ProSol Plumbing & Solar · Promotion of Access to Information Act

Asking for our records

The manual every South African business keeps under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA): who to ask, what records we hold, how to request them, what it costs, and how we handle personal information.

Last updated 27 October 2026

1. About this manual

This is the manual of Prosol Plumbing And Solar (Pty) Ltd (registration 2012/213687/07), a private company trading as ProSol Plumbing & Solar. It is published on this website and kept at our office at 2 Rand Street, Plankenbrug, Stellenbosch, 7600, South Africa, and we send a copy to anyone who asks, and to the Information Regulator on request.

2. Who to ask

Head of the business and Information Officer: Jean Malan Lombard, director.
Street address: 2 Rand Street, Plankenbrug, Stellenbosch, 7600, South Africa. Post to the same address.
Phone: 081 559 2180. Email: malan@prosolplumbing.co.za.

3. The Information Regulator’s guide

The Information Regulator publishes a guide, in every official language, on how to use PAIA and POPIA to get access to records. It is on the Regulator’s website, inforegulator.org.za, and at its offices: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191; 010 023 5200; enquiries@inforegulator.org.za.

4. Records available without asking

We have not published a notice under section 52(2) of PAIA. Everything on this website, including our services, terms and policies, is available to anyone without a request.

5. Records we keep because the law requires them

Among others, we keep records under:

the Companies Act 71 of 2008;
the Income Tax Act 58 of 1962, the Value-Added Tax Act 89 of 1991 and the Tax Administration Act 28 of 2011;
the Basic Conditions of Employment Act 75 of 1997, the Labour Relations Act 66 of 1995, the Unemployment Insurance Act 63 of 2001 and the Compensation for Occupational Injuries and Diseases Act 130 of 1993;
the Occupational Health and Safety Act 85 of 1993;
the Consumer Protection Act 68 of 2008 and the Electronic Communications and Transactions Act 25 of 2002;
the Protection of Personal Information Act 4 of 2013;
the National Building Regulations and Building Standards Act 103 of 1977, and municipal water and plumbing by-laws, for Certificates of Compliance.

6. The records we hold

Company: registration documents, director and shareholder records, and resolutions.
Finance and tax: accounting records, invoices, receipts, bank statements, and VAT and tax returns.
Staff: employment contracts, time and attendance records (including the photo and location taken when clocking in), leave, payroll, UIF and compensation-fund records.
Customers: enquiries and the photos sent with them, addresses, estimates, quotes, invoices, payments, job reports and photos of the work, messages about jobs, and Certificates of Compliance.
Suppliers: supplier details, quotes, orders, slips and price lists.
Operations: job cards, schedules, stock and van lists, tools and vehicles.
Website and systems: account sign-ins, cookie choices, and the records the systems behind this website keep to run safely.

7. How to ask for a record

Fill in Form 2 (Request for Access to Record), prescribed by the PAIA Regulations, 2021. It is on the Information Regulator’s website, or we send it to you.
Send it to the head of the business, by email or by hand, with a copy of your ID, and proof of authority if you ask on someone else’s behalf.
Describe the record well enough for us to find it, say how you want access (a copy, an email or a visit), and say which right you want to protect if the record is about someone else.
We answer within 30 days. If the request is large, we may extend that by up to 30 more days and tell you why.
If you want your own personal information, you can also simply ask us, as our Privacy Policy explains.

8. Fees

The Information Regulator’s schedule for private bodies:

Request fee: R140, except when you ask for your own personal information.
Copies: R2 a page (A4, printed or photocopied). On a flash drive or CD you bring: R40; on a CD we supply: R60.
Transcribing an audio record: R24 a page.
Searching for and preparing the record: R145 for each hour after the first, at most R435.
If the search takes more than six hours, we may ask for a deposit of one third of the access fee first.
Postage, email or other transfer: what it actually costs, if anything.

We tell you any fee before you pay it. The fees for copies and for searching are charged only if access is granted.

9. When we may refuse

PAIA (sections 63 to 69) lets a private body refuse access to protect, among others: other people’s privacy, the commercial or confidential information of others or of ProSol, someone’s safety, and records privileged in legal proceedings. If we refuse, we tell you why and how to challenge it.

If you disagree with our answer, or we do not answer in time, you may complain to the Information Regulator within 180 days, or apply to court.

10. Personal information we process

Why: to quote, book, do and invoice work, to keep customers posted, to employ and pay staff, to buy from suppliers, and to meet the law.
About whom: customers and people who enquire, our staff and job applicants, suppliers and their contact people, and visitors to this website.
What: names and contact details, addresses of jobs, descriptions and photos of the problem and the work, quotes, invoices and payments; for staff, ID numbers, contracts, hours, clock-in photos and locations, and pay details; for suppliers, contact and account details.
Who receives it: our service providers, each for its own part: Supabase (database and sign-in), Zeed Studios (the website and its servers), Anthropic (help writing up notes and quotes), Google (sign-in, maps, calendar), Stitch (card payments: the amount, the job reference, your name, email and phone), WhatsApp (job messages), and our accountant and bookkeeping software. Also SARS and other authorities where the law requires it.
Outside South Africa: some of these providers store or process information in the United States and Europe, under the protection section 72 of POPIA requires.
How it is kept safe: the website and systems run over HTTPS only; each customer can see only their own records, enforced by the database; every staff member signs in with their own account; and card details go to Stitch and never to us.

The Privacy Policy has the full detail, and how to see, correct or delete your information.

Contact

Prosol Plumbing And Solar (Pty) Ltd, trading as ProSol Plumbing & Solar. 2 Rand Street, Plankenbrug, Stellenbosch, 7600, South Africa. 081 559 2180 · malan@prosolplumbing.co.za. Reg. no. 2012/213687/07 · VAT no. 4880277175 · Director: Jean Malan Lombard.

Secure online payments through Stitch, in South African rand (ZAR)