This PAIA Manual is prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000, as amended (“PAIA”).

This Manual applies to K2Q Consulting (Pty) Ltd trading as Qualiplexus. It explains how a person may request access to records held by Qualiplexus, describes the categories of records held by the company, and provides information about how Qualiplexus processes personal information in accordance with the Protection of Personal Information Act 4 of 2013 (“POPIA”).

Company name: K2Q Consulting (Pty) Ltd trading as Qualiplexus
CIPC enterprise number: 2016/069096/07
VAT number: 4700294517
Website: www.qualiplexus.co.za
Manual language: English
Date of compilation: 6 June 2026
Revision frequency: Annually, or sooner if required

1. List of Acronyms and Abbreviations

DIO means Deputy Information Officer.

IO means Information Officer.

PAIA means the Promotion of Access to Information Act 2 of 2000, as amended.

POPIA means the Protection of Personal Information Act 4 of 2013.

Regulator means the Information Regulator of South Africa.

Republic means the Republic of South Africa.

2. Purpose of this PAIA Manual

This Manual is intended to assist members of the public, clients, learners, service providers and other interested parties to understand:

• the categories of records held by Qualiplexus;
• which records may be available without a formal PAIA request;
• how to make a request for access to a record held by Qualiplexus;
• the contact details of the Information Officer and Deputy Information Officer;
• how to access the PAIA Guide issued by the Information Regulator;
• the categories of personal information processed by Qualiplexus;
• the purposes for which personal information is processed;
• the categories of recipients to whom personal information may be supplied; and
• the general information security measures used to protect personal information.

3. Key Contact Details for Access to Information

Private body: K2Q Consulting (Pty) Ltd trading as Qualiplexus

Information Officer: Tracey Kim Evans
Deputy Information Officer: Tracy Alison Blanckensee

Email for PAIA and POPIA requests: admin@qualiplexus.co.za
Telephone: +27 78 867 2807

Postal and physical office address for official correspondence and document delivery:
Regus Business Centre
1st Floor, Block B, North Park
Black River Park
2 Fir Street
Observatory
Cape Town
7925
South Africa

Requests for access to records must be submitted to the Information Officer by email at admin@qualiplexus.co.za.

4. Guide on How to Use PAIA

The Information Regulator has made available a guide on how to use PAIA. The guide explains how a person may exercise rights under PAIA and POPIA, including how to request access to records and what remedies are available if a request is refused.

The PAIA Guide is available from the Information Regulator’s website:

Information Regulator PAIA Guide

A person who needs assistance with a request for access to records held by Qualiplexus may contact the Information Officer by emailing admin@qualiplexus.co.za.

5. Records Available Without a Formal PAIA Request

Certain information about Qualiplexus is publicly available or may be provided without requiring a formal PAIA request. This may include information made available on the Qualiplexus website or information supplied directly by Qualiplexus in the ordinary course of business.

Records that may be available without a formal PAIA request include:

• public information about Qualiplexus services, training, eLearning, consulting and auditing;
• Terms and Conditions, Privacy Policy and this PAIA Manual;
• general business contact information; and
• public course information, course descriptions and registration information where published.

6. Records Available in Accordance with Other Legislation

Qualiplexus keeps records required for business, company, tax, financial, contractual, privacy and operational purposes. Access to these records may be subject to applicable legislation, confidentiality obligations, contractual duties and lawful grounds for refusal under PAIA.

These records may include:

• company registration and governance records required under the Companies Act;
• tax, VAT, accounting and financial records required under applicable tax and SARS requirements;
• PAIA Manual and access to information records required under PAIA;
• personal information processing records required under POPIA;
• contracts, service agreements and supplier records; and
• training, attendance, assessment and CPD-related records.

7. Subjects on Which Qualiplexus Holds Records

Qualiplexus may hold records relating to the following subjects:

• Company governance: company registration records, CIPC records, director resolutions, business records and governance records.
• Clients and prospective clients: client contact details, enquiries, proposals, quotations, contracts, service records, correspondence and project records.
• Consulting and auditing services: project records, audit planning records, reports, evidence supplied by clients, working documents and related correspondence.
• Training and eLearning: course registration records, learner details, attendance records, assessment records, certificates, Moodle access records and training correspondence.
• CPD and professional registration: professional registration numbers, CPD attendance information, CPD submission records and related correspondence with professional or CPD bodies.
• Contracted consultants and service providers: contact details, contracts, payment records, confidentiality obligations, project allocations and related correspondence.
• Finance and accounting: invoices, statements, payment records, supplier records, accounting records, VAT records and financial correspondence.
• Marketing and communication: website information, social media content, feedback, testimonials, event information and communication records where permission has been obtained or where the information has been lawfully provided for that purpose.
• Information security and privacy: privacy notices, PAIA and POPIA records, access request records, security incident records and related governance records.

