PAIA Manual

• Download PAIA Manual
• Download Form 2 — Request for Access
• Download Form 5 — Complaint
• View the Information Regulator’s PAIA Guide

Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000

Effective date: 27 August 2026
Version: 1.0

1. Introduction

This Manual has been prepared by the Independent Candidates Alliance in accordance with section 51 of the Promotion of Access to Information Act 2 of 2000, commonly referred to as PAIA.

PAIA gives effect to the constitutional right of access to information. It provides a process through which a person may request access to records held by a private body where the record is required for the exercise or protection of a right.

The purpose of this Manual is to:

• Identify the Independent Candidates Alliance and its Information Officer;
• Describe the categories of records held by the Alliance;
• Identify records that are available without a formal PAIA request;
• Explain how a formal request for access must be submitted;
• Describe the types of personal information processed by the Alliance;
• Explain the remedies available where a request is refused or not answered; and
• Assist members of the public in exercising their rights under PAIA and POPIA.

2. Details of the body

Registered name: Independent Candidates Alliance
Public name: ICAlliance
Registered abbreviation: ICA
IEC reference number: 3236
Registration level: District – DC3 – Overberg
Date approved: 18 August 2026

Principal place of business:
20 Duiker Crescent
Sandbaai
Hermanus
Western Cape
South Africa

Telephone: +27 62 124 2870
Email: admin@icalliance.co.za
Website: www.icalliance.co.za

3. Head of the private body and Information Officer

For purposes of PAIA and POPIA:

Name: Dennis Ras
Position: Head of the Independent Candidates Alliance
Capacity: Head of the private body and Information Officer
Email: admin@icalliance.co.za
Telephone: +27 62 124 2870

Registration of the Information Officer with the Information Regulator is in progress.

All requests for access to records must be directed to the Information Officer using the contact details above.

4. The Information Regulator’s PAIA Guide

The Information Regulator has published a guide explaining:

• The objects of PAIA;
• How to make a request for access to a record;
• Assistance available from an Information Officer;
• Fees that may be payable;
• Grounds on which access may be refused;
• Complaints to the Information Regulator;
• Applications to court; and
• The rights and remedies available under PAIA and POPIA.

The Guide is available from the Information Regulator in all official languages.

A person may obtain the Guide from:

Information Regulator South Africa
Woodmead North Office Park
54 Maxwell Drive
Woodmead
Johannesburg
2191

Telephone: 010 023 5200
Toll-free: 0800 017 160
Email: enquiries@inforegulator.org.za

[View the Information Regulator’s PAIA Guide]

A copy of the Guide may also be requested from the ICAlliance Information Officer.

5. Legislation under which records may be held

ICAlliance may hold records in accordance with legislation including:

• The Constitution of the Republic of South Africa, 1996;
• Electoral Commission Act 51 of 1996;
• Electoral Act 73 of 1998;
• Local Government: Municipal Electoral Act 27 of 2000;
• Political Funding Act 6 of 2018, formerly the Political Party Funding Act;
• Promotion of Access to Information Act 2 of 2000;
• Protection of Personal Information Act 4 of 2013;
• Income Tax Act 58 of 1962;
• Basic Conditions of Employment Act 75 of 1997, where applicable;
• Labour Relations Act 66 of 1995, where applicable;
• Unemployment Insurance Act 63 of 2001, where applicable;
• Electronic Communications and Transactions Act 25 of 2002; and
• Other electoral, financial, employment, municipal or administrative legislation applicable to the Alliance’s activities.

This list is not exhaustive. Records may be created or retained under other legislation where applicable.

6. Records automatically available

The following records may be available without a formal PAIA request, subject to publication status, confidentiality and applicable law:

6.1 Registration and governance records

• IEC registration particulars;
• IEC Registration Certificate;
• The current Constitution;
• Public governance policies;
• Public codes and standards;
• Publicly approved organisational information; and
• Published amendments to governance documents.

6.2 Website and public communication records

• Website pages;
• Public announcements;
• News and updates;
• Public statements;
• Media releases;
• Voter-education material;
• Published newsletters;
• Public event notices; and
• Public meeting information.

6.3 Candidate and electoral information

• Approved public candidate profiles;
• Published candidate biographies;
• Candidate manifestos;
• Municipality and ward information;
• Public candidate-selection notices;
• Public election information; and
• Candidate or representative accountability reports approved for publication.

