customer through their online account or on request.
Making these records freely available does not constitute a waiver of any ground of refusal in respect of any other record.
6. Records held in terms of other legislation
The Company holds records in terms of the legislation listed below. Listing a statute here does not mean that a record held under it is automatically available to a requester; access remains subject to PAIA.
- Basic Conditions of Employment Act 75 of 1997
- Companies Act 71 of 2008
- Compensation for Occupational Injuries and Diseases Act 130 of 1993
- Consumer Protection Act 68 of 2008
- Customs and Excise Act 91 of 1964
- Electronic Communications and Transactions Act 25 of 2002
- Employment Equity Act 55 of 1998
- Income Tax Act 58 of 1962
- Labour Relations Act 66 of 1995
- Occupational Health and Safety Act 85 of 1993
- Protection of Personal Information Act 4 of 2013
- Skills Development Levies Act 9 of 1999
- Tax Administration Act 28 of 2011
- Unemployment Insurance Act 63 of 2001 and Unemployment Insurance Contributions Act 4 of 2002
- Value-Added Tax Act 89 of 1991
7. Subjects and categories of records held
The Company holds records on the following subjects. The categories listed under each subject are indicative and not exhaustive.
| Subject | Categories of records |
|---|---|
| Company and statutory | Memorandum of Incorporation; CIPC registration and amendment documents; share register and share certificates; director and officer details; minutes and resolutions; statutory registers; company name change records |
| Financial and tax | Annual financial statements; management accounts; general ledger and trial balance; bank statements and reconciliations; VAT returns and supporting schedules; income tax returns and SARS correspondence; asset register; creditor and debtor ledgers; payment gateway and card settlement records |
| Employment and human resources | Employment contracts and offer letters; job descriptions; payroll and salary records; leave records; disciplinary and grievance records; training records; UIF, SDL and COIDA records; employee personal information |
| Customer and sales | Customer accounts and contact details; quotations, orders, invoices and credit notes; delivery and courier records; warranty registrations and claims; returns, refund and cancellation records; special order and deposit records; lay-by agreements; correspondence with customers |
| Workshop and repairs | Repair job cards; technical assessment and condition reports; parts and labour records; setup and service notes; instrument serial numbers; customer authorisations for repair work |
| Trade-in and consignment (The Exchange) | Consignment agreements; trade-in valuations and offers; instrument condition reports and photographs; consignor contact and payment details; proceeds and settlement records |
| Tuition | Student enrolment records; parent or guardian contact details where the student is a minor; lesson schedules and attendance; tutor allocations; fee and payment records |
| Stock and inventory | Stock lists and valuations; serial number registers; purchase orders; goods received notes; stock counts and adjustments; insurance schedules and claims |
| Suppliers, distributors and imports | Dealer and distribution agreements; supplier contact and account details; purchase orders and proforma invoices; import documentation, bills of lading and airway bills; customs, clearing and duty records; freight and forwarding records; foreign exchange records |
| Marketing and communications | Customer mailing lists and subscription records; email campaign records; website and e-commerce analytics; social media accounts and content; advertising material and artwork |
| Information technology and website | Shopify store configuration and order data; point-of-sale records; accounting system data; system access and user accounts; backups; service provider agreements |
| Property and operations | Lease agreements and related correspondence; utility and municipal accounts; vehicle records and licensing; security and access records |
| Legal, insurance and risk | Contracts and agreements; correspondence with attorneys; records relating to disputes, demands and claims; insurance policies and claims; regulatory correspondence |
| Governance and compliance | Policies and procedures, including this Manual; PAIA request register; POPIA records of processing; data subject requests; security compromise records |
8. Processing of personal information
This section should be read with the Company’s Privacy Policy, which contains the full detail of the Company’s processing, retention and data subject rights.
8.1 Purpose of processing
The Company processes personal information to conclude and perform contracts of sale; to fulfil, deliver and invoice orders; to administer returns, refunds, cancellations, warranties and repairs; to administer trade-in and consignment arrangements; to administer tuition bookings; to manage customer accounts and enquiries; to administer its employment relationships; to comply with its obligations under tax, company, consumer protection and labour legislation; to prevent and detect fraud; and, where lawful, to market its own similar goods and services.
