FOR MATLOSANA.CO.ZA
(Prepared in terms of Section 51 of the Promotion of Access to Information Act, No. 2 of 2000)
DATE OF COMPILATION: May 2026
DATE OF REVISION: May 2027
1. AN OVERVIEW OF MATLOSANA.CO.ZA
Matlosana.co.za operates as a private body running a regional digital business directory, advertising network, and online information hub focusing on the KOSH and wider North West regions. This manual is designed to facilitate the public’s right to request access to records held by the platform as protected under the Constitution of South Africa.
2. PLATFORM CONTACT DETAILS & INFORMATION OFFICER
The responsibility for managing data requests, compliance, and privacy processing lies with the designated Information Officer.
- Chief Information Officer / Head of Body: [Insert Your Name/Designated Head]
- Physical Address: Masefield Ave, Orkney, 2620
- Postal Address: Masefield Ave, Orkney, 2620
- General Telephone: [Insert Business Contact Number]
- Official Compliance Email: info@matlosana.co.za
- Official Website: https://matlosana.co.za
3. THE OFFICIAL PAIA GUIDE
The South African Information Regulator has updated and published an official, easy-to-understand Guide on how to use PAIA. This guide is available across all 11 official languages and can be accessed or inspected directly via the Information Regulator’s website: [https://inforegulator.org.za/](https://inforegulator.org.za/).
4. RECORDS AUTOMATICALLY AVAILABLE (WITHOUT FORMAL REQUEST)
The following broad classifications of information are automatically available to any member of the public without requiring a formal Form 2 PAIA submission:
- Publicly listed business directory profiles, trade data, and local category search outputs.
- Public advertising banners, media kits, promotional graphics, and marketing descriptions.
- General platform usage guidelines, “About Us” documentation, and news features.
- Our on-site regulatory compliance stack (Privacy Policy, Terms & Conditions, Cookie Policy).
5. RECORDS HELD IN ACCORDANCE WITH OTHER LEGISLATION
Where applicable to platform operations, records are kept in terms of the following statutory South African legislation:
- Companies Act, No. 71 of 2008
- Basic Conditions of Employment Act, No. 75 of 1997
- Electronic Communications and Transactions Act, No. 25 of 2002 (ECTA)
- Protection of Personal Information Act, No. 4 of 2013 (POPIA)
- Value Added Tax Act, No. 89 of 1991 / Income Tax Act, No. 58 of 1962
6. DETAILED SUBJECTS AND CATEGORIES OF INTERNAL RECORDS
The following types of internal records are maintained by Matlosana.co.za. Accessing these requires a formal application process as detailed in Section 7:
- Operational & Platform Records: Internal web development logs, technical architecture layouts, site performance metrics (traffic logs and daily hit counts), and internal database schemas.
- Client & Advertiser Records: Profiles of listed directory subscribers, historical advertisement schedules, service level metrics, and communication logs.
- Financial Records: Client invoicing data, supplier transaction registers, banking books, and tax return receipts.
- Administrative Records: Internal business policies, third-party contractor software agreements, and digital vendor service paths.
7. DETAILED PAIA REQUEST PROCEDURE
To request access to any of the records listed in Section 6, the requester must follow this procedural loop:
1.Complete the Prescribed Form:Form 2 Application.
Download and complete the official Form 2: Request for Access to Record from the South African Information Regulator website. Hand-written or typed documents are acceptable, but all sections must be filled.
2.Submit to the Information Officer:info@matlosana.co.za.
Send the completed Form 2 directly to the Information Officer via email. The form must clearly describe the exact record requested and provide the requester’s contact details.
3.State the Right to be Protected:Legal Nexus.
The requester must explicitly state on the form which constitutional right they are seeking to exercise or protect, and clearly explain why the requested record is necessary to fulfill that action.
4.Await Evaluation and Outcome:30-Day Window.
The Information Officer will evaluate the request against statutory rules and respond within 30 days using Form 3 to notify the requester of approval, partial approval, or refusal alongside applicable legislated fees.
8. POPIA PROVISIONS & PROCESSING PERSONAL INFORMATION
Matlosana.co.za actively processes personal data to execute its core function as a business directory.
- Purpose: Data is held to publicize commercial operations, handle client billing accounts, optimize technical site layouts, and verify infrastructure safety against automated bad actors.
- Data Subjects Handled: Platform visitors (IP logs, device metrics), registered business owners (names, emails, cell numbers, trade positions), and third-party operational service providers.
- Recipients: Anonymized metrics may be shared with advertisers. General data is securely managed by underlying hosting operators. Data is never traded commercially to outside brokers.
- Transborder Data Flows: Platform records are secured within robust global cloud architectures. Any storage points located outside South Africa are explicitly protected via international data privacy structures matching or exceeding local POPIA provisions.
- Security Safeguards: Active firewall tracking arrays, administrative backend access locks, strict database encapsulation, and routine digital backup checks are maintained to prevent data loss or leakage.
9. AVAILABILITY of THIS MANUAL
This manual is made publicly available for inspection on our web domain ([https://matlosana.co.za](https://matlosana.co.za)) and a physical master copy is preserved at our operational headquarters: Masefield Ave, Orkney.