6.4 Political funding information

• Funding information required to be disclosed by law;
• Public donation disclosures;
• Published financial policies;
• Public donor acknowledgements where authorised; and
• Financial or disclosure reports approved for publication.

6.5 PAIA and POPIA records

• This PAIA Manual;
• Privacy and POPIA Notice;
• Prescribed PAIA forms;
• Terms of Use; and
• Other compliance notices published on the website.

Access to automatically available records may be obtained through the ICAlliance website or by contacting the Information Officer.

The fact that a category is listed above does not require ICAlliance to publish personal, confidential, privileged, security-sensitive or legally protected information.

7. Categories of records held by ICAlliance

ICAlliance may hold the following categories of records.

7.1 Constitutional and governance records

• Constitution and amendments;
• Deed of Foundation;
• Party Charter and principles;
• Codes of conduct;
• Governance policies;
• Leadership and office-bearer records;
• Meeting notices, agendas and minutes;
• Resolutions and decisions;
• Delegations of authority;
• Internal registers;
• Complaints and disciplinary records;
• Appeals and review records; and
• Correspondence relating to governance matters.

7.2 IEC and electoral records

• Party-registration documents;
• IEC correspondence;
• Election timetables and notices;
• Candidate lists;
• Candidate nomination documents;
• Electoral deposits and payment records;
• Ward and proportional-representation records;
• Voter-verification records;
• Election-agent and party-agent records;
• Electoral compliance records;
• Objections, disputes and appeals; and
• Election result information.

7.3 Candidate records

• Candidate applications;
• Community nominations;
• Candidate consent records;
• Identity and voter-verification information;
• Eligibility declarations;
• Criminal and disciplinary declarations;
• Conflict-of-interest declarations;
• Candidate qualifications and experience;
• References and supporting documents;
• Vetting and assessment records;
• Interview and selection records;
• Candidate status and workflow records;
• Public profile information;
• Candidate manifestos;
• Training and orientation records;
• Candidate agreements and undertakings; and
• Internal candidate correspondence.

7.4 Membership records

• Membership applications;
• Membership status;
• Contact and identity information;
• Membership approvals;
• Membership correspondence;
• Membership fees or waivers, where applicable;
• Suspension or termination records;
• Appeals;
• Participation records; and
• Member communication preferences.

7.5 Volunteer and supporter records

• Volunteer registrations;
• Skills and availability information;
• Assigned roles;
• Volunteer correspondence;
• Supporter registrations;
• Event participation;
• Community or ward affiliation; and
• Communication preferences.

7.6 Community participation records

• Ward Community Assembly information;
• Community submissions;
• Ward priorities;
• Issue reports;
• Petitions;
• Consultation responses;
• Meeting attendance;
• Public comments;
• Community mandate records;
• Performance-review petitions; and
• Community voting or selection records.

7.7 Financial and funding records

• Bank account records;
• Accounting records;
• Budgets;
• Financial statements;
• Receipts and invoices;
• Expenditure approvals;
• Donation records;
• Donor information;
• Political-funding disclosures;
• Election deposits;
• Registration fees;
• Asset registers;
• Supplier records;
• Contracts;
• Audit records; and
• Tax or regulatory records.

7.8 Employment and contractor records

Where applicable:

• Employment agreements;
• Contractor and service-provider agreements;
• Remuneration records;
• Leave records;
• Performance records;
• Disciplinary records;
• Tax and statutory records;
• Confidentiality undertakings; and
• Termination records.

7.9 Communication and media records

• Emails and correspondence;
• Contact-form submissions;
• Newsletter records;
• Media enquiries;
• Public statements;
• Social-media content;
• Photographs and videos;
• Marketing and campaign material;
• Website content;
• Communication consent records; and
• Unsubscribe or objection records.

7.10 Information-technology records

• Website and database records;
• User accounts;
• Access permissions;
• System logs;
• Security logs;
• Backup records;
• Software and plugin records;
• Hosting records;
• Technical-support records;
• Data incident records;
• Operator and service-provider information; and
• Information-security procedures.