8.2 Categories of data subjects and their personal information
| Category of data subject | Categories of personal information |
|---|---|
| Customers and prospective customers | Name; contact details; delivery and billing address; order and purchase history; payment and settlement records; correspondence; warranty and repair records; marketing preferences |
| Consignors and trade-in sellers | Name; contact details; banking details for settlement; instrument details and photographs; identity verification records where required |
| Students and their parents or guardians | Name; contact details; lesson schedules and attendance; fee and payment records; where the student is a minor, the contact details and consent of the parent or guardian |
| Employees and job applicants | Name; contact details; identity number; tax number; banking details; remuneration and benefit records; qualifications and references; performance and disciplinary records |
| Suppliers, distributors and service providers | Business and individual contact details; account and banking details; contractual records; correspondence |
| Website users | Account credentials; device and browser information; IP address; analytics and cookie data; interaction with marketing communications |
8.3 Recipients of personal information
Personal information may be shared with couriers and freight and clearing agents; payment processors and financial institutions; the Company’s e-commerce, point-of-sale, accounting and communications service providers; manufacturers, distributors and repair agents for the purpose of warranty and repair claims; the Company’s professional advisers; and regulators, SARS and law enforcement where the Company is legally obliged to disclose.
8.4 Cross-border transfers
The Company uses e-commerce, email, hosting, analytics and communications providers whose servers are located outside the Republic of South Africa. Personal information is accordingly transferred across borders. The Company also transmits customer and product information to manufacturers and distributors outside the Republic for the purpose of processing warranty claims, special orders and imports. Such transfers are made in accordance with section 72 of POPIA.
8.5 Security safeguards
The Company takes reasonable technical and organisational measures to secure the integrity and confidentiality of personal information in its possession or under its control, including access control, password protection, restricted physical access to records, encryption in transit on its website, and contractual obligations imposed on its operators.
9. How to request access to a record
9.1 Form of request
A request for access to a record held by the Company must be made on Form 2 of the Regulations (Request for Access to Record of Private Body). The form is available from the Regulator’s website at www.inforegulator.org.za and on request from the Information Officer. The completed form must be delivered to the Information Officer at the address, or sent to the email address, set out in clause 3 of this Manual.
9.2 What the request must contain
- sufficient particulars to enable the Information Officer to identify the record and the requester;
- the form of access required;
- the postal address, email address or fax number of the requester in the Republic;
- an indication of whether any other manner of access is required if the requester wishes to be informed of the decision in any other manner, and the necessary particulars for that manner;
- identification of the right the requester is seeking to exercise or protect, and an explanation of why the requested record is required for the exercise or protection of that right; and
- if the request is made on behalf of another person, proof of the capacity in which the requester is making the request, to the reasonable satisfaction of the Information Officer.
9.3 Decision and notification
The Information Officer will decide the request and notify the requester in writing within 30 days of receipt of the request. That period may be extended once, for a further period not exceeding 30 days, in the circumstances set out in section 57 of PAIA, and the requester will be notified in writing of any extension and of the reasons for it.
If the request is granted, the notice will state the access fee payable, the form in which access will be given, and that the requester may lodge a complaint with the Regulator or an application with a court against the tender or payment of the access fee. If the request is refused, the notice will state adequate reasons for the refusal, the provisions of PAIA relied upon, and that the requester may lodge a complaint with the Regulator or an application with a court.
9.4 Third parties
Where a record contains information about a third party, the Information Officer will take all reasonable steps to inform that third party of the request in accordance with section 71 of PAIA, and will afford that third party the opportunity to make representations or to consent to disclosure before a decision is taken.
10. Fees
The fees below are those prescribed in Annexure B to the Regulations for a private body. A personal requester – a requester seeking access to a record containing personal information about that requester – is not required to pay the request fee.
| Item | Fee |
|---|---|
| Request fee, payable by every requester other than a personal requester | R140.00 |
| Photocopy or printed black and white copy, per A4 page or part thereof | R2.00 |
| Copy in computer-readable form on a flash drive supplied by the requester | R40.00 |
| Copy in computer-readable form on a compact disc supplied by the requester | R40.00 |
| Copy in computer-readable form on a compact disc supplied by the Company | R60.00 |
| Transcription of an audio record, per A4 page or part thereof | R24.00 |
| Search for and preparation of the record, per hour or part of an hour, excluding the first hour, to a maximum of R435.00 per request | R145.00 |
| Postage, email or other electronic transfer | Actual cost |
| Copy of this Manual, per A4 page or part thereof | R2.00 |
Where the Information Officer is of the opinion that the search for and preparation of a record will take more than six hours, a deposit of one third of the access fee payable will be required before the request is processed. The deposit is refundable if access is refused.
