PAIA Manua

Legal Name: Pisces Scents (Pty) Ltd

Company Registration Number: 2025/844230/07

Physical Address: 192 Garden Street, Meyerspark, Pretoria, 0184, South Africa

Postal Address: 192 Garden Street, Meyerspark, Pretoria, 0184, South Africa

Telephone / WhatsApp: +27 81 382 6524

Email: piscesscents@gmail.com

Website: https://www.piscesscents.co.za/

Information Officer: Cleve L Cass

Capacity: Director / Information Officer

Email: piscesscents@gmail.com

Telephone / WhatsApp: +27 81 382 6524

All requests relating to access to records held by Pisces Scents should be directed to the Information Officer using the contact details above.

Pisces Scents has not appointed a Deputy Information Officer at the date of compilation of this Manual.

Any future change to the Information Officer or Deputy Information Officer details will be reflected in the latest version of this Manual.

The Information Regulator has published a Guide on how to use the Promotion of Access to Information Act 2 of 2000, as amended.

The Guide provides information to assist persons in exercising their rights under PAIA and POPIA.

The Guide, prescribed forms and other PAIA resources are available from the Information Regulator.

Information Regulator: https://inforegulator.org.za/paia/

The current prescribed PAIA forms include Form 02 for a request for access to a record and Form 05 for a complaint.

Pisces Scents makes certain information publicly available through its website without requiring a formal PAIA request.

This may include:

• About Us information

• Product descriptions and publicly available product information

• Publicly available pricing information

• Promotional and marketing information

• Terms and Conditions

• Privacy Policy

• Payment and Shipping Information

• Returns, Refunds & Exchanges Policy

• PAIA Manual

• Other information that Pisces Scents chooses to make publicly available.

Publicly available information can be accessed through the Pisces Scents website at https://www.piscesscents.co.za/

Certain records held by Pisces Scents may be available in accordance with applicable South African legislation.

These may include records relating to:

• Companies Act 71 of 2008

• Consumer Protection Act 68 of 2008

• Electronic Communications and Transactions Act 25 of 2002

• Protection of Personal Information Act 4 of 2013

• Promotion of Access to Information Act 2 of 2000

• Income Tax Act 58 of 1962

• Value-Added Tax Act 89 of 1991, where applicable

• Other legislation applicable to the business.

Access to such records remains subject to the provisions, limitations and requirements of the relevant legislation.

Pisces Scents may hold records relating to the following subjects:

Corporate and Governance Records

• CIPC registration records

• Company incorporation records

• Company resolutions

• Director records

• Statutory records

• Corporate policies and governance records

Financial Records

• Accounting records

• Invoices and receipts

• Banking records

• Payment records

• Tax records

• Financial statements

• Supplier and customer transaction records

Customer Records

• Customer names and contact information

• Delivery and billing information

• Orders and purchase history

• Customer correspondence

• Returns and refund records

• Complaints and enquiries

Supplier and Business Partner Records

• Supplier information

• Supplier agreements

• Quotations

• Purchase records

• Invoices

• Contracts and correspondence

Product and Manufacturing Records

• Product specifications

• Formulation records

• Batch records

• Quality-control records

• Ingredient and raw-material records

• Packaging information

• Product development records

Marketing Records

• Advertising material

• Promotional campaigns

• Social media content

• Marketing communications

• Newsletter and marketing preferences

Website and Technology Records

• Website administration records

• Website analytics

• Technical records

• Security records

• Website service-provider information

Payment Records

• Records relating to payment transactions processed through authorised payment providers, including Netcash.

Delivery and Courier Records

• Delivery addresses

• Tracking information

• Dispatch records

• Delivery confirmations

• Courier correspondence

• Failed-delivery records

Legal and Regulatory Records

• Legal correspondence

• Regulatory correspondence

• Compliance records

• Complaints

• Dispute records

• Legal proceedings and related records

Pisces Scents processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA).

Personal information may be processed for purposes including:

• Processing and fulfilling customer orders

• Processing payments

• Arranging delivery

• Communicating with customers

• Providing customer support

• Processing returns, refunds and exchanges

• Maintaining accounting and financial records

• Preventing fraud and misuse

• Operating and improving the website

• Marketing where permitted by law

• Complying with legal and regulatory obligations.

Personal information may include names, contact details, billing and delivery information, order information, correspondence and technical information collected through the website.

Further information is available in the Pisces Scents Privacy Policy.

Depending on how a person interacts with Pisces Scents, personal information may relate to:

• Customers and prospective customers

• Website visitors

• Suppliers and service providers

• Business partners

• Persons who communicate with Pisces Scents

• Employees and prospective employees, where applicable

• Directors and representatives

• Other persons whose information is lawfully provided to Pisces Scents.

Personal information is processed only for legitimate and lawful business purposes and in accordance with applicable privacy legislation.

