Purpose & scope

About this manual

The Women Entrepreneurs Trust supports women’s entrepreneurial development through funding and related support. This manual describes proposed arrangements for access to records held by the Trust. It must be read with PAIA, its regulations and the Protection of Personal Information Act 4 of 2013 (POPIA).

For a private body, access generally depends on the record being needed to exercise or protect a right, compliance with the request procedure and the absence of a lawful ground for refusal. Listing a record does not make it automatically public.

In this manual, “Trust” means Women Entrepreneurs Trust; “IO” means Information Officer; “DIO” means Deputy Information Officer; and “Regulator” means the Information Regulator of South Africa.

Organisation & responsibility

Trust and officer details

Organisation

Women Entrepreneurs Trust
[CONFIRM] Exact registered legal name and trust number.

Website

womenentrepreneurs.org.za

Public contact email

contact@womenentrepreneurs.org.za
[CONFIRM] Whether this mailbox accepts formal PAIA requests.

Published physical address

35 Ferguson Drive, Illovo, Sandton, Gauteng, South Africa.
[CONFIRM] Current address, postal code and inspection arrangements.

Postal address & telephone

[CONFIRM] Full postal address and main telephone number. State whether a fax number exists.

Head of the Trust / IO

[CONFIRM] Full name, capacity, direct telephone and email. Verify the applicable authorisation and Information Officer registration.

Deputy Information Officer

[CONFIRM] Name and direct contact details for each appointed deputy, or state that no deputy is appointed.

Formal requests

[CONFIRM] Designated email, delivery address and responsible recipient for PAIA submissions.

No trustee or service provider is designated as the Information Officer by this draft. The Trust must confirm the legally appropriate person.

Guidance

Help with using PAIA

The Regulator’s section 10 Guide explains access procedures, assistance, fees and remedies. Language versions and official forms are available from the Regulator. Ask the Trust’s Information Officer for assistance obtaining the Guide or arranging inspection.

[CONFIRM] Guide languages held by the Trust and office hours for inspection.

Record categories

Information and records

Publicly available material

Material already published on the Trust’s website can be read without a formal PAIA application. This includes published organisational information, trustee profiles, beneficiary criteria, news and contact information. Unpublished supporting records are not automatically included.

[CONFIRM] Complete the automatically available record list and confirm whether any section 52 notice has been issued.

Proposed internal record inventory

The following categories are for the Trust to verify against records actually held, including relevant records held on its behalf.

Records under other legislation

• Trust Property Control Act 57 of 1988: trust administration and trustee records.
• PAIA and POPIA: access requests, privacy administration and related compliance records.
• Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011: applicable tax and financial records.
• Where applicable: employment records under the Basic Conditions of Employment Act 75 of 1997 and Labour Relations Act 66 of 1995; VAT records under the Value-Added Tax Act 89 of 1991; and records under the Nonprofit Organisations Act 71 of 1997 if registered.

[CONFIRM] Legal adviser to verify and complete the applicable legislation and record mapping. This list does not assert employment, VAT, NPO or tax-exempt status. Access remains subject to the relevant law.

Access procedure

How to request a record

• Complete the prescribed Form 2: Request for Access to Record from the Regulator’s forms page.
• Identify the record clearly, the right you seek to exercise or protect, and why the record is needed for that right.
• Provide your contact details, preferred access format and notification method. If acting for someone else, provide proof of authority.
• Submit the form to the confirmed Information Officer using the designated address in this manual. Keep a copy and delivery evidence.
• Provide proportionate identity verification where necessary. Ask for assistance if a disability or other difficulty affects your ability to submit the request.

A PAIA request seeks existing records. It is not a funding application and does not guarantee a grant or require the Trust to create new research or explanations.

Decisions and timing

A decision is ordinarily due within 30 days of receipt. A permitted extension of up to a further 30 days requires notice and reasons. Failure to decide within the applicable period is treated as a refusal.

Fees

Prescribed request and access fees, exemptions and any lawful deposit apply. The Trust must explain applicable charges before payment and use the prescribed outcome and fee notice, Form 3. Do not send payment or banking credentials with an initial enquiry. Ask the IO for the current tariff and applicable exemptions.

Limits on disclosure

PAIA protects interests including third-party privacy, confidential commercial information, safety and legal privilege. Refusals must rely on applicable statutory grounds. The Trust must consider partial disclosure, relevant third-party procedures and the statutory public-interest override. Missing records require the explanation prescribed by PAIA.

POPIA information

Personal information processing

[CONFIRM] The following is a proposed processing description, not a verified audit of the Trust’s operations. Replace it with the approved inventory before publication.

People and information categories

• Applicants and beneficiaries: identity, contact, education, business ownership, financial need, trading and programme information relevant to support.
• Trustees, personnel and contractors: contact, appointment, qualification, contractual and payment information where relevant.
• Partners, suppliers and funders: representative details, agreements, due-diligence information and transactions.
• Website visitors and event participants: enquiries, registrations, consent records, authorised photographs and relevant technical data where collected.

Purposes and recipients

Proposed purposes include evaluating and administering grants, coordinating mentorship and business support, managing relationships, keeping accounts, communicating with stakeholders and meeting legal obligations.

Relevant recipients may include authorised trustees and administrators, professional advisers, contracted technology providers, training and implementing partners, banks, funders and authorities where lawful. Confirm the actual categories and disclosure arrangements. Unnecessary applicant information should not be shared.

Sensitive information and children

[CONFIRM] Whether the Trust processes children’s information or special personal information, including race, health or disability information, and the applicable lawful authorisation and safeguards.

International processing

[CONFIRM] Whether hosting, email, cloud storage or programme providers process information outside South Africa. Identify destination countries or regions, recipient categories and the applicable POPIA section 72 transfer safeguards. Do not assume all data remains in South Africa.

Security and retention

[CONFIRM] Describe safeguards actually implemented, such as access controls, secure storage and transfer, backups, confidentiality commitments, incident handling and secure disposal. Confirm retention criteria and statutory periods. Do not claim encryption, certifications or controls that have not been verified.

Personal-information access and correction requests may also engage POPIA. The Trust’s privacy notice and approved procedures should explain those rights without removing any right available under PAIA.

Independent assistance

Refusals and complaints

PAIA does not provide the statutory internal appeal procedure for this private body. An informal query to the Trust does not replace or suspend statutory remedies.

A requester may complain to the Information Regulator using Form 5, generally within 180 days of the relevant decision or deemed refusal. Court relief may also be available under PAIA, subject to applicable procedures and time limits. Obtain legal advice promptly when considering litigation.

Document control

Availability and approval

Once approved, this manual must be made available on the Trust’s website, for inspection at its principal place of business during normal business hours, to persons requesting copies subject to permitted charges, and to the Regulator on request. The responsible officer should maintain it when details change.

Version

Draft 1.0 • 22 September 2026

Approved by & capacity

[CONFIRM] Authorised approver’s full name and role.

Effective date & review

[CONFIRM] Approval date, effective date and next review date.

Inspection arrangements

[CONFIRM] Principal office, business hours and responsible contact.