PAIA Manual

Compiled in terms of section 51 of the Promotion of Access to Information Act, 2 of 2000 · Effective date: 3 August 2026

This manual is published by Piston Power Chemicals (Pty) Ltd (“Piston Power”) in terms of 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“). It explains how to request access to records held by Piston Power and how we deal with personal information.

1. Company details and contact particulars

Nature of business: manufacturer and distributor of automotive, industrial and agricultural lubricants and greases, with branches in Durban, Johannesburg and Cape Town.

2. The Regulator’s guide (section 51(1)(b))

The Information Regulator has published a Guide on how to use PAIA, in each official language, containing the information a person reasonably requires to exercise rights under PAIA and POPIA. The Guide is available free of charge from the Information Regulator:

• JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
• Email: enquiries@inforegulator.org.za
• Website: inforegulator.org.za

3. Records available in terms of other legislation

Records are kept, and may be requested, in accordance with legislation applicable to us, including:

• Companies Act, 71 of 2008
• Income Tax Act, 58 of 1962 and Value-Added Tax Act, 89 of 1991
• Basic Conditions of Employment Act, 75 of 1997 and Labour Relations Act, 66 of 1995
• Compensation for Occupational Injuries and Diseases Act, 130 of 1993
• Occupational Health and Safety Act, 85 of 1993
• Petroleum Products Act, 120 of 1977 (wholesale licence W/2014/0136)
• Broad-Based Black Economic Empowerment Act, 53 of 2003

4. Records automatically available

The following records are freely available without a PAIA request: the content of this website, including product descriptions and technical characteristics; marketing brochures; our published certificates (API licence, ISO 9001:2015 certificate, BEE affidavit, wholesale fuel licence, letter of good standing); and material safety data sheets, which are supplied on request for any product.

5. Categories of records held

• Company records: incorporation documents, statutory registers, minutes, licences and certificates;
• Financial records: annual financial statements, tax records, banking records, asset registers;
• Employment records: employee personal files, payroll, employment contracts, health and safety records;
• Operational records: product formulations and specifications, laboratory test records, quality management system documents, production records;
• Customer and supplier records: contracts, quotations, orders, invoices, delivery notes, correspondence;
• Personal information: as described in section 8 below.

Listing a category does not mean a record in it is automatically accessible; requests are assessed under PAIA, and grounds of refusal (such as trade secrets and commercially sensitive formulations) may apply.

6. How to request access to a record

1. Complete Form 2 (Request for Access to Record) published under PAIA, available from the Information Regulator’s website.
2. Address it to the Information Officer at the contact details in section 1, by email, post or hand delivery.
3. Identify the record, the right you seek to exercise or protect, and why the record is required for that right.
4. Proof of identity is required. If you request on behalf of another person, proof of capacity must be provided.
5. Pay the prescribed request fee and, where applicable, access and reproduction fees as set out in the PAIA fee regulations. Personal requesters (requesting their own personal information) do not pay the request fee.

We will respond within 30 days as required by PAIA, either granting access, refusing with reasons, or extending the period where the Act permits. If a request is refused, you may lodge a complaint with the Information Regulator or apply to court.

7. Availability of this manual

This manual is available on this website, at our head office during business hours, and from the Information Officer on request. It will be updated whenever the information in it changes materially.

8. Processing of personal information (POPIA)

We process personal information of customers, suppliers, employees and website visitors for the purposes of conducting our business, as set out in our Privacy Policy. In summary:

• Categories of data subjects: customers and their staff, suppliers, employees, job applicants, website enquirers;
• Purpose: sales and supply of lubricants, account management, legal compliance, employment administration;
• Recipients: our branches, contracted service providers, regulators where required by law;
• Cross-border flows: none in the ordinary course; email services may route data through international infrastructure;
• Security measures: reasonable technical and organisational safeguards, access control and staff confidentiality obligations.

Data subjects may exercise their POPIA rights as described in the Privacy Policy, including lodging complaints with the Information Regulator at POPIAComplaints@inforegulator.org.za.