POPIA MANUAL 2026

REN XUE Africa
PAIA & POPIA MANUAL

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

  1. Introduction

This Manual has been prepared in accordance with Section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”) and the Protection of Personal Information Act 4 of 2013 (“POPIA”).

It describes how members of the public may request access to records held by REN XUE Africa  and outlines the categories of information held by the Non Profit Company.

 

  1. Company Details

Registered Name: REN XUE Africa
Registration Number: K2019178399
Physical Address: 39 Panners Lane, Riverclub Ext 3, Sandton, Gauteng, 2149
Telephone Number: 0833016651
Email Address:
Website: www.renxueafrica.org

 

  1. Information Officer

In terms of POPIA, the Director of the company serves as the Information Officer.

Information Officer: louise Pannell
Email:
Telephone: 0833016651

The Information Officer is responsible for ensuring compliance with PAIA and POPIA.

 

  1. Guide on How to Use PAIA & POPIA

A guide to understanding PAIA and POPIA and how to exercise your rights is available from the Information Regulator:

Website: https://inforegulator.org.za/
Email:
Telephone: 010 023 5200

 

  1. Records Available Without a Formal Request

The following information is available without the need to submit a formal PAIA request:

  • Website content
  • Product information
  • Pricing (where applicable)
  • Terms & Conditions
  • Privacy Policy

 

  1. Categories of Records Held by the Company

REN XUE Africa maintains records in the following categories and in terms of legislation and to retain certain records which are not automatically available on request or freely.

6.1 Company Records

  • Registration documents
  • Statutory records
  • Tax and VAT records
  • Financial statements

6.2 Operational Records

  • Delivery and logistics records

6.3 Customer Records

  • Customer contact information
  • Order history
  • Payment confirmations
  • Delivery addresses

6.4 Human Resources Records

  • Employment contracts
  • Payroll records
  1. Processing of Personal Information (POPIA)

The company processes personal information in the ordinary cause of business of selling MP3s, MP4s, Books, Clothing, Event tickets.

Personal information processed by the company may include:

  • Names and surnames
  • Contact details
  • Physical addresses
  • Payment-related information excluding any customer banking details or bank card details used during purchasing. These details are held by PayFast who is our chosen payment gateway service provider.
  • Communication records
  • Website usage data (via cookies)

This information is processed in accordance with the company’s Privacy Policy and POPIA requirements.

7.1 How We Use Your Information

Your information is used to:

  • Process and deliver orders
  • Communicate regarding purchases
  • Improve our website and services
  • Send marketing communications (only where you have opted in)

7.2 Sharing of Information

We do not sell or rent your personal information.

Your information may be shared only with trusted third-party service providers where necessary to:

  • Process payments
  • Operate our website securely
  • Fulfil your order

All third parties are independently required to process information securely and lawfully, and REN XUE Africa indemnifies itself fully in this regard.

7.3 Data Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, loss or misuse.

 

  1. Request Procedure

To request access to records under PAIA:

  1. A written request must be submitted to the Information Officer.
  2. The prescribed PAIA request form must be completed. (This can be found at https://inforegulator.org.za/)
  3. The required request fee (if applicable) must be paid.
  4. Sufficient detail must be provided to identify the record requested as well as the right he\she is seeking to exercise or protect and provide an explanation of why the requested record is required.

To request access to records under POPIA:

  1. For POPIA-related requests to object to the processing of personal information, to correct or delete personal information, a request must be made in writing on the prescribed form. (This can be found at https://inforegulator.org.za/

Requests can be sent to:

 

  1. Grounds for Refusal

Access to records may be refused where:

  • Disclosure would involve unreasonable disclosure of personal information
  • Confidential commercial information would be revealed
  • The request is frivolous or vexatious
  • The record does not exist

Any refusal will be communicated in writing with reasons provided.

 

  1. Availability of This Manual

This Manual is available:

  • On the company website
  • Upon request from the Information Officer