PAIA Manual

Prepared in terms of section 51 of the Promotion of Access to Information Act, 2000 (PAIA). Date of compilation: 6 October 2026

1. Purpose of this manual

PAIA gives everyone the right to request access to records held by a private body where the record is required to exercise or protect a right, subject to the grounds for refusal in the Act. This manual explains what records Aerial Drone Solutions cc holds and how to request access to them. It also sets out how we process personal information, as required by the Protection of Personal Information Act, 2013 (POPIA).

2. Particulars of the private body

  • Name: Aerial Drone Solutions cc (trading as Aerial Drone Solutions)
  • Type of entity: Close corporation
  • Registration number: 2001/064632/23
  • VAT number: 4430303661
  • Physical address: 30 Sotogrande Street, Silver Lakes, Pretoria, 0081
  • Postal address: 30 Sotogrande Street, Silver Lakes, Pretoria, 0081
  • Telephone: +27 72 049 6035
  • Email: info@aerialdronesolutions.co.za
  • Website: www.aerialdronesolutions.co.za
  • Nature of business: Aerial cinematography, photography and related drone operations for film, television, commercial, event, property and industrial clients

3. Information Officer

No Deputy Information Officer has been designated. All PAIA and POPIA requests should be addressed to the Information Officer.

4. Guide on how to use PAIA

The Information Regulator has published a Guide on how to use PAIA and POPIA. It explains how to exercise your rights under both Acts. The Guide is available in the official languages on the Information Regulator’s website and at its offices, and you may request a copy from the Regulator or from our Information Officer using Form 01 of the PAIA Regulations.

5. Records available without a formal request

We have not published a notice under section 52 of PAIA. Information published on this website — including our services, pricing information, contact details, Privacy Policy, Terms of Use and this manual — is freely available without a formal request.

6. Records held in terms of other legislation

Where applicable to our business, we keep records in terms of legislation including:

  • Close Corporations Act 69 of 1984
  • Companies Act 71 of 2008 (to the extent it applies to close corporations)
  • Income Tax Act 58 of 1962
  • Value-Added Tax Act 89 of 1991
  • Tax Administration Act 28 of 2011
  • Civil Aviation Act 13 of 2009 and the Civil Aviation Regulations, including Part 101 (remotely piloted aircraft systems)
  • Air Services Licensing Act 115 of 1990
  • Basic Conditions of Employment Act 75 of 1997
  • Labour Relations Act 66 of 1995
  • Unemployment Insurance Act 63 of 2001
  • Compensation for Occupational Injuries and Diseases Act 130 of 1993
  • Occupational Health and Safety Act 85 of 1993
  • Consumer Protection Act 68 of 2008
  • Electronic Communications and Transactions Act 25 of 2002
  • Protection of Personal Information Act 4 of 2013
  • Promotion of Access to Information Act 2 of 2000

This list is not exhaustive and does not mean that every Act imposes record-keeping obligations on us.

7. Subjects and categories of records held

Listing a category below does not mean records in it will be released. Every request is considered under PAIA, including the grounds for refusal in Chapter 4 of Part 3 of the Act (for example, protection of third parties’ personal or commercial information, confidential information and legally privileged records).

  • Company administration: founding statement and amendments, member records, registration documents, statutory returns and correspondence with the Companies and Intellectual Property Commission.
  • Accounting and tax: annual financial statements, accounting records, invoices, bank records, and income tax and VAT records and returns.
  • Clients and quotations: enquiries, quote requests, briefs, quotations, client contact details and correspondence.
  • Contracts: client agreements and production agreements, supplier and service agreements, and the Aerial Services Agreement under which commercial drone operations are conducted.
  • Suppliers and service providers: supplier details, quotations, invoices and correspondence, including hosting, equipment and crew suppliers.
  • Productions and projects: briefs, call sheets, schedules, location and site-access details, shot lists, footage, photographs, edits and delivery records.
  • Drone and aviation operations: aircraft registration records, remote pilot certification, flight logs, flight planning and risk assessments, operational approvals and related correspondence with authorities and site owners.
  • Insurance: policies, schedules, certificates and claims records.
  • Marketing and website: website content, portfolio material, testimonials, records of permissions to show client work, and website enquiry records.
  • Employees and contractors (where applicable): contracts, contact details, payroll and tax records, and records required by labour legislation.

8. How to request access to a record

  1. Complete Form 02 (Request for Access to Record) of the PAIA Regulations, available on the Information Regulator’s website.
  2. Send it to our Information Officer by email to info@aerialdronesolutions.co.za, by post or by hand to 30 Sotogrande Street, Silver Lakes, Pretoria, 0081.
  3. Give enough detail for us to identify the record and you, state the form of access you want, and explain which right you want to exercise or protect and why the record is needed for that purpose.
  4. If you are requesting on behalf of someone else, include proof of the capacity in which you are acting.

Fees. Request and access fees are those prescribed in the PAIA Regulations. A requester asking for their own personal information does not pay a request fee. If a fee or deposit is payable, we will tell you using Form 03 before processing continues.

Timeline. We will notify you of our decision within 30 days of receiving a complete request. PAIA allows this period to be extended once, by up to a further 30 days, in limited circumstances; we will tell you if this happens. If we do not respond within the required period, the request is regarded as refused.

9. Remedies

There is no internal appeal procedure for private bodies. If you are not satisfied with our decision (including a refusal, the fees charged or an extension of time), you may, as provided in PAIA:

10. Processing of personal information

Purpose of processing. Responding to enquiries and preparing quotations; planning and delivering productions and drone operations; obtaining operational approvals and site access; invoicing, accounting and tax; meeting legal, regulatory and aviation obligations; managing suppliers, crew and staff; and operating and securing our website.

Categories of data subjects and information.

  • Clients and prospective clients: names, contact details, company and billing details, VAT numbers, project details, locations, briefs and correspondence.
  • Suppliers, crew and contractors: names, contact details, company, banking and tax details, and contracts.
  • Employees (where applicable): personal, contact, employment, payroll and tax information.
  • Website visitors: information submitted through the quote form, and basic technical information logged by our hosting provider.
  • People appearing in footage or photographs: images of people filmed or photographed during a production, including members of the public who may be incidentally captured.

Recipients. Our hosting and email provider (Domains.co.za); crew, editors and production partners on a project; aviation authorities, landowners and site managers where required for a flight or approval; our accountant, auditors, insurers and professional advisers; and regulators, courts or others where required by law.

Cross-border flows. We do not plan to transfer personal information outside South Africa ourselves, other than through widely used services a data subject chooses to use with us (such as WhatsApp or file-sharing services). Any transfer we make will comply with section 72 of POPIA.

Security measures. Encrypted website connections (HTTPS), access-controlled email and website accounts, limited access to records, uploaded quote-form files removed from the web server immediately after sending, and secure storage of client and project records.

11. Availability of this manual

This manual is available on this website and for inspection at our address, 30 Sotogrande Street, Silver Lakes, Pretoria, 0081, during normal business hours. A copy can also be requested from the Information Officer.

12. Updates

We review this manual periodically and update it when our records, processes or contact details change.