7.11 PAIA and POPIA compliance records

• PAIA requests and responses;
• PAIA request registers;
• PAIA annual reports;
• Privacy notices;
• Consent records;
• Data-subject requests;
• Objections and corrections;
• Information-security incident records;
• Operator agreements;
• Processing assessments;
• Retention schedules;
• Compliance reviews; and
• Correspondence with the Information Regulator.

8. Right of access to records

A requester is entitled to access a record of ICAlliance where:

1. The record is required for the exercise or protection of a right;
2. The requester complies with the procedural requirements of PAIA; and
3. Access is not refused under a ground permitted or required by PAIA.

The requester must identify:

• The right they seek to exercise or protect;
• The record required;
• Why the record is required for the exercise or protection of that right; and
• The form in which access is requested.

A PAIA request is not a general enquiry or an unrestricted request for all information held by ICAlliance.

9. How to submit a request

A requester must complete the prescribed:

Form 2: Request for Access to Record

[Download PAIA Form 2]

The completed form must be submitted to:

Information Officer: Dennis Ras
Email: admin@icalliance.co.za
Physical address:
20 Duiker Crescent
Sandbaai
Hermanus
Western Cape
South Africa

The request must provide sufficient information to enable ICAlliance to:

• Identify the requester;
• Identify the requested record;
• Locate the record;
• Understand the right being exercised or protected;
• Understand why the record is required;
• Determine the required form of access; and
• Contact the requester.

Where a request is made on behalf of another person, proof of the requester’s authority or capacity must be provided.

ICAlliance may request reasonable proof of identity before releasing a record.

10. Assistance to requesters

A person who requires assistance completing a PAIA request may contact the Information Officer.

Reasonable assistance will be provided where practicable, particularly where a person:

• Is unable to complete the form;
• Has a disability;
• Requires clarification regarding the request procedure;
• Is uncertain how to identify the relevant record; or
• Requires information about the applicable form or fee.

Assistance does not guarantee that a request will be granted.

11. Fees

PAIA permits prescribed fees to be charged for:

• Submitting or processing a request;
• Searching for and preparing a record;
• Reproducing a record;
• Providing a record in the requested format; and
• Postage or delivery.

The Information Officer will notify the requester of any applicable fee.

Where the search and preparation of a record is expected to exceed the prescribed period, ICAlliance may require payment of a prescribed deposit before continuing.

Access may be withheld until the applicable fee has been paid.

Fees will be calculated in accordance with the amounts prescribed under PAIA at the time of the request.

12. Decision on a request

ICAlliance will ordinarily notify the requester of its decision within 30 days after receiving a properly completed request.

The period may be extended once for a further period permitted by PAIA where, for example:

• The request relates to a large number of records;
• The search requires records located at another location;
• Consultation with another party is required;
• The request cannot reasonably be completed within the original period; or
• The requester agrees to an extension.

The requester will be informed in writing of an extension and the reason for it.

Where access is granted, the notice will state:

• The access fee, if any;
• The form in which access will be provided;
• The steps required to obtain the record; and
• Any portion of the record that has been withheld.

Where access is refused, the notice will provide the reasons for refusal and identify the available remedies.

Failure to respond within the applicable period may constitute a deemed refusal under PAIA.

13. Grounds for refusing access

Access may or must be refused where PAIA requires or permits refusal.

This may include records containing:

• Personal information about another person;
• Confidential information supplied by a third party;
• Commercial or financial information of ICAlliance or another party;
• Information that could prejudice contractual negotiations;
• Legally privileged communication;
• Information protected in legal proceedings;
• Information that could endanger the safety of a person;
• Information that could compromise the security of systems, property or operations;
• Research information protected by PAIA;
• Information prohibited from disclosure by another law;
• Internal material where disclosure would cause legally recognised harm; or
• Records that do not exist or cannot be found after a reasonable search.

Where only part of a record is protected, ICAlliance will consider whether the protected portion can be removed and the remainder disclosed.

14. Third-party information

Where a requested record contains information relating to another person or organisation, ICAlliance may be required to notify that third party and allow them an opportunity to make representations.

The time required for third-party notification and consideration will be handled in accordance with PAIA.

15. Remedies following refusal or non-response

There is no internal appeal against a decision of the head of a private body under PAIA.

