Prepared under section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended by POPIA. Date of compilation: 9 October 2026. Available at apea.international/paia and at our office.
6.1 Purpose
PAIA gives everyone the right to ask for access to records held by private bodies when they need them to exercise or protect a right. This manual explains how to make that request to APEA, what records we keep, and how we process personal information under POPIA. APEA is a private body for PAIA purposes.
6.2 Contact details
| Name of body | African Preservice Education Association NPC |
| Registration number | 2025/675966/08 |
| Head of the body | The Executive Director |
| Information Officer | The Executive Director |
| Deputy Information Officer | Not yet appointed |
| Postal address | Available on request |
| Physical address | Johannesburg, Gauteng |
| Telephone | Available on request |
| info@apea.international | |
| Website | apea.international |
6.3 The Information Regulator's guide
The Information Regulator has published a guide in each official language on how to use PAIA and POPIA. It explains your rights and how to make requests and complaints. You can get a copy from the Regulator's website at www.inforegulator.org.za, by visiting its office at Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191, or by emailing enquiries@inforegulator.org.za. A copy is also available for inspection at our office during business hours.
6.4 Records available without a request
The following are freely available on our website or on request, without a formal PAIA request: our public brochures and company profile, AFSI 2027 programme information, published reports, policy briefs and the AFSI communiqué, our Privacy Policy, Cookie Policy, Website Terms and this manual. We haven't published a section 52 notice listing other automatically available records.
6.5 Records kept under other laws
We keep records as required by, among others:
- Companies Act 71 of 2008
- Income Tax Act 58 of 1962 and Tax Administration Act 28 of 2011
- Value-Added Tax Act 89 of 1991
- Basic Conditions of Employment Act 75 of 1997
- Employment Equity Act 55 of 1998
- Labour Relations Act 66 of 1995
- Unemployment Insurance Act 63 of 2001 and Unemployment Insurance Contributions Act 4 of 2002
- Compensation for Occupational Injuries and Diseases Act 130 of 1993
- Skills Development Act 97 of 1998 and Skills Development Levies Act 9 of 1999
- Consumer Protection Act 68 of 2008
- Electronic Communications and Transactions Act 25 of 2002
- Protection of Personal Information Act 4 of 2013
- Children's Act 38 of 2005
- Nonprofit Organisations Act 71 of 1997
6.6 Categories of records we hold
| Subject | Records |
|---|---|
| Company and governance | Memorandum of Incorporation, CIPC records, board and committee minutes, resolutions, register of directors, policies, the Africa Future Skills Network Founding Charter (from March 2027) |
| Finance and tax | Annual financial statements, budgets, accounting records, bank statements, invoices, tax returns, audit reports |
| Funding and partnerships | Grant agreements, sponsorship and partnership agreements, funder reports, prospectuses |
| Staff and human resources | Employment contracts, payroll, leave records, performance records, disciplinary records, employment equity reports, recruitment records and applicant files |
| Events and programmes | Delegate registrations, ticket sales records, programme applications, judging records, speaker agreements, venue and supplier contracts, event photos and recordings |
| Members and network | Africa Future Skills Network member records (from March 2027), working group and Youth Council records |
| Communications | Correspondence, newsletters, mailing lists, website content and analytics |
| IT and security | System logs, access records, operator agreements |
| Legal | Contracts, legal opinions, litigation records, intellectual property records |
Being listed here doesn't mean a record will be released. Access may be refused on the grounds in clause 6.9.
6.7 How to make a request
- Complete Form 2 (Request for Access to Record) under the PAIA Regulations, available from the Information Regulator's website or from us.
- Give enough detail for us to identify the record, say how you'd like access (copy, inspection, electronic), and explain which right you're trying to exercise or protect and why you need the record for it.
- If you're asking on someone else's behalf, include proof of your authority.
- Send the form to the Information Officer at info@apea.international, or by post or hand delivery to the addresses above.
- Pay the request fee if it applies (clause 6.8). We'll tell you if an access fee or deposit is payable.
We'll decide within 30 days of receiving the completed request. We may extend this once by up to 30 more days if the request is large or needs consultation, and we'll tell you why. If you can't read or write, or have a disability, you may make the request orally and we'll help you complete the form.
6.8 Fees
The fees are set by the PAIA Regulations and may change. A requester asking for their own personal information doesn't pay the request fee. Other requesters pay a request fee of R140. Access fees for copying, transcription and postage may also apply, and a deposit may be charged if finding and preparing the record will take more than six hours.
6.9 Grounds for refusal
We may, and in some cases must, refuse access under Chapter 4 of Part 3 of PAIA, including to protect:
- the privacy of a third person who is a natural person (section 63)
- third parties' commercial information, such as sponsors' or suppliers' pricing and trade secrets (section 64)
- confidential information owed to a third party under an agreement (section 65)
- the safety of individuals and property (section 66)
- records privileged from production in legal proceedings (section 67)
- APEA's own commercial information, such as research, budgets and negotiating positions, where disclosure would likely cause harm (section 68)
- research information of APEA or a third party (section 69)
We must still release a record if disclosure would reveal a serious breach of the law or an imminent risk to public safety or the environment, and the public interest clearly outweighs the harm (section 70).
6.10 If your request is refused
APEA has no internal appeal process. If you're unhappy with our decision, you may lodge a complaint with the Information Regulator within 180 days, or apply to court.
6.11 Processing of personal information (POPIA section 51(1)(c))
Purpose of processing. Running APEA as a non-profit company; organising AFSI and other events; running youth and skills programmes; managing the Africa Future Skills Network (to be founded in March 2027), its Council, Youth Council and working groups; fundraising and managing partnerships; providing consultancy services; recruitment and employment; communications and marketing with consent; and complying with the law.
Categories of data subjects and information.
| Data subjects | Personal information |
|---|---|
| Delegates and ticket buyers | Contact and identity details, organisation, billing details, dietary and access needs |
| Programme applicants, including minors | Contact details, age, school or institution, submissions, guardian consent records |
| Speakers and moderators | Biographies, photos, contact and travel details |
| Network members and council members (from March 2027) | Contact details, organisation, role, nominations |
| Sponsors, partners, funders and suppliers | Contact persons, company, tax and banking details |
| Staff, contractors and volunteers | Identity numbers, contact details, banking, tax, qualifications, employment and screening records, equity data |
| Job applicants | CVs, qualifications, references, interview notes, screening results with consent |
| Website users | IP addresses, cookie and usage data |
Recipients. Operators that provide IT, hosting, ticketing, payment, email and cloud services (including Wix and Peach Payments); event suppliers and the venue; programme partners and judging panels; auditors, banks and professional advisers; government bodies where the law requires (for example SARS, the Department of Employment and Labour, CIPC).
Cross-border transfers. Some operators store information outside South Africa, including in the United States, the EU and Israel. We transfer only where POPIA section 72 allows (see clause 4.7).
Security measures. Access control on a need-to-know basis; strong passwords and multi-factor authentication; encryption in transit; operator agreements with security clauses; staff confidentiality undertakings; regular backups; a breach response procedure in line with POPIA section 22; and periodic review of these measures.
6.12 Availability and updates
This manual is on our website and can be inspected free of charge at our office. Copies can be provided on request, subject to the prescribed fee. We'll review it at least once a year and whenever our activities or the law change.