A summary of the manual EduKZN maintains under section 51 of the Promotion of Access to Information Act 2 of 2000, including how to request access to records we hold.
Last updated 2026-10-25 ·
EduKZN School Management Systems
PAIA governs access to records; POPIA governs the protection of personal information. A request under PAIA is made on the prescribed form and may attract a request fee. Requests for your own personal information are usually handled more quickly under POPIA — see our privacy notice.
About this manual
The Promotion of Access to Information Act 2 of 2000 ("PAIA") gives effect to the constitutional right of access to information. Section 51 requires every private body to keep a manual describing the records it holds and how a request for access to those records is made.
This page summarises the manual of EduKZN School Management Systems. The full manual is available on request from our Information Officer at no charge, in the form and language in which it is held.
Where EduKZN operates a management platform on behalf of a school, the learner, guardian, staff and financial records in that platform belong to the school. Requests for those records must be directed to the school concerned, which is the responsible party and the holder of the record.
Information Officer
In terms of PAIA and POPIA, our Information Officer is the person to whom requests for access and data protection queries are addressed. The officer's details are set out in the contact block at the end of this page, and are registered with the Information Regulator.
The Information Officer is supported by internal staff who may acknowledge a request, correspond with a requester and prepare a record for release, but the decision to grant or refuse access is taken by the Information Officer.
Guide by the Information Regulator
The Information Regulator has compiled a guide, in terms of section 10 of PAIA, on how to use the Act. It explains in plain language how to request access, what a requester may expect and what remedies are available.
The guide is available free of charge from the Information Regulator at inforeg.org.za, by email at inforeg@justice.gov.za, or by telephone on 010 023 5200.
Records we hold
The manual records the categories of records we hold. In broad terms these fall into the following groups:
Constitutional and corporate records — registration documents, memoranda of incorporation, statutory registers and resolutions.
Financial records — accounting records, invoices, tax returns, banking records and audit files.
Human resources — employment contracts, personnel files, payroll records and leave registers.
Commercial records — customer contracts, proposals, quotations, supplier agreements and service-level records.
Operational and technical records — platform documentation, change logs, security policies, incident reports and system audit trails.
Client platform data — learner, guardian, staff, attendance, assessment, hostel, transport and billing records held on behalf of client schools, which belong to those schools.
Records are held in electronic form, and in limited cases in hard copy. Retention periods follow the requirements of the relevant legislation and the school's own retention policy for platform data.
How to request access to a record
A request must be made on the prescribed form (Form 2 of the PAIA regulations) and addressed to our Information Officer using the contact details below. The form asks for your particulars, a description of the record you want and the right you seek to exercise.
Requests may be submitted by email, by post or by hand. If you are unable to complete the form because of a disability, tell us and we will take reasonable steps to assist you in another way.
Describe the record clearly enough for us to identify it — an approximate date, a document type or a reference number all help.
State the form of access you want: inspection, a copy, or a transcript.
Tell us the language you would prefer.
Provide proof of identity; if you are acting for someone else, provide proof of your authority.
Pay the prescribed request fee before the request is processed.
We acknowledge a request within 14 days and decide within 30 days, unless the Act permits an extension. If we need more time, or need clarity from you, we will say so in writing and explain why.
Fees
The Act allows us to charge a request fee and an access fee, both prescribed by regulation. The request fee is payable before we consider the request, and it is not refunded if the request is refused. The access fee covers the cost of locating, preparing and copying the record, and is payable before the record is released.
We do not charge for a request for your own personal information where the record is held for a purpose that requires access, or where you are requesting correction or deletion of your information under POPIA. If a fee would cause financial hardship, tell us — the Act allows a requester to ask for a fee waiver.
Grounds on which access may be refused
PAIA balances the right of access against other rights. We may refuse a request where the Act permits it, including where disclosure would:
Unreasonably disclose another person's personal information, including a learner's.
Breach a duty of confidence owed to a third party.
Prejudice the commercial interests of a third party or of EduKZN, such as trade secrets, pricing models or unpublished system designs.
Endanger the life or safety of an individual.
Prejudice an ongoing investigation, legal proceeding or the enforcement of the law.
Disclose information that is privileged from production in legal proceedings.
Every refusal is given in writing with the ground relied on and the steps available to you if you wish to challenge it. We do not refuse a request merely because it is inconvenient or because the record is old.
Remedies if a request is refused
If we refuse a request, or if we fail to respond within the time allowed, you may lodge a complaint with the Information Regulator or apply to a court for appropriate relief. Complaints must be lodged within 180 days in the manner prescribed by the Act.
The Information Regulator can be reached at inforeg.org.za, by email to complaints.IR@justice.gov.za, by telephone on 010 023 5200, or by post to JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001.
Availability of this manual
This summary is published on our website for convenience. The full section 51 manual is available from our Information Officer on request, free of charge, and copies are provided to the Information Regulator as required. We review the manual at least annually, or sooner if our records or applicable law change.