A requester who is dissatisfied with:

• A refusal;
• A partial refusal;
• The fee charged;
• The form of access provided;
• An extension;
• A failure to respond; or
• Any other decision made under PAIA

may lodge a complaint with the Information Regulator using:

Form 5: Complaint Form

[Download PAIA Form 5]

Complaints may be sent to:

Email: PAIAComplaints@inforegulator.org.za
Telephone: 010 023 5200
Toll-free: 0800 017 160

A requester may also approach a competent court, subject to the requirements and time periods prescribed by PAIA.

16. Processing of personal information

ICAlliance processes personal information for purposes including:

• Membership administration;
• Candidate applications and nominations;
• Identity and voter verification;
• Candidate selection;
• Community participation;
• Volunteer administration;
• Electoral compliance;
• Political-funding compliance;
• Donations and financial administration;
• Communication and newsletters;
• Website and account administration;
• Complaints and disciplinary processes;
• Security and fraud prevention; and
• Compliance with legal obligations.

Further information is contained in the ICAlliance Privacy & POPIA Notice.

17. Categories of data subjects

ICAlliance may process information relating to:

• Website visitors;
• Registered users;
• Members;
• Candidate applicants;
• Community nominees;
• Nominators;
• Elected representatives;
• Office bearers;
• Volunteers;
• Supporters;
• Voters and community participants;
• Donors;
• Suppliers and service providers;
• Employees and contractors;
• Professional advisers;
• Complainants;
• Correspondents;
• Event participants; and
• Other persons who interact with ICAlliance.

18. Categories of personal information

Personal information processed may include:

• Names and identity information;
• Contact details;
• Addresses;
• Municipality, ward and voting-district information;
• Voter-registration and IEC verification information;
• Membership information;
• Candidate and nomination information;
• Political participation or affiliation;
• Photographs and biographical information;
• Education and employment information;
• References;
• Criminal and disciplinary declarations;
• Conflicts of interest;
• Donation and financial information;
• Account and login information;
• Website and system information;
• Correspondence;
• Communication preferences; and
• Other information voluntarily submitted or lawfully obtained.

19. Recipients of personal information

Personal information may be supplied to:

• Authorised ICAlliance office bearers and administrators;
• The Electoral Commission;
• Municipal, electoral or regulatory authorities;
• Axxess as website and email host;
• Website and technical operators;
• Professional advisers;
• Auditors and accountants;
• Banks and payment providers;
• Service providers assisting with communications or administration;
• Law-enforcement authorities where required by law; and
• The public where information has been approved for lawful publication.

ICAlliance does not sell personal information.

20. Transborder flows of personal information

Some website plugins, email services, software providers or technical infrastructure may process or store limited information outside South Africa.

Where information is transferred outside South Africa, ICAlliance will take reasonable steps to ensure that the transfer complies with POPIA and that appropriate legal, contractual or organisational safeguards apply.

21. Information-security measures

ICAlliance applies reasonable technical and organisational safeguards intended to protect personal information and records against:

• Loss;
• Damage;
• Unauthorised destruction;
• Unlawful access;
• Unauthorised disclosure;
• Alteration; and
• Misuse.

Measures may include:

• User authentication;
• Access controls;
• Restricted administrative permissions;
• Password protection;
• Secure website connections;
• Software updates;
• System and security logs;
• Local backups;
• Confidentiality requirements;
• Role-based access; and
• Incident-response procedures.

Security measures are reviewed and updated as the organisation and its systems develop.

22. Availability of this Manual

This Manual is available:

• On the ICAlliance website;
• For inspection at the principal place of business during reasonable business hours, by prior arrangement;
• From the Information Officer upon request; and
• To the Information Regulator upon request.

A copy may be supplied electronically without charge.

Reasonable reproduction or delivery costs may be charged where a printed copy is requested.

23. Updating the Manual

This Manual will be reviewed and updated when:

• ICAlliance’s structure changes;
• New record categories are created;
• New systems or service providers are introduced;
• Applicable legislation changes;
• Information Officer details change; or
• The Information Regulator issues updated requirements.

The current version and effective date will be published on the ICAlliance website.

24. Contact details

All PAIA requests and enquiries must be directed to:

Independent Candidates Alliance
Information Officer: Dennis Ras
Email: admin@icalliance.co.za
Telephone: +27 62 124 2870
Physical address:
20 Duiker Crescent
Sandbaai
Hermanus
Western Cape
South Africa