PAIA and POPIA manual

1. Contact details of the head of the private body

Requests must be addressed to the information officer of CARGO EXPRESS (PTY) LTD, whose details are shown in the company details above, at:

72 Manhattan Street, Airport Industria, 7525 Cape Town, South Africa
Email: the address shown on the contact page, with the subject “PAIA request”.

2. Guide of the Information Regulator

The Information Regulator has published a guide on how to use PAIA and POPIA to exercise your rights. It is available in the official languages of South Africa on the Regulator’s website, inforegulator.org.za, and can be requested from the Information Regulator, Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191, telephone 010 023 5200, email enquiries@inforegulator.org.za.

3. Records available without a request

The following information is available without a formal request: the information published on this website, including the description of our services, this manual, our privacy policy, cookie policy, legal notice and website terms of use.

4. Records kept in terms of legislation

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

• Companies Act 71 of 2008
• Customs and Excise Act 91 of 1964
• Value-Added Tax Act 89 of 1991 and Income Tax Act 58 of 1962
• Tax Administration Act 28 of 2011
• Basic Conditions of Employment Act 75 of 1997, Labour Relations Act 66 of 1995 and Employment Equity Act 55 of 1998
• Unemployment Insurance Act 63 of 2001 and Compensation for Occupational Injuries and Diseases Act 130 of 1993
• Electronic Communications and Transactions Act 25 of 2002
• Protection of Personal Information Act 4 of 2013
• Consumer Protection Act 68 of 2008, where applicable

5. Subjects and categories of records held

• Company records: incorporation documents, registers, resolutions and statutory returns.
• Financial and tax records: accounting records, invoices, tax and VAT records.
• Client records: quotations, contracts, correspondence, shipment documents, customs documents and tracking records.
• Supplier records: agreements and correspondence with carriers, agents and service providers.
• Personnel records: employment contracts, payroll and statutory records.
• Information technology records: website and system records, access and audit logs.

6. How to request access to a record

A request must be made on the prescribed form (PAIA Form 2), available on the Information Regulator’s website, and sent to the information officer at the address above. You must give enough detail to identify the record and the right you wish to exercise or protect, and state how you wish to receive access.

A prescribed request fee and, if access is granted, an access fee may be payable in accordance with the fees set by the PAIA Regulations. We will tell you about any fee payable. A decision is given within 30 days, which may be extended in the cases provided for by PAIA. Access may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, for example to protect the privacy of third parties, commercial information or confidential information.

If your request is refused, you may lodge a complaint with the Information Regulator or apply to court, in accordance with PAIA.

7. Processing of personal information

Purposes: answering requests, providing transport, logistics and customs services, complying with legal obligations, managing personnel and suppliers, and keeping our systems secure.

Categories of data subjects and information:

• Clients and prospective clients: names, contact details, company details, shipment information and correspondence.
• Shippers and recipients of goods: names, addresses and contact details, and information on the goods.
• Suppliers and service providers: contact and banking details, contracts.
• Employees: identity, contact, employment, payroll and tax information.
• Website visitors: information submitted through forms and hashed security data.

Recipients: authorised staff, carriers and agents involved in shipments, customs clearing agents and public authorities where required by law, and our IT service providers (operators).

Planned transfers across borders: hosting of the website and database outside South Africa, email services, and transfers necessary for international shipments, in accordance with section 72 of POPIA.

Security measures: access control based on roles, encryption of connections, password protection, audit trail, automatic expiry of sessions, protection against automated abuse and regular review of the measures.

8. Objection, correction and deletion

You may object to the processing of your personal information using Form 1, and request its correction or deletion using Form 2, as prescribed by the POPIA Regulations. These requests are free of charge. More information is given in our privacy policy.

9. Availability of this manual

This manual is available on this website and at our office, and a copy is provided free of charge on request. It is updated when necessary.