1. Purpose
1.1 This manual helps anyone who wants a record held by Omnitronix (Pty) Ltd to know what records we hold and how to ask for them under PAIA. It also describes how we process personal information, as PAIA s51(1)(c) requires.
2. Company details
| DETAIL | VALUE |
|---|---|
| Name | Omnitronix (Pty) Ltd, registered as K2025783241 (South Africa) (Pty) Ltd |
| Registration number | 2025/783241/07 |
| Head of the private body and Information Officer | Ethan Lowery, Director, registered with the Information Regulator, registration 2026-068841 |
| Physical and postal address | 60 6th Street, Linden, Johannesburg, 2195 |
| Telephone | 011 568 9948 |
| [email protected], marked "PAIA request"; requests about personal information also to [email protected] | |
| Website | omnitronix.co.za |
| Compliance | ISO 9001:2015, ISO/IEC 27001:2022 and POPIA compliant |
3. The Information Regulator's guide
3.1 The Information Regulator publishes a guide on how to use PAIA and POPIA (PAIA s10). It is available on the Regulator's website, inforegulator.org.za, and we will send a copy on request.
4. Records available without a request
4.1 These records are available without a formal request (PAIA s52): our Terms and conditions of sale, Delivery and shipping policy, Returns, refunds and exchanges policy, Warranty and product support policy, Privacy notice, Cookie and analytics notice, Website terms of use, this manual, and our product information on omnitronix.co.za and omnipart.co.za.
5. Records kept under other laws
5.1 We keep records as required by the following laws, where they apply to us:
- Companies Act 71 of 2008
- Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011
- Customs and Excise Act 91 of 1964
- Consumer Protection Act 68 of 2008
- Electronic Communications and Transactions Act 25 of 2002
- Protection of Personal Information Act 4 of 2013
- Promotion of Access to Information Act 2 of 2000
- Broad-Based Black Economic Empowerment Act 53 of 2003
- Basic Conditions of Employment Act 75 of 1997, Unemployment Insurance Act 63 of 2001 and Compensation for Occupational Injuries and Diseases Act 130 of 1993, for any employees
6. Records we hold
| SUBJECT | CATEGORIES OF RECORDS |
|---|---|
| Company | Memorandum of Incorporation, CIPC registration and filings, securities register, director and shareholder resolutions, minutes |
| Finance and tax | Accounting records, invoices, receipts, bank statements, management accounts, annual financial statements, tax returns and SARS correspondence |
| Customers | Quotes, orders, invoices, payments, delivery and waybill records, returns, warranty claims, credit account applications, correspondence |
| Suppliers | Supplier details and bank confirmations, purchase orders, supplier invoices, import and customs documents, contracts |
| Quality system | Policies, procedures, forms, quality records, nonconformity and corrective action records, internal audits, management reviews |
| People | Director and employee records, contracts, payroll and leave records, where applicable |
| Systems | Website content, IT and service provider agreements |
6.1 A record listed here may still be refused on a ground in PAIA Part 3, Chapter 4, for example to protect another person's privacy, commercial information of a third party, or confidential information.
7. Processing of personal information
7.1 The purposes of processing, the categories of data subjects and information, the recipients, transfers outside South Africa and our security measures are set out in our Privacy notice (OMN-LEG-005), which forms part of this manual, and in our internal Record of processing (OMN-LEG-011).
8. How to request a record
- Complete the prescribed request form, available on the Information Regulator's website or from us, and send it to the Information Officer at the email or address in section 2.
- Give enough detail to identify the record, say which form of access you want, and state the right you want to exercise or protect and why the record is needed for it (PAIA s53).
- If you ask on behalf of someone else, include proof of your authority.
- Unless the request is for your own personal information, you pay the request fee prescribed in the PAIA Regulations before we process the request (PAIA s54). We may also charge the prescribed access fee for copying and preparing the record, and we tell you the amount first.
- We decide the request within 30 days of receiving it, and may extend this once by up to 30 days where PAIA s57 allows, telling you why.
- If we refuse access, we give reasons. You may complain to the Information Regulator (PAIA s77A) or apply to court (PAIA s78) within 180 days of our decision.
9. Availability of this manual
9.1 This manual is published on omnipart.co.za and omnitronix.co.za and is available for inspection at 60 6th Street, Linden, on business days. We send a copy free of charge on request, and to the Information Regulator when it asks.
Controlled copy of OMN-LEG-006 Rev B, held in the Omnitronix QMS. Revision date 12 Oct 2026.