SecureVision SA PAIA Manual

Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended)

Date of compilation: 5 October 2026
Date of revision: 5 October 2026

Document control

The Information Officer certificate records the organisation as “VAAL ICE t/a SECUREVISONSA”. This Manual uses the customer-facing brand spelling SecureVision SA while preserving the official registration details above.

1. Acronyms and abbreviations

CIPC - Companies and Intellectual Property Commission
CPA - Consumer Protection Act 68 of 2008
ECTA - Electronic Communications and Transactions Act 25 of 2002
IO - Information Officer
PAIA - Promotion of Access to Information Act 2 of 2000, as amended
POPIA - Protection of Personal Information Act 4 of 2013
Regulator - Information Regulator (South Africa)

2. Purpose of this PAIA Manual

This Manual explains the categories of records held by VAAL ICE (Pty) Ltd trading as SecureVision SA, records available without a formal request, how to request access under PAIA, the Information Officer's contact details, and how the company processes and safeguards personal information.

3. Key contact details for access to information

3.1 Information Officer / Head of Private Body

Tshepo Setene
Director / Information Officer
Information Officer registration number: 2026-068443
Telephone: 073 237 6924
Email: tsheposetene@gmail.com

3.2 Deputy Information Officer

No Deputy Information Officer is presently recorded. Any future designation will be reflected in an updated Manual and registered where required.

3.3 Registered office / principal place of business

5 Hugenote Street
Blignautsrus
Walkerville
Gauteng
1876
South Africa

4. Guide on how to use PAIA and make a request

The Information Regulator publishes a Guide explaining PAIA and POPIA, prescribed forms, available remedies and applicable fees. Current PAIA resources are available from the Information Regulator at inforegulator.org.za/paia.

To request a SecureVision SA record, a requester should use the current prescribed Form 2 or equivalent form, identify the requested record, explain the right the record is required to exercise or protect, provide contact details and proof of identity or authority where relevant, and submit the request to the Information Officer. Prescribed fees may apply where lawfully required.

Access remains subject to PAIA's procedural requirements, third-party rights and applicable grounds for refusal.

5. Records available without a formal PAIA request

• PAIA Manual.
• Privacy & POPIA Notice.
• Terms of Service.
• Returns, Refunds & Warranty Policy.
• Shipping & Delivery Policy.
• Public business and contact information.
• Public product catalogue, product descriptions, specifications and prices displayed on the storefront.
• Public marketing and company information published by SecureVision SA.

6. Records available in accordance with other legislation

Records may be created or retained under legislation including, where applicable:

• Companies Act 71 of 2008: registration certificate, Memorandum of Incorporation, director records, annual returns, beneficial ownership and other statutory company records.
• Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011: income-tax records, returns, assessments, supporting accounting records and SARS correspondence.
• Consumer Protection Act 68 of 2008: customer transactions, complaints, warranties, returns and consumer information.
• Electronic Communications and Transactions Act 25 of 2002: electronic transaction records, e-commerce disclosures, order records and electronic communications.
• Protection of Personal Information Act 4 of 2013: privacy and processing records, Information Officer records, consent and objection records, data-subject requests and security-incident records.
• Promotion of Access to Information Act 2 of 2000: this Manual, access requests, notices, decisions and correspondence.
• Employment and labour legislation, where applicable: employment, payroll, leave, UIF, compensation and related records if the company employs personnel.

