Promotion of Access to Information Act (PAIA) Manual — Prepared in Terms of Section 51 of the Protection of Personal Information Act 4 of 2013 (POPIA)
Africa Science (AfricaScience.org)
Effective Date: 1 July 2026 Last Updated: 29 June 2026
1. Introduction
This Manual is published in compliance with Section 51 of the Protection of Personal Information Act 4 of 2013 (“POPIA”), read together with Section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”), as amended.
The purpose of this Manual is to:
- Inform the public of the categories of records held by Africa Science and how to request access to such records;
- Describe the purpose of processing personal information and the categories of personal information processed;
- Outline the rights of data subjects and how those rights may be exercised; and
- Provide the contact details of the Information Officer.
Africa Science is a South African science and technology publication operating the website https://www.africascience.org, dedicated to publishing articles, analysis, and insights about scientific research and technological innovation across the African continent.
2. Contact Details
2.1 Responsible Party
| Detail | Information |
| Name of Body | Africa Science |
| Trading As | Africa Science / AfricaScience.org |
| Website | https://www.africascience.org |
| Physical Address | Cape Town, South Africa |
| Postal Address | Africa Science, Cape Town, South Africa |
| General Email | info@africascience.org |
2.2 Information Officer
| Detail | Information |
| Designation | Editor-in-Chief |
| privacy@africascience.org | |
| Postal Address | Africa Science, Cape Town, South Africa |
The Information Officer is responsible for encouraging compliance with POPIA within Africa Science, dealing with requests made in terms of POPIA, and working with the Information Regulator in relation to investigations.
2.3 Information Regulator (South Africa)
| Detail | Information |
| enquiries@inforegulator.org.za | |
| Postal Address | P.O. Box 31533, Braamfontein, Johannesburg, 2017 |
| Website | https://inforegulator.org.za |
3. Guide on How to Use PAIA and How to Obtain Access to the Guide
The Information Regulator has compiled a guide as contemplated in Section 10 of PAIA to assist persons wishing to exercise their rights under PAIA and POPIA. This guide is available from:
- The Information Regulator’s website: https://inforegulator.org.za
- The Information Regulator’s postal address listed in Section 2.3 above
The guide contains information on:
- The objects of PAIA and POPIA
- How to make a request for access to records
- Contact details of the Information Regulator and information officers of all public and private bodies
- Remedies available in law if a request is refused
- How to lodge a complaint with the Information Regulator
4. Records Available in Terms of Other Legislation
Africa Science maintains records that may be available in terms of the following legislation, where applicable:
- Basic Conditions of Employment Act 75 of 1997
- Companies Act 71 of 2008
- Compensation for Occupational Injuries and Diseases Act 130 of 1993
- Copyright Act 98 of 1978
- Electronic Communications and Transactions Act 25 of 2002
- Employment Equity Act 55 of 1998
- Income Tax Act 58 of 1962
- Labour Relations Act 66 of 1995
- Occupational Health and Safety Act 85 of 1993
- Skills Development Act 97 of 1998
- Skills Development Levies Act 9 of 1999
- Unemployment Insurance Act 63 of 2001
- Value Added Tax Act 89 of 1991
5. Records Held by Africa Science
5.1 Categories of Records
Africa Science holds records in the following categories:
a) Organisational Records
- Founding documents and registration records
- Organisational policies and procedures
- Financial records, accounts, and tax returns
- Insurance records
(b) Editorial and Content Records
- Published articles, analysis, and opinion pieces
- Draft and unpublished editorial content
- Editorial guidelines and standards
- Contributor agreements and correspondence
- Images, graphics, and multimedia content
(c) Human Resources Records (where applicable)
- Employment contracts and agreements
- Payroll and remuneration records
- Leave and attendance records
- Performance reviews
(d) Information Technology Records
- Website hosting and domain registration records
- Website analytics reports (aggregated)
- Server and access logs
- Software licences and subscriptions
(e) Subscriber and User Records
- Newsletter subscription lists
- User correspondence and enquiries
- Cookie consent records
6. Purpose of Processing Personal Information
In terms of Section 51(1)(c) of POPIA, Africa Science processes personal information for the following purposes:
| Purpose | Description |
| Newsletter Communication | To send subscribers articles, updates, and editorial content about African science and technology via email newsletter |
