PAIA Manual
Evsol All In One Event Solutions (Pty)Ltd
Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (PAIA), as amended.
Last updated: 12 September 2026
Use Form 2 to request access to a record. The official four-page form opens separately; use your browser’s download button to save it. Complete and send it to george@evsol.co.za.
1. Company and Information Officer
Legal name: Evsol All In One Event Solutions (Pty)Ltd
Registration number: 2012/067874/07
Physical address: First Floor, Cruise Terminal, V&A Waterfront, Cape Town, 8002
Telephone: 0861 911 211
Website: www.evsol.co.za
Information Officer: George Skazikis
Email: george@evsol.co.za
All PAIA requests and questions about this manual should be directed to George Skazikis.
2. Purpose of this manual
This manual explains the categories of records held by Evsol All In One Event Solutions, how to request access, and the remedies available if a request is refused. It also describes our processing of personal information under the Protection of Personal Information Act 4 of 2013 (POPIA).
Evsol All In One Event Solutions provides event safety, event security, medical services, staffing, permits and related event support. This manual covers records held by Evsol All In One Event Solutions (Pty)Ltd in connection with its business and services. The records we hold depend on our role in each assignment.
3. The PAIA Guide and Information Regulator
The Information Regulator publishes a guide explaining how to exercise rights under PAIA and POPIA. It covers requests, assistance, fees and remedies. The guide is available from the Regulator in South Africa’s official languages and in Braille. You may also ask our Information Officer for assistance obtaining or inspecting a copy.
Read the Information Regulator’s PAIA Guide (English PDF)
Information Regulator (South Africa)
Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
Telephone: 010 023 5200
Toll-free: 0800 017 160
General enquiries: enquiries@inforegulator.org.za
PAIA complaints: PAIAComplaints@inforegulator.org.za
For current contact details and assistance, visit the Information Regulator’s website.
4. Records available without a PAIA request
Our published website content, service information, Privacy Policy, this manual and the linked blank Form 2 are publicly available without a formal PAIA request. Copies may be requested from the Information Officer; prescribed reproduction charges may apply to printed copies.
Access to records beyond the published materials listed above must be considered under PAIA or another applicable legal right of access.
5. Records held under other legislation
Depending on applicability, we retain records required by legislation including:
Companies Act 71 of 2008: incorporation, statutory registers, governance and accounting records.
Private Security Industry Regulation Act 56 of 2001: security business and personnel registration and compliance records.
Basic Conditions of Employment Act 75 of 1997: employment particulars, working time, remuneration and leave records.
Labour Relations Act 66 of 1995: employment relations and related proceedings.
Employment Equity Act 55 of 1998: applicable employment equity records and reports.
Compensation for Occupational Injuries and Diseases Act 130 of 1993: compensation registration, returns and occupational injury records.
Unemployment Insurance Act 63 of 2001 and Unemployment Insurance Contributions Act 4 of 2002: employee declarations and contribution records.
Income Tax Act 58 of 1962 and Value-Added Tax Act 89 of 1991: applicable tax, payroll, invoice and return records.
Occupational Health and Safety Act 85 of 1993: workplace safety, risk assessments and incident records.
POPIA: personal information processing, security and data subject request records.
This list is not exhaustive. A reference to legislation does not mean that every record is open to the public. Access is subject to the legislation concerned, PAIA and lawful confidentiality protections.
6. Subjects and categories of records
We hold, or may hold where relevant to our activities, the following records:
Company and governance: incorporation documents, company certificates, statutory registers, resolutions, minutes, annual returns, licences and regulatory correspondence.
Finance and administration: financial statements, accounting records, invoices, receipts, bank and payment records, tax returns, budgets, asset registers, insurance and audit records.
Contracts and suppliers: client and supplier agreements, service levels, subcontracting arrangements, leases, confidentiality agreements, quotations and compliance documents.
Employees and recruitment: applications, CVs, identity and qualification records, references, lawful vetting results, contracts, PSIRA registration details, training, payroll, attendance, leave, performance, disciplinary and occupational injury records.
Clients and service delivery: contact details, enquiries, proposals, quotations, contracts, event instructions, risk assessments, safety and security plans, deployment records, service reports, correspondence and billing records.
Event operations and permits: planning documents, operating procedures, duty rosters, access and accreditation records, crowd management and medical response plans, incident reports, equipment records, permit and licence applications, approvals and correspondence with organisers, venues and authorities where held by us. Relevant vehicle records and CCTV footage may also be held. Records controlled by a client or another provider may need to be requested from that body.
Safety and medical support: assignment records, safety reports and relevant incident or patient information where such support is provided and records are held by us. Health information is subject to additional confidentiality and legal protections. Independent clinical providers may hold their own records.
Marketing and communications: published website and social media content, brochures, company profiles, marketing permissions and business correspondence.
Information technology: relevant hardware, software, system access, service provider, security, backup and support records.
The inclusion of a category does not guarantee that a particular record exists or that access will be granted. Each request is assessed under the applicable law. Where information can lawfully be separated from protected material, access to the disclosable portion will be considered.
7. How to request access
Step 1 — Complete Form 2
Download the official Form 2 using the link above. Provide:
Your full details and reliable contact information.
