PAIA Manual & Legal Notice

Company Name: Perfamin (Pty) Ltd
Registration Number: 2025/401185/07
Country: South Africa
Registered Location: Johannesburg, South Africa
Website: www.perfamin.com
Email: support@perfamin.com

Information Officer: Designated Representative, Perfamin (Pty) Ltd
Deputy Information Officer: Not applicable unless appointed by Perfamin

If a named Information Officer is appointed in future, this manual should be updated with their full name and contact details.

PAIA gives effect to the constitutional right of access to information.

The purpose of PAIA is to promote transparency, accountability, and effective governance by allowing individuals or organisations to request access to records held by public or private bodies where such access is required for the exercise or protection of rights.

This manual explains:

• What categories of records Perfamin may hold 
• How a person may request access to Perfamin records 
• When access may be granted or refused 
• How personal information requests are handled 
• How Perfamin supports transparency while protecting privacy, confidentiality, and commercial interests

Perfamin may hold records in the following categories:

4.1 Company and Governance Records

• Company registration documents 
• Shareholder or governance records, where applicable 
• Internal company resolutions 
• Statutory records 
• Compliance documents 
• Legal notices and policies 

4.2 Financial and Tax Records

• Accounting records 
• Invoices 
• Supplier invoices 
• Tax-related documents 
• Payment records 
• Bank-related records 
• Audit or accounting correspondence 

Access to financial records may be restricted where confidentiality, legal privilege, privacy, or commercial sensitivity applies.

4.3 Customer and Order Records

• Customer names and contact details 
• Delivery addresses 
• Order history 
• Payment confirmation records 
• Return and refund records 
• Customer support communication 
• Product review submissions, where applicable 

Customer personal information is handled in accordance with Perfamin’s Privacy Policy and POPIA.

4.4 Supplier and Partner Records

• Supplier contracts 
• Fragrance-house or manufacturing communication 
• Courier and logistics agreements 
• Service-provider agreements 
• Confidential commercial information 
• Product development communication 

Certain supplier and partner records may be confidential and may not be disclosed unless required by law.

4.5 Product and Brand Records

• Product descriptions 
• Fragrance notes and consumer-facing product information 
• Brand assets 
• Website content 
• Packaging designs 
• Product imagery 
• Marketing material 
• Campaign assets 
• Evoke Collection content 
• Internal product-development documents 

Perfamin’s intellectual property, creative materials, product stories, brand concepts, and confidential commercial information may be protected from disclosure.

4.6 Employment and HR Records

Where applicable, Perfamin may hold:

• Employment records 
• Contractor records 
• Payroll-related records 
• Internal HR communication 
• Performance or disciplinary records 
• Recruitment information 

Access to HR records is restricted and subject to privacy and employment-law considerations.

4.7 Legal and Compliance Records

• Legal correspondence 
• Regulatory documents 
• Compliance policies 
• Consumer complaints 
• POPIA-related requests 
• PAIA request records 
• Contractual records 
• Dispute records 

Certain information may be available without a formal PAIA request, including:

• Website policies 
• Product information published on www.perfamin.com 
• Public brand information 
• Customer support information 
• Shipping and returns information 
• Privacy Policy 
• Terms of Service 
• Cookie & Consent Policy 
• Legal Notice 

These records may be accessed directly through the website or by contacting Perfamin.

A request for access to records must be made in writing and sent to:

support@perfamin.com

The request should include:

• Full name of the requester 
• Contact details 
• A clear description of the record requested 
• The reason access is required 
• The right the requester seeks to exercise or protect 
• Preferred method of access, if applicable 
• Proof of identity, where required 
• Authority to act on behalf of another person, where applicable 

Perfamin may require the requester to complete the prescribed PAIA request form where necessary.

A prescribed PAIA request fee may apply where permitted by law.

Additional access fees may apply depending on the nature of the request, the time required to search for the records, and the format in which access is requested.

Where fees apply, Perfamin will notify the requester before processing the request further.

Perfamin will respond to a valid PAIA request within the period required by law.

Generally, Perfamin will aim to respond within 30 days of receiving a complete request.

This period may be extended where permitted by PAIA, including where the request is complex, involves a large volume of records, requires consultation with third parties, or requires additional search time.

Perfamin may refuse access to records where PAIA or other applicable laws allow or require refusal.

Access may be refused where records contain:

• Personal information of another person 
• Confidential commercial information 
• Trade secrets 
• Supplier or partner confidential information 
• Financial or commercial information that may harm Perfamin or another party 
• Information supplied in confidence by third parties 
• Legally privileged information 
• Records relating to legal disputes 
• Information that may compromise security, fraud prevention, or business operations 
• Information protected under POPIA or other applicable law 

Your original PAIA document already recognised that access may be limited where confidentiality, privacy, or commercial sensitivity applies. 

If a requested record contains information relating to a third party, Perfamin may be required to notify that third party before granting access.

The third party may have the right to object to disclosure.

Perfamin will consider the rights of the requester, the third party, and Perfamin before deciding whether access may be granted.

Under POPIA, individuals may have the right to request access to personal information that Perfamin holds about them.

A data subject may also request correction or deletion of personal information where legally permitted.

POPIA-related requests may be sent to:

support@perfamin.com

Perfamin may verify the identity of the requester before disclosing, correcting, or deleting personal information.

Perfamin processes personal information in accordance with its Privacy Policy.

Personal information may be collected and processed for purposes such as:

• Order fulfilment 
• Delivery 
• Payment confirmation 
• Customer support 
• Returns and refunds 
• Marketing communication, where permitted 
• Fraud prevention 
• Legal compliance 
• Business record keeping 

Perfamin takes reasonable steps to protect personal information from unauthorised access, loss, misuse, disclosure, or alteration.

This PAIA Manual may be made available:

• On www.perfamin.com 
• By request via support@perfamin.com 
• At Perfamin’s registered office, where applicable 

A printed copy may be requested, subject to reasonable administrative or copying fees where permitted by law.

The South African Information Regulator is responsible for monitoring and enforcing compliance with PAIA and POPIA.

If a requester is not satisfied with Perfamin’s response to a PAIA or POPIA request, they may have the right to contact the Information Regulator.

Perfamin recommends first contacting support@perfamin.com so that we can try to resolve the matter directly.

All Perfamin content, including brand names, logos, product names, fragrance descriptions, product stories, images, videos, packaging designs, website copy, and campaign materials, belongs to Perfamin or is used under licence.

No Perfamin content may be copied, reproduced, modified, distributed, published, sold, or used without prior written permission from Perfamin.

This aligns with your existing Legal Notice, which states that Perfamin’s designs, logos, and written materials are protected under copyright and intellectual property law.

Perfamin may update this PAIA Manual from time to time to reflect changes in:

• Company details 
• Legal requirements 
• Contact information 
• Business operations 
• Website structure 
• Information Officer details 
• Record categories 

The updated version will be published on www.perfamin.com with a revised effective date.

For PAIA requests, POPIA requests, access-to-information queries, or legal notice questions, please contact:

Perfamin (Pty) Ltd
Johannesburg, South Africa
Email: support@perfamin.com
Website: www.perfamin.com