| Website Analytics | To understand how visitors use the Website, identify popular content, improve user experience, and inform editorial decisions |
| Website Security | To protect the Website from unauthorised access, abuse, and security threats |
| Content Management | To manage contributor and editor accounts, publish authored content, and maintain editorial workflows |
| Correspondence | To respond to enquiries, feedback, and communications from the public |
| Legal Compliance | To comply with legal and regulatory obligations, including tax, employment, and data protection laws |
| Business Administration | To manage financial records, supplier relationships, and operational activities |
7. Categories of Data Subjects
Africa Science processes personal information relating to the following categories of data subjects:
| Category | Description |
| Website Visitors | Individuals who access the Website; anonymised/aggregated data collected via analytics and cookies |
| Newsletter Subscribers | Individuals who voluntarily subscribe to the Africa Science email newsletter |
| Contributors and Authors | Individuals who write or submit articles, opinion pieces, or other content for publication |
| Editors and Staff | Individuals employed by or engaged to provide editorial, administrative, or technical services |
| Correspondents | Individuals who contact Africa Science via email, contact forms, or other communication channels |
| Service Providers and Suppliers | Individuals associated with third-party companies providing services to Africa Science |
8. Categories of Personal Information Processed
The following categories of personal information are processed:
| Category | Examples | Data Subjects Affected |
| Identity Information | Full name, biographical details | Contributors, editors, staff |
| Contact Information | Email address, postal address, phone number | Subscribers, contributors, correspondents, staff |
| Online Identifiers | IP address, cookie identifiers, device information | Website visitors |
| Subscription Data | Email address, subscription preferences, subscription date | Newsletter subscribers |
| Employment Information | Job title, employment history, remuneration details | Staff |
| Content and Communications | Articles submitted, editorial correspondence, enquiries | Contributors, correspondents |
| Technical Data | Browser type, operating system, pages visited, referring URL | Website visitors |
| Financial Information | Banking details, tax information (where applicable) | Staff, service providers |
| Authentication Data | WordPress usernames, hashed passwords | Contributors, editors |
Special personal information (as defined in Section 26 of POPIA), such as race, ethnicity, religious beliefs, health, sexual orientation, biometric information, or criminal records, is not knowingly or intentionally collected or processed by Africa Science.
9. Recipients or Categories of Recipients of Personal Information
Personal information may be shared with the following recipients:
| Recipient | Purpose | Information Shared |
| Mailchimp (Intuit Inc.) | Email newsletter delivery and management | Subscriber email addresses, names, preferences |
| Google LLC (Google Analytics 4) | Website analytics and traffic reporting | Anonymised usage data, cookie identifiers |
| Website Hosting Provider | Hosting and maintenance of the Website | Server logs, website data |
| Professional Advisors | Legal, accounting, and auditing services | As required for professional advice |
| South African Revenue Service (SARS) | Tax compliance | Financial and employment records |
| Department of Employment and Labour | Employment law compliance | Employment records |
| Information Regulator | Regulatory compliance and investigations | As required by law |
| Law Enforcement Authorities | As required by law or court order | As required by law |
10. Transborder Information Flows
In terms of Section 72 of POPIA, Africa Science transfers personal information outside the Republic of South Africa to the following jurisdictions:
| Recipient | Jurisdiction | Safeguards |
| Mailchimp (Intuit Inc.) | United States | Mailchimp maintains compliance with internationally recognised data protection frameworks and implements appropriate contractual and technical safeguards |
| Google LLC (Google Analytics 4) | United States | Google maintains compliance with internationally recognised data protection frameworks and applies data processing terms that include adequate safeguards |
All transborder transfers are made in compliance with one or more of the conditions set out in Section 72 of POPIA, including:
- The recipient being subject to laws or binding agreements providing an adequate level of protection;
- The data subject having consented to the transfer; or
- The transfer being necessary for the performance of a contract.
