1. Title and Status of Document
This document is the BETEC PAIA Manual for a private body and is intended to assist requesters seeking access to records held by BETEC in terms of PAIA, subject to applicable legal requirements.
2. Purpose of this Manual
This manual explains:
- How to request access to records held by BETEC.
- What categories of records BETEC holds.
- When access may be granted or lawfully refused.
- How personal information is processed under POPIA.
3. Details of BETEC (Private Body)
- Business name used on this website: BETEC.
- Main email: info@betec.co.za.
- Main number: 051 004 0211.
- Physical address: 47 1st Avenue, Unit 8, Westdene Center, Bloemfontein.
- Website channels: BETEC website pages and related enquiry channels.
Formal legal entity details and registration particulars are available through BETEC’s statutory and contracting records, and may be requested through lawful channels.
4. Information Officer Contact Details
The designated Information Officer is responsible for PAIA and POPIA-related governance and request handling for BETEC.
- PAIA and POPIA request route: info@betec.co.za
- Telephone: 051 004 0211
5. Deputy Information Officer Details
Deputy Information Officer details will be provided where formally designated and published. Requests may be submitted through the Information Officer route in the interim.
6. PAIA Guide and Information Regulator
The official PAIA guide and related regulatory resources are available from South Africa’s Information Regulator through official channels and publications.
- Information Regulator website: inforegulator.org.za
7. Records Available under Other Applicable Legislation
BETEC holds records required under applicable South African legislation, which may include, where applicable, company law, tax law, labour law, occupational health and safety law, electronic transactions law, and related regulatory frameworks.
8. Records Automatically Available (if any)
Certain records may be available without formal PAIA request processes, including publicly published website information, service descriptions, legal pages, and standard contact details.
Availability of additional records without a formal request is determined by BETEC from time to time.
9. Description of Records Held by BETEC
Record categories may include, without limitation:
- Corporate and statutory records.
- Financial, accounting, banking, and tax records.
- Contracts, commercial terms, quotations, and procurement records.
- Client relationship and service records.
- Travel records (bookings, itineraries, reporting, support records).
- Events records (project plans, logistics, supplier records, technical records).
- Supplies records (sourcing, stock, dispatch, fulfilment, and delivery records).
- Supplier and service provider records.
- IT, cybersecurity, and website operational records.
- Communications and enquiry records.
- Human resources and recruitment records (where applicable).
- Health and safety records (where applicable).
- Compliance, legal, risk, and governance records.
Inclusion in a category does not guarantee automatic access. Access remains subject to PAIA and other legal protections.
10. How to Request Access to Records
To request access, submit a written request that includes:
- Requester identification and contact details.
- Sufficient particulars of the requested record.
- The right sought to be exercised or protected, where required.
- The preferred form of access (where reasonably possible).
- Proof of authority if acting on behalf of another person or entity.
11. Prescribed Forms and Process
Requests must follow the applicable PAIA process and prescribed forms as required by law and regulation. BETEC may ask for additional information to process and verify requests properly.
12. Applicable Fees
Prescribed request, access, or reproduction fees may apply in accordance with PAIA and related regulations. BETEC will advise requesters where fees are lawfully payable.
13. Grounds for Refusal of Access
Access may be refused where PAIA permits refusal, including where records involve:
- Personal privacy rights of third parties.
- Commercially confidential information.
- Confidential information supplied in confidence by third parties.
- Legally privileged records.
- Safety, security, or law enforcement concerns.
- Records excluded or protected by law.
14. Remedies Available if Access is Refused
If a request is refused, BETEC will provide reasons as required by law. Requesters may use available legal remedies under PAIA, including complaint or court processes where applicable.
15. Processing of Personal Information under POPIA
BETEC processes personal information for lawful, defined business and service purposes.
15.1 Categories of data subjects
- Clients and client representatives.
- Travellers and event participants where relevant.
- Suppliers, contractors, and service providers.
- Employees and applicants (where applicable).
- Website users and enquirers.
15.2 Categories of personal information
- Identity and contact details.
- Commercial and contractual details.
- Travel, event, and supply service records where submitted or required.
- Operational, technical, and communication records.
15.3 Categories of recipients
- Travel, events, logistics, warehousing, and fulfilment operators.
- Technology, hosting, communications, and advisory providers.
- Regulators, authorities, and lawful counterparties where required.
15.4 Planned transborder flows
Cross-border transfers may occur where required for service delivery, particularly in travel-related contexts, and are handled with lawful safeguards.
15.5 Security measures
BETEC applies reasonable technical and organisational safeguards including access controls, confidentiality measures, and operator oversight.
16. Availability of this Manual
This manual is available on BETEC’s website and may be made available by request through BETEC’s legal and compliance contact routes, subject to lawful process requirements.
17. Updating of this Manual
BETEC may update this manual from time to time to reflect legal, regulatory, or operational changes. Updated versions are published on this page with revised dates.