PAIA Manual

Prepared in accordance with Section 51 of the Promotion of Access to Information Act (No. 2 of 2000)

Entity: Blue Saddle Ranches Homeowners Association (HOA)

Effective Date: July 2026

Contact Email: marketing@bluesaddleranches.co.za

1. Introduction

The Promotion of Access to Information Act, 2000 (PAIA) gives third parties the right to access information held by public and private bodies under certain circumstances. This manual sets out the procedures to request access to records held by the Blue Saddle Ranches Homeowners Association (HOA) in accordance with PAIA and the Protection of Personal Information Act (POPIA).

2. Contact Details & Information Officer

The Information Officer of the HOA is responsible for processing requests for access to records.

Name of Entity: Blue Saddle Ranches Homeowners Association
Postal & Physical Address: Blue Saddle Ranches, Midvaal, Gauteng, South Africa
Information Officer Contact Email: marketing@bluesaddleranches.co.za
Official Website: bluesaddleranches.co.za

3. Guide on How to Use PAIA

A guide on how to exercise your rights under PAIA is available from the Information Regulator of South Africa. Enquiries regarding the guide can be directed to:

The Information Regulator (South Africa)
Website: inforegulator.org.za
General Enquiries Email: enquiries@inforegulator.org.za
PAIA Complaints Email: PAIAComplaints@inforegulator.org.za

4. Records Held by the HOA

The HOA holds records under the following operational categories:

Administrative & HOA Records: Constitution, conduct rules, architectural guidelines, minutes of Annual General Meetings (AGMs), and board decisions.
Financial Records: Financial statements, annual budgets, levy records, and audit documentation.
Member & Resident Data: Stand numbers, registered owner names, contact details, and access control registers.
Contractual & Vendor Records: Service level agreements with security, maintenance, and third-party infrastructure providers.

Note: Access to these records is not automatic and is subject to the statutory grounds for refusal outlined in PAIA and POPIA.

5. Request Procedure

To request access to a record held by Blue Saddle Ranches HOA, the requester must:

Submit a formal request in writing to marketing@bluesaddleranches.co.za.
Provide sufficient detail in the request form (Form 2) to enable the Information Officer to identify the record and the identity of the requester.
State the legal right the requester is seeking to protect or exercise.
Pay the prescribed statutory fee (where applicable) before the request can be processed.

6. Grounds for Refusal

The Information Officer may refuse access to records on statutory grounds, including:

Mandatory protection of the privacy of a third party who is a natural person (under POPIA).
Protection of commercial or confidential information of a third party or vendor.
Protection of the safety of individuals and the physical or digital security of the estate.
Records privileged from production in legal proceedings.

7. Availability of the Manual

This manual is available for inspection on the official Blue Saddle Ranches website or upon written request to marketing@bluesaddleranches.co.za.