Proof of identity as required by the form, and proof of authority if acting for another person.
Enough detail to identify the records, including relevant dates, names or reference numbers.
The right you wish to exercise or protect and why the requested record is required for that purpose.
Your preferred form of access, method of delivery and language, where relevant.
Step 2 — Submit your request
Send the completed form and supporting documents to george@evsol.co.za, addressed to George Skazikis. Use the subject line “PAIA request — [your name]”. Alternatively, deliver it to the physical address in section 1.
If you need assistance completing the form or require an accessible way to submit your request, contact the Information Officer. If essential details are missing, we will explain what is needed to process the request.
Step 3 — Fees and processing
Prescribed request and access fees may apply, subject to statutory exemptions. Access charges may include permitted search, preparation, reproduction and delivery costs. You will receive notice of applicable fees and payment arrangements; do not make an unsolicited payment.
Where the anticipated search and preparation time exceeds six hours, a deposit may be required as prescribed. The official Form 3 provides for a deposit calculated at one third of the applicable total. Access may be withheld until the required access fees have been paid.
View the official Form 3 — outcome of request and fees payable (PDF)
Fees are governed by the current PAIA regulations. PAIA legislation and regulations are available from the Department of Justice.
Step 4 — Decision and access
We will notify you of the decision as soon as reasonably possible and ordinarily within 30 calendar days after receipt of the request, subject to PAIA’s procedures. PAIA permits one extension of up to a further 30 days on specified grounds. If an extension is necessary, we will notify you of the period, reasons and your rights to challenge it.
Where access is granted, we will explain the form of access and any fees. Where access is refused, we will provide the reasons and available remedies, subject to PAIA. Lawful grounds may include protection of third-party privacy, confidential commercial information, privileged records and safety or security. PAIA’s applicable public-interest override and severability requirements will be considered.
If you disagree with a decision
There is no internal PAIA appeal procedure for this private body. You may lodge a complaint with the Information Regulator, including where access is refused or no response is received within the applicable period. A complaint must generally be lodged within 180 days, in accordance with PAIA. You may also seek relief from a court with jurisdiction under PAIA.
Visit the Regulator’s complaints page for the submission process, or its PAIA forms page for Form 5 and other prescribed forms.
8. Processing of personal information
Purposes of processing
We process personal information to respond to enquiries; plan, coordinate and provide event safety, security, medical services, staffing, permits and related support; administer contracts, accounts and payments; recruit and manage personnel; coordinate deployments; record and investigate incidents; meet legal obligations; and establish, exercise or defend legal rights. Direct marketing is subject to applicable consent and objection requirements.
Where we process information on a client’s behalf, we act under the applicable agreement and authorised instructions.
Data subjects and information categories
Clients and their representatives: names, contact details, company and billing details, contracts, correspondence and service requirements.
Employees, applicants and contractors: identification, contact details, qualifications, vetting and registration details, employment, payroll, banking, attendance and training information, and relevant health information where lawfully required.
Suppliers and service providers: contact, company, tax, banking, contractual and compliance information.
Event attendees, venue representatives and other persons involved in event operations or incidents: relevant accreditation, access, vehicle, CCTV, incident and contact information where processed in delivering our services.
Persons receiving medical or emergency support: relevant identification, contact and health information where lawfully necessary and held by us.
Website users and enquirers: information submitted through forms, email or other communications, and relevant technical information processed by our website services.
We limit processing to what is relevant and lawful. Special personal information, including health information, and children’s information receive the additional protections required by POPIA.
Recipients of information
Relevant information may be shared with authorised staff; clients where necessary for service delivery; appointed contractors and operators; hosting, communications, payroll and other technology providers; professional advisers and insurers; emergency or medical providers; and regulators, courts or law enforcement where required or permitted by law. Regulatory recipients may include SARS, PSIRA and the relevant employment, compensation and unemployment insurance authorities.
Operators must protect information and process it only within their authorised instructions. We do not sell personal information.
Transfers outside South Africa
Email, cloud hosting, storage, backup or other technology services may involve processing outside South Africa, depending on the provider. Any transfer must meet section 72 of POPIA, including protection through applicable law, binding agreements or another permitted basis.
Security, retention and rights
We use reasonable technical and organisational safeguards appropriate to the information and risks, including restricted access, confidentiality requirements and safeguards for physical and electronic records. We retain information for as long as necessary for its purpose or as lawfully required or permitted, and securely dispose of or de-identify it when retention is no longer justified. Security compromises are notified as required by POPIA.
Subject to applicable legal requirements, you may request access to your information, ask for correction or deletion, object to processing, and withdraw consent where processing relies on consent. Contact the Information Officer for assistance. Our Privacy Policy provides further information about our practices and your rights.
9. Availability of this manual
This manual is available free of charge on our website and for inspection at our physical address during normal business hours. An electronic copy may be requested from the Information Officer. Prescribed reproduction charges may apply to printed copies. A copy will be made available to the Information Regulator on request.
10. Review and updates
The Information Officer will review this manual regularly and update it when material changes occur to our contact details, records, services or information practices. The current version will be available on this page.
Send completed requests to george@evsol.co.za.