PAIA manual

1. About the bodies

The promoter

NyxoEVENTS — ⚠️ Registered entity name, registration ⚠️ 0000/000000/07, VAT ⚠️ 4000000000, ⚠️ Physical address, Cape Town, South Africa.

The sponsor

Keyword Technology (Pty) Ltd, registration 2024/124630/07.

2. Information Officer

The Information Officer is ⚠️ Name of the Information Officer, at info@ghostfest.co.za, on +27 800 233 752, or by post at ⚠️ Postal address for a PAIA request. Deputy Information Officers may be appointed under section 56, and if they are, they are listed here.

The Information Officer is registered with the The Information Regulator (South Africa), as the Act requires.

3. The guide, and where to get it

The Information Regulator publishes a guide on how to use PAIA, in every official language, including how to ask a court to compel access. It is free from the Regulator at https://inforegulator.org.za/, by email at complaints.IR@justice.gov.za, or by phone on +27 10 023 5200.

4. Records you can have without asking

These are public, and no PAIA request is needed: the show website and its pages, the published ticket prices and releases, the exhibitor rates and conditions, the running order, the floor plans as published, this manual, and the privacy policy and terms of use.

5. Records we hold

Subject to the grounds of refusal in chapter 4 of PAIA, the bodies hold these categories of record:

• Corporate — founding documents and registration, resolutions, the promoter agreement with the venue, the ticketing agreements and the sponsor agreement.
• Financial — accounting records, bank records, invoices, budgets and the event’s trading results, as the Companies Act and the Tax Administration Act require.
• Commercial and event operations — the floor plan and layout drawings, the exhibitor register and placements, supplier agreements, the programme and contracts with performers.
• Personnel — employment contracts, payroll, leave and disciplinary records of employees and contractors.
• Safety and security — the event safety plan and risk assessment, licences and compliance certificates, incident reports, and the venue’s CCTV.
• Insurance and claims — policy schedules and any claim files.
• Information technology and POPIA — this manual, the privacy policy, the information officer register, the operator agreements and any breach notifications.
• Personal information — mailing-list and application records, held and handled under the privacy policy and chapter 3 of POPIA.

6. How to ask for a record

A request must be made on the form prescribed by PAIA (Form 2), addressed to the Information Officer, and must say enough to identify the record, say which right you are exercising or protecting, and tell us how you want the record delivered — a copy, an inspection, or a transcript.

• Deliver it by email to info@ghostfest.co.za, or by post to the address in section 1, marked for the Information Officer.
• We may ask you to prove your identity and, where you are asking for someone else’s record, your authority to do so.
• We answer within 30 days. Where the request is for a large volume of records, or needs to be searched across more than 1 site, we may extend that once, in writing, as section 26 allows.
• If we grant the request, you pay the prescribed fee before the record is handed over. If we refuse it, we tell you why, in writing, and tell you what you can do about it.

7. Fees

A request for your own personal information is free of the request fee. You are told what it costs before anything is paid, and a request is not processed until the fee is received.

8. When a request may be refused

• The record contains someone else’s personal information, and releasing it would be an unreasonable breach of their privacy (section 63).
• The record is a trade secret, or its release would put a third party’s commercial interests at serious disadvantage (sections 64 and 68).
• The record would disclose information supplied in confidence, or would be privileged in legal proceedings, or would breach a duty of confidence owed to a third party (sections 65 to 67).
• The record contains the financial, commercial, scientific or technical information of the body itself, and releasing it would cause it harm (section 64).
• Releasing it would be a criminal offence, or would endanger someone’s life or safety (sections 41 and 42 read with section 39).
• The request is manifestly frivolous, vexatious or made in bad faith, or the record does not exist.

Refusal is never automatic: we must consider whether releasing the record, or part of it, would still be in the public interest. Section 46 requires us to give you the reasons, and to tell you how to appeal.

9. If you are not happy

You may complain to the The Information Regulator (South Africa) at complaints.IR@justice.gov.za or +27 10 023 5200, and you may apply to a court under section 78 of PAIA. If you asked for your own personal information and we did not respond properly, chapter 3 of POPIA gives you a route to the Regulator as well — the privacy policy sets it out.

10. Where this manual is available

https://www.ghostfest.co.za (this page), the show office on request, and the The Information Regulator (South Africa) for inspection.

11. Contact and updates

Questions about this document go to the show office at info@ghostfest.co.za, or +27 800 233 752 during the show. The show is run and promoted by NyxoEVENTS (⚠️ Registered entity name, registration ⚠️ 0000/000000/07), with Keyword Technology (Pty) Ltd (registration 2024/124630/07).