The following categories may be made available without a formal PAIA request, subject to applicable confidentiality, privacy and legal restrictions.

1. Categories of Records Available Without a Formal PAIA Request

Company / public information
Examples: Company name, contact details, services, trading information, website content, published notices.
How access may be obtained: Website or by contacting the Company.

Marketing information
Examples: Vehicle advertisements, brochures, published offers and general dealership information.
How access may be obtained: Website, social media or dealership.

PAIA / privacy information
Examples: This PAIA Manual and any publicly available privacy notice/policy.
How access may be obtained: Company website or by contacting the PAIA contact.

Employment opportunities
Examples: Vacancies or recruitment information that the Company has chosen to publish.
How access may be obtained: Website or other published recruitment channel.

2. Records Available in Terms of Other Legislation

The Company may hold and maintain records in terms of applicable South African legislation. Access to such records remains subject to the requirements and restrictions of the relevant legislation and PAIA.

Companies Act 71 of 2008
Company registration and corporate records, including records required to be maintained by law.

Income Tax Act 58 of 1962 / Tax Administration Act 28 of 2011
Tax and accounting records required by law.

Value-Added Tax Act 89 of 1991
VAT-related records, where applicable.

Basic Conditions of Employment Act 75 of 1997
Employment and prescribed workplace records.

Labour Relations Act 66 of 1995
Employment relations and related records.

Employment Equity Act 55 of 1998
Employment-equity records, where applicable.

Skills Development Act 97 of 1998
Training and skills-development records, where applicable.

Unemployment Insurance Act 63 of 2001
UIF-related employment records, where applicable.

Compensation for Occupational Injuries and Diseases Act 130 of 1993
COIDA-related records, where applicable.

Consumer Protection Act 68 of 2008
Customer and consumer-related records, where applicable.

National Credit Act 34 of 2005
Credit/finance-related records, where applicable to the Company’s activities.

Electronic Communications and Transactions Act 25 of 2002
Electronic communications and transaction records, where applicable.

Protection of Personal Information Act 4 of 2013
Personal-information processing and compliance records.

Promotion of Access to Information Act 2 of 2000
This manual, PAIA requests, responses and related records.

3. Subjects on Which Vic Legacy Auto Holds Records and Categories of Records

Corporate / Governance
Memorandum and Articles/constitutional records as applicable, company registration records, resolutions, statutory registers, policies and governance documents.

Finance / Accounting
Invoices, receipts, payments, bank-related records, budgets, accounting records, tax records and financial reports.

Sales / Customers
Customer details, quotations, sales records, vehicle purchase/sale documentation, delivery records, customer correspondence and complaints.

Vehicle / Stock
Vehicle stock records, acquisition records, vehicle specifications, inspection/service-related documents, licensing/registration documentation and related correspondence.

Finance / Credit
Applications, supporting documents, correspondence and records relating to finance or credit arrangements, where applicable.

Suppliers / Service Providers
Supplier details, quotations, invoices, contracts, service agreements, correspondence and payment records.

Human Resources
Employment contracts, employee records, leave, payroll, training, disciplinary and other employment-related records.

Legal / Compliance
Contracts, legal correspondence, complaints, regulatory correspondence, PAIA/POPIA records and compliance documentation.

Marketing / Communications
Advertising material, website content, customer communications, marketing campaigns and social-media business records.

Information Technology / Security
Access-control information, systems administration records, backups, security logs and IT service records, where held.

4. Requesting Access to a Record

A requester seeking access to a record of this private body should submit the prescribed PAIA Form 2 to the Company’s Information Officer / PAIA contact.

The request must provide sufficient detail to identify the record and requester, state the form of access required, identify the right the requester seeks to exercise or protect, and explain why the record is required for that right.

If the requester acts on behalf of another person, proof of authority must be provided.

• Email the completed Form 2 to melissa@vla1.co.za.
• Alternatively, deliver or post the request to the Company’s physical address.
• The Company will process the request in accordance with PAIA and the applicable regulations.
• A personal requester is not required to pay the request fee applicable to other requesters.
• The current prescribed request and access fees applicable to private bodies must be applied as published under the PAIA Regulations.
• Where a deposit or access fee is lawfully required, the requester will be notified in the prescribed manner.