Depending on the purpose of processing, Pisces Scents may process:

• Names and surnames

• Contact details

• Email addresses

• Telephone and WhatsApp numbers

• Physical, postal, billing and delivery addresses

• Order and transaction information

• Customer correspondence

• Marketing preferences

• Website and technical information

• Payment status and transaction information.

Pisces Scents does not intentionally store customers' full debit or credit card details on its website. Online payments are processed through authorised payment service providers such as Netcash.

Where reasonably necessary to operate the business and fulfil customer orders, Pisces Scents may share relevant personal information with authorised service providers.

These may include:

• Netcash for payment processing

• Courier and logistics providers for delivery

• Website and hosting service providers

• Email and communication service providers

• Technology, analytics or marketing service providers where applicable

• Professional advisers or other service providers where reasonably necessary.

Pisces Scents does not sell customer personal information.

Certain technology and service providers used by Pisces Scents may process or store information outside South Africa.

Where personal information is transferred outside South Africa, Pisces Scents will take reasonable steps to ensure that such transfers comply with applicable POPIA requirements and that appropriate safeguards are in place.

Pisces Scents takes reasonable technical and organisational measures to protect personal information and business records against loss, damage, unauthorised access, unauthorised disclosure, unauthorised alteration and unlawful processing.

Security measures may include appropriate access controls, password protection, secure service providers, physical security measures and other reasonable safeguards appropriate to the nature of the information.

A person who wishes to request access to a record held by Pisces Scents must submit the prescribed PAIA Form 2 – Request for Access to Record.

The request should be directed to the Information Officer:

Cleve L Cass

Email: piscesscents@gmail.com

Telephone / WhatsApp: +27 81 382 6524

Address: 192 Garden Street, Meyerspark, Pretoria, 0184, South Africa

The requester should provide sufficient detail to enable Pisces Scents to identify the record requested and should state the right that the requester seeks to exercise or protect, as required for a private-body request.

The prescribed Form 2 is available from the Information Regulator's PAIA resources: https://inforegulator.org.za/paia/⁠�

Pisces Scents may refuse access to records where PAIA permits or requires refusal.

Grounds for refusal may include:

• Protection of another person's personal information

• Protection of confidential information

• Protection of commercial information

• Protection of trade secrets

• Protection of intellectual property

• Protection of information supplied in confidence

• Protection of safety

• Protection of privileged information

• Protection of legal proceedings

• Protection of Pisces Scents' legitimate commercial interests

• Other grounds provided for under PAIA or applicable law.

Where access is refused, Pisces Scents will provide reasons for the refusal to the extent required by law.

PAIA permits prescribed fees to be charged in certain circumstances.

A requester may be required to pay the applicable prescribed request fee before a request is processed where required by law.

Additional prescribed fees may apply for reproduction, searching, preparation, delivery or other permitted activities.

Where a deposit is legally required, Pisces Scents will notify the requester of the applicable amount.

No fee will be charged where applicable law prohibits the charging of a fee.

Pisces Scents will consider each PAIA request in accordance with applicable legislation.

The requester will be informed of the decision within the applicable statutory period.

Where access is granted, Pisces Scents will communicate the form and manner in which access will be provided.

Where access is refused, the requester will be informed of the applicable reasons and available remedies.

If a requester is dissatisfied with the outcome of a PAIA request or Pisces Scents does not respond within the applicable period, the requester may have the right to lodge a complaint with the Information Regulator.

For private bodies, the Information Regulator states that a requester may lodge a complaint where a request has been refused or not responded to, subject to the applicable requirements and time periods.

Empowered Compliance Monitor

The prescribed PAIA Form 5 is available from the Information Regulator.

Information Regulator: https://inforegulator.org.za/

PAIA resources: https://inforegulator.org.za/paia/

PAIA complaints: PAIAComplaints@inforegulator.org.za

Telephone: 010 023 5200

This PAIA Manual is made available to the public through the Pisces Scents website.

A copy may also be requested from the Information Officer using the contact details provided in this Manual.

A physical copy may be inspected at the Pisces Scents physical address during reasonable business hours by prior arrangement.

The latest version of this Manual will be maintained and made available when updated.

This Manual will be reviewed periodically and may be updated when there are material changes to Pisces Scents, its Information Officer, the categories of records held, its information-processing activities or applicable legislation.

Version: 1.0

Date of Compilation: August 2026

Date of Revision: August 2026

Information Officer: Cleve L Cass

Physical Address: 192 Garden Street, Meyerspark, Pretoria, 0184, South Africa

Telephone / WhatsApp: +27 81 382 6524

Email: piscesscents@gmail.com

Website: https://www.piscesscents.co.za/⁠�

For PAIA, POPIA or information-access enquiries, please contact the Information Officer using the details above.