Prepared in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended)
DATE OF COMPILATION: 28 June 2026
ATLANTIC FIRE AND RESCUE NPC
Trading as Atlantic Fire Services
TABLE OF CONTENTS
- List of Acronyms and Abbreviations
- Purpose of the PAIA Manual
- Key Contact Details for Access to Information
- Guide on How to Use PAIA and Obtain Access to the Guide
- Categories of Records Available Without Request
- Records Available in Accordance with Other Legislation
- Description of Records Held by Atlantic Fire Services
- Processing of Personal Information
- Availability of the Manual
- Updating of the Manual
1. LIST OF ACRONYMS AND ABBREVIATIONS
| Acronym | Description |
|---|---|
| CEO | Chief Executive Officer |
| IO | Information Officer |
| PAIA | Promotion of Access to Information Act No. 2 of 2000 |
| POPIA | Protection of Personal Information Act No. 4 of 2013 |
| Regulator | Information Regulator |
| PBO | Public Benefit Organisation |
| SARS | South African Revenue Service |
| NPC | Non-Profit Company |
2. PURPOSE OF THE PAIA MANUAL
This PAIA Manual is useful for the public to:
- Understand how to request access to records held by Atlantic Fire Services.
- Understand the categories of records held by the organisation.
- Access contact details of the Information Officer.
- Understand how personal information is processed.
- Understand the rights available under PAIA and POPIA.
- Access information that is automatically available without a formal request.
- Understand the organisation’s information security and privacy measures.
3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION
Information Officer
Name: Paul Krüger
Position: Information Officer
Telephone: +27 82 940 8336
Email: info@atlanticfireservices.org.za
General Contact Details
Postal Address:
20 Gordon Road
Hout Bay
Cape Town
7806
South Africa
Physical Address:
20 Gordon Road
Hout Bay
Cape Town
7806
South Africa
Telephone: [Insert Number]
Email: info@atlanticfireservices.org.za
Website: https://atlanticfireservices.org.za
4. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE
The Information Regulator has compiled a Guide in terms of Section 10 of PAIA to assist persons wishing to exercise rights under PAIA and POPIA.
The Guide may be obtained:
- From the offices of the Information Regulator.
- From the Information Regulator website: https://www.justice.gov.za/inforeg/
- Upon request from the Information Officer.
The Guide is available in all official South African languages.
5. CATEGORIES OF RECORDS AVAILABLE WITHOUT FORMAL REQUEST
| Category of Records | Available on Website | Available Upon Request |
|---|---|---|
| Public Information | Yes | Yes |
| News Articles and Media Releases | Yes | Yes |
| Annual Reports | Yes | Yes |
| Community Impact Reports | Yes | Yes |
| Policies and Governance Documents | Yes | Yes |
| Fire Safety Educational Material | Yes | Yes |
| Donation and Fundraising Information | Yes | Yes |
6. RECORDS AVAILABLE IN ACCORDANCE WITH OTHER LEGISLATION
| Category of Record | Applicable Legislation |
|---|---|
| Memorandum of Incorporation | Companies Act 71 of 2008 |
| NPO Registration Documents | Nonprofit Organisations Act 71 of 1997 |
| Employment Records | Basic Conditions of Employment Act |
| Health and Safety Records | Occupational Health and Safety Act |
| Financial Records | Income Tax Act, VAT Act |
| PAIA Manual | Promotion of Access to Information Act |
| Personal Information Records | Protection of Personal Information Act |
7. DESCRIPTION OF RECORDS HELD
Governance Records
- Memorandum of Incorporation
- Constitution
- Board meeting minutes
- Governance policies
Financial Records
- Annual financial statements
- Audit reports
- Bank records
- Donation records
- SARS documentation
Human Resources Records
- Employee records
- Volunteer records
- Employment contracts
- HR policies and procedures
Operational Records
- Community programme reports
- Fire response reports
- Training records
- Incident reports
- Risk assessments
Donor and Fundraising Records
- Donor information
- Sponsorship agreements
- Donation receipts
- Section 18A certificates
Marketing and Communications Records
- Website content
- Social media records
- Photographs and videos
- Media coverage
8. PROCESSING OF PERSONAL INFORMATION
8.1 Purpose of Processing Personal Information
Atlantic Fire Services processes personal information for purposes including:
- Volunteer recruitment and management.
- Employment administration.
- Community programme implementation.
- Donor management and fundraising.
- Issuing Section 18A certificates.
- Training administration.
- Communication with stakeholders.
- Compliance with legal and regulatory obligations.
8.2 Categories of Data Subjects
| Category | Information Processed |
|---|---|
| Donors | Names, contact details, ID numbers (where required), donation history |
| Volunteers | Personal details, emergency contacts, qualifications |
| Employees | Employment information, qualifications, banking details |
| Beneficiaries | Names, contact details and programme participation information |
| Service Providers | Company details, banking details, contact information |
8.3 Recipients of Personal Information
Personal information may be shared with:
- SARS.
- Auditors and accountants.
- Banking institutions.
- Regulatory authorities.
- Service providers assisting with operational activities.
- Payment gateway providers.
- Government departments where legally required.
8.4 Information Security Measures
Atlantic Fire Services undertakes to:
- Secure all personal information against loss, unauthorised access, disclosure, alteration or destruction.
- Implement reasonable organisational and technical safeguards.
- Restrict access to authorised personnel only.
- Maintain secure electronic and physical storage systems.
- Regularly review and update security controls.
9. AVAILABILITY OF THE MANUAL
A copy of this Manual is available:
- On the Atlantic Fire Services website.
- At the organisation’s head office during normal business hours.
- Upon written request to the Information Officer.
- To the Information Regulator upon request.
A reasonable fee may be charged for printed copies.
10. UPDATING OF THE MANUAL
Atlantic Fire and Rescue NPC trading as Atlantic Fire Services will review and update this Manual periodically to ensure continued compliance with applicable legislation and operational requirements.