11. Information Security Measures
In terms of Section 19 of POPIA, Africa Science implements the following technical and organisational security measures to protect personal information:
11.1 Technical Measures
- Encryption: All data in transit is protected by SSL/TLS encryption (HTTPS)
- Access Controls: Role-based access to the content management system (WordPress); strong password policies enforced
- Software Security: Regular updates and security patches for the CMS and all plugins
- Data Minimisation: Only personal information that is necessary and relevant to the identified purposes is collected
- Anonymisation: Website analytics data is collected in anonymised or aggregated form where possible
- Secure Deletion: Personal information is securely deleted or anonymised when no longer required
11.2 Organisational Measures
- Information Officer: A designated Information Officer oversees data protection compliance
- Policies and Procedures: Internal data protection policies govern the handling of personal information
- Third-Party Due Diligence: Service providers are selected based on their security practices and compliance frameworks
- Incident Response: Procedures are in place to detect, report, and respond to personal information security breaches in accordance with Section 22 of POPIA
- Training: Editors and contributors with access to personal information are made aware of their data protection obligations
12. Data Subject Rights and Request Procedures
12.1 Rights of Data Subjects
Under POPIA, data subjects have the following rights:
| Right | POPIA Section | Description |
| Right to be notified | Section 18 | To be informed that personal information is being collected and the purpose thereof |
| Right of access | Section 23 | To request confirmation and access to personal information held |
| Right to correction | Section 24 | To request correction or deletion of inaccurate, irrelevant, excessive, or outdated personal information |
| Right to deletion | Section 24 | To request destruction of personal information no longer lawfully retained |
| Right to object | Section 11(3) | To object to processing on reasonable grounds |
| Right to withdraw consent | Section 11(2)(a) | To withdraw consent previously given for processing |
| Right to complain | Section 74 | To lodge a complaint with the Information Regulator |
12.2 Procedure for Requesting Access to Records (PAIA)
To request access to records held by Africa Science, you must submit a request on the prescribed form (Form 2, as contained in Annexure B of the Regulations relating to PAIA).
The request must include:
- Sufficient detail to identify the record(s) requested
- The form of access required (e.g., inspection, copy)
- Your contact details (postal address, email address, and/or fax number)
- Proof of identity (e.g., a copy of your South African identity document or passport)
- If the request is made on behalf of another person, proof of authority to act on that person’s behalf
Submit your request to:
- Email: privacy@africascience.org
- Postal Address: Information Officer, Africa Science, Cape Town, South Africa
12.3 Fees
Access to records may be subject to the prescribed fees as set out in the Regulations to PAIA. The fee structure includes:
- Request fee: A non-refundable fee payable upon submission of the request (where applicable)
- Access fee: A fee for the reproduction, search, and preparation of the record
The Information Officer will notify you of applicable fees before processing your request. No fees are payable for requests relating to personal information about the requester.
12.4 Response Time
Africa Science will respond to access requests within 30 (thirty) days of receiving a complete and valid request. This period may be extended by a further 30 days if:
- The request is for a large number of records or requires a search through a large volume of information;
- The request requires consultation with another party; or
- The requester consents to such extension.
12.5 Grounds for Refusal
Access to records may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, including:
- Protection of the privacy of a third-party individual
- Protection of commercial information of a third party
- Protection of confidential information
- Records that are privileged from production in legal proceedings
- Protection of the safety of individuals or property
- Records requested for a frivolous or vexatious purpose
- Mandatory protection of records in terms of other legislation
If a request is refused, the Information Officer will provide written reasons for the refusal and inform you of your right to lodge a complaint with the Information Regulator or to apply to a court of competent jurisdiction.
13. Objection to Processing of Personal Information
13.1 Right to Object
In terms of Section 11(3) of POPIA, a data subject may object to the processing of their personal information on reasonable grounds relating to their particular situation, unless legislation provides for such processing.
13.2 Procedure for Objection
To object to the processing of your personal information:
- Submit a written objection to the Information Officer at privacy@africascience.org
- Clearly state the grounds for your objection, including how the processing affects your particular situation
- Provide sufficient information for us to identify you and the personal information concerned
- Include a copy of your identity document
13.3 Response to Objection
Upon receiving your objection, the Information Officer will:
- Acknowledge receipt within 7 (seven) working days
- Investigate the objection and assess whether there are reasonable grounds
- Provide a decision within 30 (thirty) days of receipt
- If the objection is upheld, cease the processing and, where appropriate, delete the personal information concerned
- If the objection is not upheld, provide written reasons and inform you of your right to lodge a complaint with the Information Regulator
14. Complaint to the Information Regulator
If you are not satisfied with the outcome of a request or objection, or if you believe that Africa Science has violated your rights under POPIA, you may lodge a complaint with the Information Regulator:
Information Regulator (South Africa)
- Email: enquiries@inforegulator.org.za
- Postal Address: P.O. Box 31533, Braamfontein, Johannesburg, 2017
- Website: https://inforegulator.org.za
- Complaints email: complaints.IR@justice.gov.za
15. Updating of This Manual
This Manual will be reviewed and updated as and when required to ensure compliance with applicable legislation. The latest version will be available on our website at https://www.africascience.org.
16. Availability of This Manual
This Manual is available:
- On the Africa Science website at https://www.africascience.org/popia-manual
- By email request to privacy@africascience.org
- For inspection at the offices of Africa Science during normal business hours (by appointment)
- At the offices of the Information Regulator
A copy of this Manual is also submitted to the Information Regulator as required by POPIA.
This POPIA Manual was last reviewed and updated on 29 June 2026.