PAIA Manual.

01 Introduction

This manual is compiled in compliance with section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended by the Protection of Personal Information Act 4 of 2013 (POPIA).

PAIA gives every person the right to request access to records held by a private body, where that access is required for the exercise or protection of any rights. Matchpoint is committed to upholding this right and handling all requests lawfully and promptly.

02 Information Officer

The Information Officer is responsible for receiving, processing and responding to PAIA requests on behalf of Matchpoint Talent Network.

All PAIA requests must be directed to the Information Officer at the contact details above. We aim to acknowledge receipt within 2 business days and respond within the statutory period of 30 days (extendable by a further 30 days where permitted).

03 Records we hold

Matchpoint holds records across the following categories. This is not an exhaustive list but covers the main classes of personal information processed in the course of our business.

Talent & applicant records

• Full name, date of birth, identity document details
• Contact information (email, phone number, city)
• Social media profile URLs and audience analytics
• Portfolio images and video files
• Discipline, niche, language and availability information
• Day rate and half-day rate preferences
• Banking and payout details (EFT recipients)
• Signed agreements (talent agreement, model & likeness release, code of conduct)
• Application status and verification records

Brand & client records

• Contact name, company name and email address
• Brief and project descriptions submitted via the contact form
• Booking and campaign correspondence
• Invoice and payment records

Website & newsletter records

• Email addresses of newsletter subscribers
• General website usage data (via browser, collected by hosting infrastructure)

Business records

• Financial records, invoices and payment history
• Contractual correspondence
• Internal operational documents

04 How to request access

To request access to records held by Matchpoint, you must submit a written request to the Information Officer using the prescribed Form C (available from the SAHRC at www.sahrc.org.za).

Your request must include:

• Your full name, contact details and proof of identity
• A description of the record(s) you are requesting
• The right you are seeking to exercise or protect and an explanation of why the record is needed
• Your preferred form of access (e.g. printed copy, digital copy)
• If you are acting on behalf of another person, proof of authority to do so

Where to send your request:

We will acknowledge your request within 2 business days and respond within 30 days of receipt. We may request a deposit of the prescribed request fee before processing your request.

05 Fees

The following fees are prescribed by the PAIA Regulations and apply to all requests. Fees are subject to change in line with updates to the Regulations.

We will provide you with a written estimate of fees before processing your request. Payment must be received before access is granted. Indigent requesters may apply for a waiver of fees by providing proof of financial hardship.

06 Grounds for refusal

Matchpoint may refuse a request for access to records on the following grounds, as provided for in PAIA:

• The record contains the personal information of a third party who has not consented to disclosure
• Disclosure would constitute an unreasonable invasion of privacy
• The record is protected by legal professional privilege
• Disclosure would be in contempt of court or another statutory body
• The record relates to commercial information that, if disclosed, would harm the commercial interests of a third party
• Disclosure could endanger the safety of an individual
• The record does not exist or cannot be found after a reasonable search

Where a request is refused, we will provide written reasons for the refusal and inform you of your right to appeal or seek internal remedies. You may also lodge a complaint with the Information Regulator (not the SAHRC — see note below) or approach a court of law.

07 SAHRC contact

The South African Human Rights Commission (SAHRC) oversees PAIA compliance and publishes a guide on how to use the Act. You may contact the SAHRC for general guidance on exercising your access to information rights.