PAIA manual

Private body: Listing Media Creative Agency, a real estate photography and film studio.

Head and Information Officer: Nicholas Kruyt, [email protected].

Physical address: 40 High Level Road, Green Point, Cape Town. Email: [email protected].

Website: listingmedia.studio.

The Information Regulator has published a guide on how to use the Act, in every official language, available from the Regulator at inforeg.org.za, by email at [email protected], or at JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001. The guide explains the objects of the Act, the contact details of information officers, how to make a request, the fees and the remedies available.

The public website and its pages, the rate card on request from the services page, this manual, the privacy policy and the terms of use.

Records kept under the Companies Act or the Income Tax Act as applicable, the Value-Added Tax Act where applicable, the Basic Conditions of Employment Act and the Labour Relations Act where staff are employed, the Electronic Communications and Transactions Act, the Consumer Protection Act and the Protection of Personal Information Act.

Client records: agency and agent contact details, agreements and rate schedules, bookings and their history, property details supplied for shoots, review notes and approvals, invoices, statements and payment records.

Media: photographs, film and aerial footage made for clients, and the portfolio.

Studio records: time and travel records per shoot, correspondence and message logs, suppliers and service providers, banking and accounting records, insurance.

Website records: enquiries, rate card requests and server logs.

Complete the prescribed request form (Form 2 in the Regulations, available from the Regulator or from us on request) and send it to the Information Officer at [email protected]. State the record you want in enough detail for us to find it, the form of access you prefer, the right you seek to protect and why the record is needed for that, and your contact details. If you act for someone else, include proof of your authority.

A request fee of R100 is payable before the request is processed, and access fees for reproduction and search time as prescribed in the Regulations may follow. We respond within thirty days; that period may be extended once by up to thirty days where the Act allows, and you will be told if it is. If a request is refused, we give reasons and explain the remedies, including a complaint to the Information Regulator or an application to court.

Purpose: to carry out and record photography and film shoots for estate agencies, deliver and store the media, invoice and collect payment, keep the business records the law requires, and tell clients about the studio’s services.

Data subjects and categories: agents and agency staff (contact and account details); property owners and occupants (property details and media in which their home appears); the studio’s own staff and suppliers (contact and payment details).

Recipients: the client agency and the people it shares galleries with; service providers for hosting, storage, email, calendar and maps, bound by contract; regulators and courts where the law requires.

Cross-border flows: some service providers store data outside South Africa, under contractual protections at least equivalent to POPIA, as section 72 requires.

Security: individual logins with role-based access, private storage with short-lived links, encrypted connections, and breach notification as section 22 requires. Full detail is in the privacy policy.

This manual is available on the website, from the Information Officer by email, and at the studio’s address on request. It is updated when the details in it change.