PAIA manual
Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended by section 110 of the Protection of Personal Information Act 4 of 2013 (POPIA).
1. Introduction and contact details
Flexi Drive (Pty) Ltd t/a Flexi Drive is a private body that provides long-term vehicle subscriptions under the Flexi Drive brand. This manual explains what records we hold and how to request access to them.
| Name of private body | Flexi Drive (Pty) Ltd t/a Flexi Drive |
|---|---|
| Registration number | 2012/068050/07 |
| Head of private body | Riek Olivier, CEO |
| Information Officer | Charlaine van den Heever |
| charlaine@fleximobility.co.za | |
| Street address | 163 Uys Krige Drive, Ground Floor, Zeezicht Building, Tygerhills Office Park, Plattekloof, Cape Town, 7500 |
| Branch office | 43 Ingersol Road, Lynnwood Glen, Pretoria, 0081 |
| Website | flexi-drive.co.za |
All PAIA requests must be addressed to the Information Officer.
2. Guide, records held and records available without a request
The Information Regulator’s guide
The Information Regulator has published a guide (section 10 of PAIA) on how to use PAIA and POPIA. It is available in all official languages and in braille from the Information Regulator, and a copy may be inspected at our offices during business hours.
Categories of records we hold
| Subject | Records |
|---|---|
| Company secretarial | Memorandum of Incorporation, registration documents, share register, directors’ resolutions and minutes |
| Finance and tax | Annual financial statements, management accounts, tax and VAT records, banking records, audit reports |
| Human resources | Employment contracts, payroll, leave and disciplinary records, employment equity and skills development records |
| Customers | Applications, risk assessments, subscription agreements, payment history, correspondence, complaints |
| Vehicles and fleet | Vehicle registration and licensing papers, purchase and funding records, tracking data, service, inspection and damage reports |
| Insurance and claims | Policies, claims files, accident reports, excess payments |
| Traffic fines | Fine notices, redirections and nominations |
| Suppliers and dealers | Dealer agreements, supplier and operator contracts, invoices |
| IT and marketing | System and access logs, website analytics, marketing consents and opt-outs |
| Legal | Litigation files, legal opinions, regulatory correspondence |
Records available without a request (section 52)
| Record | Where |
|---|---|
| Product information, vehicles and indicative pricing | flexi-drive.co.za |
| Privacy Policy, POPIA Notice, Terms of Service and this manual | Privacy Policy, POPIA Notice, Terms of Service |
| Company registration details | Companies and Intellectual Property Commission (CIPC) |
Records not listed here are available only through the request procedure in section 4.
3. Records kept under other laws, and processing of personal information
Legislation under which we keep records
- Basic Conditions of Employment Act 75 of 1997
- Companies Act 71 of 2008
- Compensation for Occupational Injuries and Diseases Act 130 of 1993
- Consumer Protection Act 68 of 2008
- Electronic Communications and Transactions Act 25 of 2002
- Employment Equity Act 55 of 1998
- Financial Intelligence Centre Act 38 of 2001 (where applicable)
- Income Tax Act 58 of 1962
- Labour Relations Act 66 of 1995
- National Road Traffic Act 93 of 1996
- Administrative Adjudication of Road Traffic Offences Act 46 of 1998
- Protection of Personal Information Act 4 of 2013
- Skills Development Levies Act 9 of 1999
- Tax Administration Act 28 of 2011
- Unemployment Insurance Act 63 of 2001
- Value-Added Tax Act 89 of 1991
Processing of personal information (POPIA)
Purpose. We process personal information to assess applications, conclude and manage subscriptions, collect payments, insure, track and recover vehicles, redirect traffic fines, prevent fraud, employ staff, manage suppliers and dealers, and comply with the law.
| Data subjects | Personal information processed |
|---|---|
| Applicants and subscribers | Identity, contact, financial, credit, employment, vehicle location and usage, claims, traffic fines, communications |
| Additional drivers | Identity, licence details, contact details |
| Employees and job applicants | Identity, contact, banking, tax, qualifications, performance, health information where required by law |
| Dealers and suppliers | Company details, contact persons, banking and B-BBEE information |
| Website visitors | IP address, device information, cookie data |
Recipients. Credit bureaus, insurers, warranty and roadside assistance providers, tracking providers, dealers, banks and payment processors, debt collectors, attorneys, IT and hosting providers, group companies, SARS, traffic authorities, regulators and law enforcement.
Cross-border flows. Some cloud, communication and analytics providers store data outside South Africa. We transfer data only where section 72 of POPIA is met.
Security measures. Access controls and role-based permissions, encryption in transit, secure cloud hosting, firewalls and anti-malware, staff confidentiality undertakings, operator agreements under section 21 of POPIA, and a security incident response procedure.
4. How to request a record
- Complete Form 2 (Request for Access to Record) under the PAIA Regulations, available from the Information Regulator’s website or from us.
- Send it to the Information Officer by email or hand delivery, with proof of identity and, if you act for someone else, proof of your authority.
- Identify the record clearly, state the form of access you want, and state the right you are exercising or protecting and why the record is needed for it.
- Pay the request fee (unless you request your own personal information).
- We will decide within 30 days, which we may extend once by up to 30 days with written notice and reasons.
Grounds for refusal
We must or may refuse access as Chapter 4 of Part 3 of PAIA provides, including to protect:
- the privacy of another person (s63);
- commercial information of Flexi or a third party (s64);
- confidential information owed to a third party (s65);
- the safety of individuals and property (s66);
- records privileged in legal proceedings (s67);
- our own commercial, financial or research information (s68 and s69);
- public interest (s70)
We will give reasons for any refusal. Where part of a record is protected, we will release the rest.
Remedies
Flexi Drive has no internal appeal. If your request is refused or you disagree with the fees or form of access, you may, within 180 days of our decision, lodge a complaint with the Information Regulator (PAIA Form 5 to PAIAComplaints@inforegulator.org.za) or apply to a competent court.
5. Availability and updates
This manual is published on flexi-drive.co.za and is available for inspection free of charge at our Cape Town office. We review it at least once a year.
| Approved by | Almo Myburgh |
|---|---|
| Date | 26 October 2026 |