PAIA & POPIA MANUAL
Lepas Tzaneen
1. Introduction
1.1 Lepas Tzaneen is a motor vehicle dealership operating in South Africa and forms part of the Lepas dealer network. We are committed to protecting personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA) and to promoting transparency as required by the Promotion of Access to Information Act 2 of 2000 (PAIA).
1.2 This manual has been prepared in terms of Section 51 of PAIA and sets out how information held by Lepas Tzaneen may be accessed, as well as how personal information is processed, safeguarded, and managed.
2. Purpose of this Manual
The purpose of this manual is to:
- Provide a guide to the records held by Lepas Tzaneen;
- Outline the procedures to request access to records;
- Describe how personal information is processed and protected;
- Confirm compliance with PAIA and POPIA.
3. Company Details
Business Name: Lepas Tzaneen
Industry: Motor Vehicle Sales and Services
Physical Address: Tzaneen, Limpopo, South Africa
Email: info@lepas-sa.co.za
Website: www.lepas-sa.co.za
4. Information Officer
In terms of POPIA, the Information Officer is responsible for ensuring compliance with data protection legislation.
Information Officer: Dealer Principal – Lepas Tzaneen
Email: info@lepas-sa.co.za
Requests for access to information or queries regarding personal information must be directed to the Information Officer.
5. Records Available Without a PAIA Request
The following information is automatically available:
- Company website content
- Marketing material and brochures
- Product and service information
- Public notices and announcements
6. Records Held by Lepas Tzaneen
Lepas Tzaneen may hold records relating to:
6.1 Clients and Customers
- Personal identification details
- Contact information
- Vehicle purchase, service, and finance records
- Correspondence
6.2 Employees
- Employment contracts
- Payroll records
- Disciplinary records
- Performance records
6.3 Suppliers and Service Providers
- Contracts
- Banking details
- Contact information
6.4 Operational Records
- Financial records
- Accounting records
- Legal and compliance documentation
- Insurance records
7. Request Procedure (PAIA)
7.1 A requester must submit a written request to the Information Officer.
7.2 The request must:
- Identify the record requested;
- Provide sufficient detail to locate the record;
- State the form of access required.
7.3 Lepas Tzaneen reserves the right to charge a prescribed fee in accordance with PAIA.
7.4 Access may be refused on lawful grounds as set out in PAIA.
8. Processing of Personal Information (POPIA)
8.1 Lepas Tzaneen processes personal information for purposes including:
- Vehicle sales and servicing
- Finance and insurance applications
- Customer communication
- Legal and regulatory compliance
- Marketing (subject to consent)
8.2 Personal information is processed lawfully, reasonably, and transparently.
9. Data Subjects’ Rights
Data subjects have the right to:
- Access their personal information;
- Request correction or deletion of information;
- Object to processing;
- Withdraw consent (where applicable);
- Lodge a complaint with the Information Regulator.
10. Security Measures
Lepas Tzaneen implements appropriate technical and organisational safeguards to protect personal information, including:
- Access controls
- Secure storage systems
- Confidentiality undertakings
- Ongoing staff awareness
11. Retention of Information
Personal information is retained only for as long as necessary to fulfil the purpose for which it was collected, or as required by law.
12. Availability of this Manual
This PAIA & POPIA Manual is available:
- On request from Lepas Tzaneen; and
- On the Lepas South Africa website.
13. Amendments
Lepas Tzaneen reserves the right to update this manual from time to time to reflect changes in legislation or business operations.
