Process Equipment Specialists SA (Pty) Ltd t/a Process Equip
Prepared under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended.
Compilation and review date: 18 October 2026.
1. Introduction and purpose
This manual explains the records held by Process Equipment Specialists SA (Pty) Ltd (the Company), how to request access to them, and how the Company processes personal information under the Protection of Personal Information Act 4 of 2013 (POPIA). The Company designs, manufactures, supplies, refurbishes and maintains stainless steel process and packaging equipment for the food, beverage, pharmaceutical and cosmetics industries, and trades as Process Equip.
2. Company details and Information Officer
- Registered name: Process Equipment Specialists SA (Pty) Ltd
- Trading name: Process Equip
- Registration number: 2020/440257/07
- VAT number: 4490291459
- Director and Information Officer: Tony Johannes Kilian
- Physical and postal address: 30 Marconi Road, Montague Gardens, Cape Town, 7441, South Africa
- Telephone: +27 82 461 9347
- Email: [email protected]
- Website: processequip.co.za
All requests for access to records and POPIA queries must be directed to the Information Officer using these details.
3. Guide on how to use PAIA
The Information Regulator publishes the section 10 guide explaining how to exercise rights under PAIA and POPIA, the assistance available from Information Officers and the Regulator, and the available remedies. The guide and language versions can be accessed through the Regulator’s PAIA guides and forms page. A copy can also be inspected at the Company’s premises during normal business hours or requested from the Information Officer.
Information Regulator general enquiries: [email protected]; 010 023 5200.
4. Records available without a formal PAIA request
Product and service information, published brochures, the company profile, website contact details, this manual and the Website Privacy Notice are freely available on the website. Other records are subject to the applicable access procedure; listing a category below does not mean all its records are publicly available.
5. Records kept under other laws
The following legislation may require the Company to retain the corresponding records, where applicable:
- Company and governance records: Companies Act 71 of 2008.
- Accounting, tax and VAT records: Income Tax Act 58 of 1962; Value-Added Tax Act 89 of 1991; Tax Administration Act 28 of 2011.
- Employment, payroll and employee records: 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; Skills Development Levies Act 9 of 1999.
- Health, safety and compensation records: Occupational Health and Safety Act 85 of 1993; Compensation for Occupational Injuries and Diseases Act 130 of 1993.
- Privacy and access records: POPIA and PAIA.
- Electronic transaction and consumer records: Electronic Communications and Transactions Act 25 of 2002; Consumer Protection Act 68 of 2008.
6. Subjects and categories of records held
- Company records: incorporation documents, CIPC filings, director records and minutes.
- Financial records: annual financial statements, accounting records, bank statements and invoices.
- Tax records: income tax, VAT, PAYE, UIF and SDL records.
- Employee records: employment contracts, payroll, leave, training and disciplinary records.
- Health and safety: OHS records, incident reports and COID records.
- Customer records: enquiries, quotations, orders, contracts and correspondence.
- Supplier records: supplier details, purchase orders, agreements and correspondence.
- Technical records: drawings, specifications, design calculations, test and inspection records.
- Marketing records: website content, brochures and photographs of equipment.
- IT and systems records: website, email and backup records.
7. How to request access
- Complete the prescribed Form 2: Request for Access to Record (PDF). Forms are also available from the Information Regulator.
- Send the completed form to the Information Officer by email or hand delivery using section 2.
- Identify the record, the form of access required and your contact details. Identify the right you seek to exercise or protect and explain why the record is required for that purpose. Provide proof of your authority if requesting on behalf of another person.
- Where legally payable, pay the prescribed request and access fees following the Company’s written notice. A deposit may be required in the circumstances prescribed by PAIA. Applicable exemptions and the rules for a personal requester will be observed.
The Company will ordinarily decide a compliant request within 30 days. An extension of up to a further 30 days may be taken only on the grounds allowed by PAIA, with written notice and reasons. Fees are governed by the PAIA Regulations as amended; the Information Officer will explain any amount payable and the applicable procedure.
Grounds for refusal: Access may be refused only on a ground authorised by PAIA, including protection of third-party privacy, commercial or confidential information, safety, legally privileged records and qualifying commercial or research information. Mandatory disclosure provisions and the public-interest override apply where required by the Act; confidentiality is not a blanket exemption.
Remedies: A requester dissatisfied with a refusal, fees, an extension or a failure to respond may use the applicable remedies under PAIA, including a complaint to the Information Regulator using its prescribed Form 5. A complaint about a private body’s refusal or failure to respond must generally be lodged within 180 days under the applicable rules. Court remedies are also available, subject to the relevant procedure and time limits. Current forms and complaint instructions are available from the Regulator’s PAIA page.
8. Processing of personal information
Purposes: The Company processes personal information to respond to enquiries, prepare quotations, supply and support equipment, manage suppliers and employees, keep accounting and tax records, meet legal obligations, secure its systems and manage consented marketing communications.
- Customers and enquirers: name, company, job title, telephone, email, address, enquiry and order details.
- Suppliers and service providers: contact person, company details, banking details and invoices.
- Employees and contractors: identity and contact details, tax and banking details, pay, leave, qualifications and health and safety records.
- Website visitors: details entered into enquiry forms, IP address, browser and device data, and information associated with website technologies described in the Website Privacy Notice.
Recipients: Relevant information may be shared where needed with accountants and auditors, SARS and other competent authorities, banks, equipment suppliers and manufacturers, couriers and freight agents, and IT, email, hosting and other business service providers.
Cross-border transfers: Some IT and email services process information on servers outside South Africa. When equipment is sourced overseas, relevant customer business contact and delivery details may be shared with overseas suppliers. Transfers must satisfy section 72 of POPIA. Details of the recipients, destination countries and applicable safeguards for a particular processing activity may be requested from the Information Officer.
Security: The Company’s stated safeguards include password-protected accounts, restricted access to records, cloud storage and backups, anti-virus protection and confidentiality obligations on employees and service providers. Safeguards must be appropriate to the information and risks involved.
For access, correction, deletion, objection, marketing preferences and privacy complaints, see the Website Privacy Notice or contact the Information Officer.
9. Availability and updates
This manual is available on processequip.co.za/paia-manual/ and for inspection at the Company’s premises during normal business hours. Copies can be requested from the Information Officer, subject to any prescribed reproduction charges, and will be provided to the Information Regulator upon request. The Information Officer will review and update this manual when the Company’s details or practices change.