8. Processing of Personal Information

8.1 Purpose of Processing Personal Information

Qualiplexus processes personal information for lawful business, training, consulting, auditing, financial, administrative, contractual and communication purposes. These purposes may include:

• responding to enquiries;
• preparing proposals, quotations, contracts and invoices;
• providing consulting, auditing, training and eLearning services;
• managing Moodle access, course participation, attendance, assessments and certificates;
• submitting CPD or professional registration information to relevant professional or CPD bodies where required;
• communicating with clients, learners, contracted consultants and service providers;
• maintaining accounting, tax, VAT and payment records;
• managing contractual and legal obligations;
• maintaining records for audit, governance and business purposes;
• protecting confidential information and personal information; and
• using feedback, testimonials, comments or images for marketing or public communication purposes where permission has been obtained or where the information has been lawfully provided for that purpose.

8.2 Categories of Data Subjects and Personal Information Processed

Qualiplexus may process personal information relating to the following categories of data subjects:

• Clients and prospective clients: names, job titles, organisation names, contact details, correspondence, service requirements, proposals, contracts, invoicing details and project-related information.
• Training participants and learners: names, contact details, employer or organisation, course registrations, Moodle access details, attendance records, assessment records, certificates, professional registration numbers and CPD information.
• Directors: names, contact details, business records, governance records, CIPC-related records and records required for company administration.
• Contracted consultants and service providers: names, contact details, contracts, confidentiality obligations, banking or payment information, project allocation records and correspondence.
• Suppliers: names, contact details, organisation details, VAT or registration details, invoices, banking information and payment records.
• Website users and persons making enquiries: information voluntarily submitted through email, electronic forms or other communication channels, including names, contact details and enquiry details.
• Persons providing feedback, testimonials or public comments: names, comments, feedback, testimonials, images or other information where permission has been obtained or where the information has been lawfully provided for that purpose.

8.3 Recipients or Categories of Recipients

Qualiplexus may share personal information only where necessary, lawful and appropriate for the purpose for which the information was collected or processed.

Personal information may be supplied to:

• professional bodies, CPD bodies, client organisations, learning platform providers and certificate administration providers where applicable;
• contracted consultants, service providers and client-designated representatives where required for delivery of agreed services;
• accountants, auditors, banks, SARS and authorised financial or regulatory bodies where required;
• regulators, courts, law enforcement bodies, professional bodies or other competent authorities where disclosure is required or permitted by law; and
• website users, LinkedIn users, prospective clients or the public where feedback, testimonials or public comments are used with permission or where the information has been lawfully provided for that purpose.

8.4 Transborder Flows of Personal Information

Qualiplexus uses electronic platforms and cloud-based systems to support its business operations. Personal information may be stored or processed using systems such as Microsoft 365, SharePoint, Teams, Moodle, Xero, Google Forms and Microsoft Forms.

Some of these systems may store or process information outside the Republic of South Africa, depending on the service provider’s hosting arrangements. Where personal information is processed using such systems, Qualiplexus takes reasonable steps to use reputable service providers and appropriate access controls.

8.5 General Description of Information Security Measures

Qualiplexus takes reasonable and appropriate measures to protect personal information against loss, unauthorised access, unauthorised disclosure, alteration or misuse.

These measures may include:

• use of Microsoft 365, SharePoint and Teams access controls;
• password protection on devices and systems;
• controlled access to Moodle, Xero and other electronic platforms;
• restricted access to client, learner and project records;
• confidentiality obligations for contracted consultants;
• secure storage of electronic records;
• secure handling of hardcopy records where applicable;
• reasonable controls over sharing, retention and disposal of records; and
• review of privacy, access and security practices where required.

9. How to Request Access to Records

A person who wishes to request access to a record held by Qualiplexus must submit the prescribed PAIA request form, or a written request that contains substantially the same information, to the Information Officer.

Requests must be submitted by email to admin@qualiplexus.co.za.

The prescribed PAIA request form is available from the Information Regulator:

Form 02: Request for Access to Record

The Information Officer will consider the request in accordance with PAIA. Access to a record may be granted or refused in accordance with the grounds set out in PAIA.

Prescribed fees may be charged where applicable. Qualiplexus may waive fees for simple requests that can be handled electronically without material cost.

10. Availability of this Manual

This Manual is available in English.

A copy of this Manual is available:

• on the Qualiplexus website;
• upon request from the Information Officer;
• at the registered office of Qualiplexus for public inspection during normal business hours, by prior arrangement; and
• to the Information Regulator upon request.

Requests for a copy of this Manual may be sent to admin@qualiplexus.co.za.

No fee is charged for an electronic copy of this Manual.

11. Updating of this Manual

Qualiplexus will review this Manual annually, or sooner if required, to reflect changes to its business, records, contact details, information processing activities, legal requirements or guidance issued by the Information Regulator.

Issued by:
Tracey Kim Evans
Information Officer
K2Q Consulting (Pty) Ltd trading as Qualiplexus