PAIA & POPIA Manual

OmniScent Retail (Pty) Ltd t/a OmniScent Perfume (Registration Number: 2021/569471/07)
Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 ("PAIA") and to address the requirements of the Protection of Personal Information Act 4 of 2013 ("POPIA").
Date of compilation: 8 November 2026 | Date of last revision: 8 November 2026

1. Purpose of this Manual

This manual helps members of the public:

understand the categories of records we hold;
know which records are available without a formal request;
learn how to request access to a record, and the grounds on which a request may be refused;
understand how we process personal information under POPIA.

2. Contact Details

Head of private body: The Managing Director
Information Officer: The Managing Director
Physical address: Shop 33, Featherbrooke Village, Peter Rd, Ruimsig, Roodepoort, 1724
Email: info@omniscentperfume.com (subject line: "PAIA Request")
Telephone: +27 68 826 4767
Website: www.omniscentperfume.com

3. Guide on How to Use PAIA

The Information Regulator has published a Guide (in terms of section 10 of PAIA) on how to exercise the rights in PAIA and POPIA. It is available on the Regulator's website (inforegulator.org.za) and may be inspected at our offices during normal business hours.

The Information Regulator
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
General enquiries: enquiries@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za
POPIA complaints: POPIAComplaints@inforegulator.org.za

4. Records Available Without a Request

The following are freely available on our website: product information and pricing, Terms and Conditions, Privacy Policy, Refund Policy, Shipping Policy, and this Manual.

5. Records Kept in Terms of Legislation

We keep records as required by, among others, the following laws (where applicable):

Companies Act 71 of 2008
Income Tax Act 58 of 1962
Value-Added Tax Act 89 of 1991
Tax Administration Act 28 of 2011
Basic Conditions of Employment Act 75 of 1997
Labour Relations Act 66 of 1995
Employment Equity Act 55 of 1998
Unemployment Insurance Act 63 of 2001
Compensation for Occupational Injuries and Diseases Act 130 of 1993
Occupational Health and Safety Act 85 of 1993
Skills Development Levies Act 9 of 1999
Consumer Protection Act 68 of 2008
Electronic Communications and Transactions Act 25 of 2002
Protection of Personal Information Act 4 of 2013
Foodstuffs, Cosmetics and Disinfectants Act 54 of 1972

6. Categories of Records Held

Subject	Categories of records
Company secretarial	Memorandum of Incorporation, registration documents, share register, director records, minutes and resolutions
Finance and tax	Annual financial statements, accounting records, invoices, bank records, tax and VAT returns
Human resources	Employment contracts, payroll records, leave records, disciplinary records, UIF and COIDA records
Customers	Customer contact details, orders, invoices, returns, complaints and correspondence, marketing preferences
Suppliers and service providers	Supplier contracts, purchase orders, operator agreements, correspondence
Products and manufacturing	Product formulations, safety data sheets, batch and quality records, labelling records, trade mark records
IT and website	Website analytics, system and security logs, IT policies

Inclusion of a category does not mean that access will be granted. Records such as formulations and other trade secrets are generally protected under Chapter 4 of Part 3 of PAIA.

7. How to Request Access to a Record

Complete the prescribed request form (Form 2 of the PAIA Regulations), available on the Information Regulator's website or from our Information Officer.
Submit it to the Information Officer at the contact details in section 2, with proof of identity and, if acting on behalf of someone else, proof of your authority.
State the right you wish to exercise or protect, and why the record is needed for that purpose (section 53 of PAIA).
Pay the prescribed request fee and, if access is granted, the prescribed access fee. Fees are set out in the PAIA Regulations. A requester seeking their own personal information does not pay the request fee.
We will respond within 30 days of receiving a complete request, unless the period is extended in terms of PAIA.

Access may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA. These include protecting the privacy of third parties, commercial information of OmniScent or third parties, confidential information, and the safety of individuals and property. If refused, you will be given reasons, and you may apply to the Information Regulator or a court for relief.

8. Processing of Personal Information (POPIA)

8.1 Purposes of processing: to sell and deliver products, handle returns and complaints, manage customer accounts, conduct marketing (in line with section 69 of POPIA), manage employees and suppliers, comply with legal obligations, and keep our systems secure.

8.2 Categories of data subjects and personal information:

Data subjects	Personal information
Customers and website visitors	Name, contact details, delivery and billing address, order history, account details, marketing preferences, IP address and device data
Employees and job applicants	Identity number, contact details, banking details, tax number, CVs and qualifications, payroll and leave information, and health information where required by law
Suppliers, distributors and service providers	Company and contact person details, registration, VAT and banking details, B-BBEE information

8.3 Recipients: e-commerce, payment, courier, marketing, analytics, IT and hosting service providers; accountants and auditors; SARS and other authorities where required by law.

8.4 Transborder flows: some service providers (including Shopify, Meta, Google and our email/SMS marketing platform) process information outside South Africa. Transfers are made only in accordance with section 72 of POPIA.

8.5 Security measures: access controls and role-based permissions, encrypted checkout and password protection, operator agreements with service providers, secure storage of physical records, staff confidentiality obligations, and a security compromise response procedure in line with section 22 of POPIA.

8.6 Objection and correction: Data subjects may object to processing (Form 1 of the POPIA Regulations), or request correction or deletion (Form 2 of the POPIA Regulations), by contacting the Information Officer.

9. Availability of this Manual

This manual is available on our website and, free of charge, for inspection at our principal place of business. A copy may be provided on request, against payment of the prescribed fee for copies, and to the Information Regulator on request.

10. Updating

The Head of OmniScent will review and update this manual regularly, and at least once a year.