7. Subjects and categories of records held

• Corporate and statutory: CIPC documents, MOI, director and beneficial-ownership records, resolutions, registers and annual-return records.
• Finance, banking and tax: invoices, supplier statements, banking, accounting, payment, expense and tax records.
• Customers and sales: orders, quotations, invoices, delivery records, correspondence, returns, refunds, warranties and technical-support records.
• Products and catalogue: SKUs, specifications, pricing, imagery, datasheets, warranty and compatibility information.
• Suppliers and distributors: applications, approvals, price lists, quotes, purchase orders, invoices, warranty arrangements and correspondence.
• Marketplaces and sales channels: seller applications, catalogue data, fulfilment records and marketplace correspondence.
• Website and IT: Shopify/store records, website content, available logs, app and domain configuration, security and analytics records.
• Marketing: campaign records, creative assets, advertising records, consent/opt-out records and social-media content.
• Legal and compliance: policies, contracts, PAIA/POPIA records, complaints, regulatory correspondence and incident records.
• Human resources, if applicable: recruitment, employment, payroll, leave and related statutory records.

8. Processing of personal information

8.1 Purpose of processing

SecureVision SA may process personal information to manage enquiries and accounts; fulfil orders; verify payments; deliver goods; provide quotations, installation and support; handle returns and warranties; prevent fraud; maintain accounting and statutory records; comply with legal obligations; improve services; and conduct lawful direct marketing.

8.2 Categories of data subjects and information

• Customers and prospective customers: names, contact details, billing/delivery addresses, account details, order history, transaction information, support communications, warranties and marketing preferences.
• Website visitors: IP address, browser/device information, cookies, analytics data and site activity where collected.
• Suppliers, distributors and service providers: business contacts, company details, commercial correspondence, account/payment details and contracts.
• Installers or contractors, where used: contact and business details, relevant supporting information, job records and payment details.
• Directors/company representatives: identity, contact and statutory company information required by law.
• Employees/applicants, if applicable: identity, contact, employment, qualification, payroll and statutory employment information.

8.3 Recipients or categories of recipients

Personal information may be supplied where reasonably necessary to Shopify and other storefront providers; banks and payment service providers; couriers and logistics providers; suppliers, distributors, manufacturers and warranty centres; accountants, tax advisers and other professional advisers; CIPC, SARS, the Information Regulator, courts, law-enforcement or regulators where authorised or required; and lawful advertising, email, social-media or analytics providers.

8.4 Planned transborder flows

SecureVision SA uses online commerce, cloud, email, analytics and advertising services that may process or store personal information outside South Africa. The exact locations depend on provider infrastructure and configuration. Cross-border processing will be undertaken only where applicable POPIA requirements, including section 72, are satisfied.

8.5 Information security measures

Safeguards include use of reputable hosted e-commerce and payment platforms, encrypted web connections, administrative access controls, authentication controls, limited access on a need-to-use basis, secure payment providers, reasonable device and software security, retention/deletion practices, incident-response procedures and appropriate safeguards with operators and service providers.

9. Availability of this Manual

This Manual is available:

• On the SecureVision SA website through this PAIA / Access to Information page.
• At the registered office for reasonable public inspection by prior arrangement.
• Electronically from the Information Officer upon request.
• To the Information Regulator through its eServices/manual process or when otherwise required.

A reasonable prescribed fee may apply where a printed hard copy is requested.

10. Updating of this Manual

The Information Officer will review and update this Manual when material changes occur to contact details, Information Officer details, record categories, processing activities, services, legal obligations or Information Regulator requirements.

Annexure A - Practical PAIA request procedure

1. Download the current Form 2: Request for Access to Record from the Information Regulator's PAIA page.
2. Complete the requester identity and contact details.
3. Identify the specific VAAL ICE (Pty) Ltd / SecureVision SA record sought.
4. State the right the record is required to exercise or protect and why the record is necessary for that purpose.
5. Choose the preferred form of access.
6. Attach proof of identity and authority where acting for another person.
7. Email the completed request to tsheposetene@gmail.com or deliver it to the registered office.
8. Retain a copy of the request and supporting documents.
9. If a prescribed fee is payable, follow the written payment notice from the Information Officer.
10. If dissatisfied with the outcome, use the remedies described in the PAIA Guide and applicable law.

Issued by:
Tshepo Setene
Director and Information Officer
VAAL ICE (Pty) Ltd trading as SecureVision SA
5 October 2026