PAIA Manual

Prepared in accordance 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)

Hugh Raichlin Attorneys, Notaries & Conveyancers
(hereinafter “HRA”, “we”, “us”, “our”)

1. Contact Details

Head of Private Body (Information Officer):
Name: Hugh Raichlin
Postal Address: 1 The Avenue, Norwood, Johannesburg 2192
Physical Address: 1 The Avenue, Norwood, Johannesburg 2192
Telephone: 011 483 1527
Email: reception@raichlin.co.za

2. Introduction

This PAIA Manual has been prepared in compliance with Section 51 of the Promotion of Access to Information Act, 2 of 2000 (“PAIA”), read with the Protection of Personal Information Act, 4 of 2013 (“POPIA”).

The purpose of this manual is to provide guidance on:

  • The categories of information held by HRA.
  • Procedures to request access to such information.
  • Remedies available if requests are refused.
  • How HRA ensures compliance with privacy and data protection laws.

3. Guide on How to Use PAIA

In terms of Section 10 of PAIA, the Information Regulator has compiled a guide to assist individuals in exercising their rights of access to information.
This guide is available in all official languages from the Information Regulator’s website:
https://inforegulator.org.za/

Contact details of the Information Regulator:
Tel: 010 023 5200
Toll Free: 080 001 7160
Email: PAIAComplaints@inforegulator.org.za

4. Records Held by HRA

HRA holds information in the following categories (some of which may not be accessible to the public without proper request and legal basis):

4.1 Public Records (accessible without request):

  • Marketing and promotional material.
  • Information publicly available on our website.
  • Company registration details and professional status.

4.2 Records available upon request (subject to PAIA & POPIA):

  • Client records and legal files (subject to attorney–client privilege).
  • Employment records (current and former employees).
  • Financial and accounting records.
  • Contracts, agreements, and internal policies.
  • Trust account records (as required by the Legal Practice Act).
  • Tax and regulatory compliance documents.
  • Minutes of internal meetings and operational reports.

4.3 Records available in terms of other legislation:

  • Companies Act, 71 of 2008
  • Legal Practice Act, 28 of 2014
  • Financial Intelligence Centre Act, 38 of 2001 (FICA)
  • Basic Conditions of Employment Act, 75 of 1997
  • Labour Relations Act, 66 of 1995
  • Income Tax Act, 58 of 1962
  • Value-Added Tax Act, 89 of 1991

5. Request Procedure

Any request for access to information must be made in writing on the prescribed Form C (available from the Information Regulator’s website).

  • Requests must be submitted to the Information Officer at the contact details above.
  • Requests must include sufficient details to identify the record and the requester.
  • A request fee may apply, as prescribed under PAIA.
  • HRA will respond within the statutory time periods (30 days, unless extended under PAIA).

6. Grounds for Refusal

Access to information may be refused on the following grounds:

  • Mandatory protection of privacy of third parties.
  • Mandatory protection of confidential information of third parties.
  • Mandatory protection of safety of individuals and property.
  • Mandatory protection of privileged records (e.g. legal professional privilege).
  • Commercial information of a third party or of HRA.
  • Information protected by any other applicable law.

7. Remedies if Access is Refused

If a request is refused, the requester may:

  • Lodge an internal appeal (if applicable).
  • Lodge a complaint with the Information Regulator.
  • Apply to court for appropriate relief.

8. Fees

In terms of PAIA Regulations:

  • A requester who seeks access to a record containing their own personal information is not required to pay a request fee.
  • For all other requests, a prescribed fee may apply.
  • Fees include:
    • Request fee (non-refundable).
    • Access fee (dependent on reproduction costs, search time, etc.).

Details of prescribed fees are available from the Information Regulator’s website.

9. Availability of the Manual

This manual is available at:

10. Information Security & POPIA Compliance

HRA processes Personal Information in line with POPIA and our Privacy Policy. Safeguards include:

  • Secure storage of client and employee records.
  • Access controls and confidentiality agreements.
  • Regular data security reviews and breach notification procedures.
  • Compliance with retention and destruction obligations.

11. Updates to the Manual

HRA may update this PAIA Manual from time to time. The latest version will always be available on our website.

Prepared on: 01 October 2025
Approved by: Hugh Raichlin

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