PAIA manual

VALO (Pty) Ltd, trading as VALO Systems, is a South African private company with registration number 2026/072094/07. This manual is prepared under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended. It explains how to request company records and describes how VALO handles personal information under the Protection of Personal Information Act 4 of 2013 (POPIA).

First compiled on 29 January 2026. This revision supersedes the January manual. We review the manual annually and when material details change.

• Head of the private body and registered Information Officer. Sibusiso Siphosenkosi Mashita.
• Street and postal address. 82 Tamboti Rd, Carlswald, Midrand, Gauteng, 1685, South Africa
• Telephone. +27 61 322 4089.
• Email for PAIA requests to the Information Officer. info@valosystems.co.za.
• VALO has no fax number or designated Deputy Information Officer.

Complete the Information Regulator’s Form 02 and send it to the Information Officer by email or post using the details above. Describe the record, identify the right you want to exercise or protect, and explain why you need the record. State how you would like to receive it. Include proof of authority if you are acting for someone else.

We ordinarily respond within 30 days, subject to extensions and other procedures allowed by PAIA. Prescribed fees may apply. The outcome notice explains any fee, the decision and your remedies. If you wish to complain about the handling or outcome of a request, use Form 05 from the Regulator’s PAIA forms page.

The Information Regulator’s section 10 Guide explains the request process, fees and remedies. The Regulator provides the Guide in multiple official languages. You can also contact our Information Officer for help obtaining a copy.

For access to or correction of your own personal information under POPIA, see our privacy notice or contact the Information Officer.

This manual, our website privacy notice, our website terms and other material VALO has published for public access are available on this website without a formal PAIA request.

People entitled to access records under other laws can request applicable company incorporation documents and registers under the Companies Act 71 of 2008, employment records under labour legislation, and tax returns and supporting records under tax legislation. Contact the Information Officer for the relevant procedure.

• Corporate and governance. Registration documents, company decisions, contracts and governance policies.
• Clients and projects. Enquiries, proposals, agreements, correspondence, project specifications, delivery and support records.
• People and training. Employment and contractor records, recruitment, training, attendance and programme records where applicable.
• Finance and suppliers. Invoices, payments, accounting, tax and supplier records.
• Systems, security and compliance. Access and activity logs, privacy and security policies, records of information requests and records of security incidents.

• Clients, prospective clients and business contacts. Names, contact and company details, enquiry and correspondence records, contracts, billing details and project or support information. We use these to answer enquiries, deliver and support services, administer contracts and meet legal obligations.
• Staff, applicants, contractors and learners. Identity and contact details, qualifications, employment or training records, and payment, tax or access records where applicable. We use these for recruitment, engagement, training, payroll, security and statutory or programme reporting.
• Website visitors. Network and device information, requested pages and server logs for operation and security.

Depending on the purpose, recipients can include authorised personnel, service providers for hosting, storage, communications, collaboration, professional advisers, payment or payroll providers, and public authorities or training bodies where authorised or required.

DiaMatrix, trading as Domains.co.za, provides our website and email hosting through its primary servers at Teraco in Johannesburg, South Africa. It handles technical website logs and email correspondence, including enquiries and requests. Its SpamExperts service screens incoming mail for spam and malware before delivery.

Domains.co.za may transfer personal information outside South Africa when needed to provide hosting or email services and where applicable law permits it. Its terms require written agreements with providers that process information on its behalf, substantially equivalent protection for information sent abroad and equivalent restrictions on onward transfers. See the Domains.co.za Data Processing Agreement.

Providers for messaging, cloud storage, development and collaboration may process information outside South Africa. The information involved depends on the service and can include contact details, messages or authorised business records. Transfers of personal information to recipients abroad are subject to section 72 of POPIA.

We use organisational and technical safeguards for confidentiality, integrity and availability. These include limiting access by role and need, secure web connections, backup arrangements appropriate to the system, and documented procedures for handling incidents and information requests.

This manual is free to read online and available to the Information Regulator on request. PAIA provides for public inspection at VALO’s principal place of business during normal business hours. Contact the Information Officer for help with inspection or to request a copy. A reasonable charge may apply for a physical copy.