The Company reserves the right to withhold a record until the applicable fee has been paid in full. Fees are those prescribed from time to time and the prescribed fee applicable at the date of the request applies.
11. Grounds for refusal of access
The Information Officer may, and in certain circumstances must, refuse a request for access on the grounds set out in Chapter 4 of Part 3 of PAIA. In summary, these are:
| Provision | Ground |
|---|---|
| Section 63 | Mandatory protection of the privacy of a third party who is a natural person, including a deceased individual, where disclosure would be unreasonable |
| Section 64 | Mandatory protection of the commercial information of a third party, including trade secrets, financial, commercial, scientific or technical information the disclosure of which would be likely to cause harm, and information supplied in confidence in the course of contractual negotiations or a tender |
| Section 65 | Mandatory protection of certain confidential information of a third party, where disclosure would constitute an actionable breach of a duty of confidence owed to that third party |
| Section 66 | Mandatory protection of the safety of individuals, and protection of property |
| Section 67 | Mandatory protection of records privileged from production in legal proceedings |
| Section 68 | Commercial information of the Company itself, including trade secrets, financial, commercial, scientific or technical information the disclosure of which would be likely to cause harm to the Company’s commercial or financial interests, and information the disclosure of which could reasonably be expected to put the Company at a disadvantage in commercial competition or in contractual or other negotiations |
| Section 69 | Mandatory protection of research information of a third party, and protection of research information of the Company |
| Section 70 | Notwithstanding any of the above, a record must be disclosed if the disclosure would reveal evidence of a substantial contravention of, or failure to comply with, the law, or an imminent and serious public safety or environmental risk, and the public interest in disclosure clearly outweighs the harm contemplated |
A request may also be refused where the record does not exist or cannot be found, in which case the Information Officer will notify the requester by way of an affidavit or affirmation in accordance with section 55 of PAIA, or where the requester has failed to identify the right sought to be exercised or protected, or has failed to explain why the record is required for the exercise or protection of that right.
12. Remedies available to a requester
There is no internal appeal against a decision of the head of a private body. A requester who is dissatisfied with a decision of the Information Officer may:
- lodge a complaint with the Regulator in terms of section 77A of PAIA, on Form 5 of the Regulations, within 180 days of the decision; or
- apply to a court of competent jurisdiction for appropriate relief in terms of section 78 of PAIA, within 180 days of the decision.
A third party who is dissatisfied with a decision to grant access to a record containing information about that third party has the same remedies. Complaints to the Regulator may be sent to PAIAComplaints@inforegulator.org.za or delivered to the Regulator at the address set out in clause 4.
13. Availability of this manual
In accordance with regulation 3 of the Regulations, this Manual is available:
- on the Company’s website at www.echowavemusic.co.za;
- for public inspection at the Company’s principal place of business at 153 Ontdekkers Road, Horison Park, Roodepoort, during ordinary business hours;
- from the Information Officer on request, by email at no charge or in printed form at the fee set out in clause 10; and
- to the Regulator on request.
This Manual is available in English. The Company will, on request and to the extent reasonably practicable, assist a requester who is unable to read or write, or who has a disability, to make a request in accordance with section 53(2) of PAIA.
14. Updating of this manual
This Manual will be reviewed at least once a year and updated whenever there is a material change to the Company’s structure, contact details, the subjects on which it holds records, or the applicable law. The current version is the version published on the Company’s website.
Annual reporting
The Company records every PAIA request it receives in a PAIA request register, and submits an annual report to the Regulator in respect of each period 1 April to 31 March, through the Regulator’s eServices portal, during the submission window that runs from 1 April to 30 June each year. A nil return is submitted where no requests were received.
Approved by the Information Officer
Johannes van der Merwe
Director and Information Officer, ECHO WAVE MUSIC (PTY) LTD
11 September 2026