PAIA manual · Provelis

Last updated: 2 September 2026.

1. The body this manual relates to

SmartImage (Pty) Ltd, a private company registered in the Republic of South Africa, trading in part under the Provelis brand.

Registered address: First floor, Building 2, Delta Park, 749 Rubenstein Avenue, Moreleta Park, Pretoria 0181
Postal address: As above.
Telephone: +27 87 096 0700
Information Officer: Contactable at info@provelis.co.za, marked for the attention of the Information Officer.

2. The Information Regulator's guide

The Information Regulator has compiled a guide, in terms of section 10 of the Act, on how to use the Act. It is available from the Information Regulator of South Africa, whose contact details are published on the Regulator's website.

3. Records available without a formal request

The following are available on request or on this website without a formal PAIA application:

Marketing and service information published on this site.
This manual and our privacy notice.
Standard terms on which services are offered, on request to a prospective client.

4. Categories of records held

Company records: registration documents, statutory records, licences and authorisations.
Financial records: accounting records, tax records, banking records, invoices.
Personnel records: employment contracts, payroll, training and related records.
Client records: agreements, correspondence, project and service records.
Supplier records: agreements, correspondence and invoices.
Client documents processed under a service agreement. These are held on behalf of the client, who determines access to them. A request for such records is referred to the client.

Records are held in electronic and paper form and are subject to the confidentiality obligations in the relevant agreement.

5. How to request a record

Complete the prescribed request form published by the Information Regulator.
Send it to the Information Officer at the address above, with proof of identity and, where you are acting for someone else, proof of your authority.
Identify the record clearly enough for us to find it, and state the right you are seeking to exercise or protect and why the record is required for that.
State the form of access you want and how you would like to be informed of the decision.

We will respond within 30 days of receiving a complete request. That period may be extended in the circumstances the Act allows, and we will tell you in writing if it is.

6. Fees

Fees are those prescribed under the Act and its regulations. Where a fee is payable we will tell you the amount before processing the request, and a request may be withheld until it is paid.

7. Grounds on which a request may be refused

A request may be refused on the grounds set out in Chapter 4 of Part 3 of the Act, including the mandatory protection of the privacy of a third party, the commercial information of a third party, confidential information, and records privileged from production in legal proceedings.

8. If a request is refused

You may lodge a complaint with the Information Regulator, or apply to a court for appropriate relief, as provided for in the Act.

9. Processing of personal information

The purposes for which we process personal information, the categories of data subjects, the recipients, and any planned transborder flows are described in our privacy notice, which forms part of this manual.

10. Availability of this manual

This manual is available on this website, at our registered address during office hours, and from the Information Regulator.