3DroneMapping

PAIA manual

Manual in terms of section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA), read with the Protection of Personal Information Act, 4 of 2013 (POPIA)

Last updated: September 2026

1. Introduction

This manual is published by 3DroneMapping (Pty) Ltd ("3DroneMapping", "we", "us") in accordance with section 51 of PAIA. It sets out how a person may request access to records held by us, and the categories of personal information we process, as required by section 51(1)(c) of PAIA and regulation 4 of the POPIA Regulations.

2. Company and contact details

  • Registered name: 3DroneMapping (Pty) Ltd
  • Registration number: 2014/256136/07
  • Registered address: Portion 23, Baviaanskloof R407, Prince Albert, Western Cape, 6930, South Africa
  • Telephone: +27 83 647 5777

3. Information Officer

Requests for access to records, and any queries about this manual or about personal information we hold, should be directed to the Information Officer at the details above.

4. Guide on how to use PAIA and how to obtain access to the Guide

The Information Regulator has compiled a Guide, in terms of section 10 of PAIA, on how to use PAIA and POPIA. The Guide is available in each official language from the Information Regulator: www.inforegulator.org.za, email inforeg@justice.gov.za, JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001.

5. Records automatically available (section 51(1)(b))

The following records are available without a formal request: the content of this website, including service descriptions, published case studies ("Previous works"), the privacy policy, terms of service and this manual; and marketing material and company brochures.

6. Records held and categories of records (section 51(1)(e))

Records may be requested in respect of the following subjects and categories. A request does not guarantee access; each request is assessed against the grounds for refusal in Chapter 4 of Part 3 of PAIA.

  • Company records: statutory records (CIPC), memorandum of incorporation, minutes and resolutions.
  • Financial records: accounting records, invoices, banking records, tax returns, budgets and financial statements.
  • Operational records: quotations, proposals, contracts and agreements, flight and survey records, aviation authorisations and permits, equipment and maintenance records, insurance records.
  • Survey data and deliverables: point clouds, imagery, terrain models and reports produced for clients (subject to client confidentiality and third-party rights).
  • Personnel records: employment contracts, payroll, leave, disciplinary and training records.
  • Client and supplier records: contact details, correspondence, contracts and service records.
  • Electronic records: email, website enquiries, and data held on our systems.

7. Records available in terms of other legislation (section 51(1)(d))

Records are also available in terms of, among others: the Companies Act 71 of 2008; the Income Tax Act 58 of 1962; the Value-Added Tax Act 89 of 1991; the Basic Conditions of Employment Act 75 of 1997; the Labour Relations Act 66 of 1995; the Civil Aviation Act 13 of 2009 and Regulations; the Protection of Personal Information Act 4 of 2013; and the Electronic Communications and Transactions Act 25 of 2002.

8. Processing of personal information (POPIA regulation 4)

Purpose of processing: to provide aerial survey services and deliverables; to prepare quotations and contracts; to communicate with clients, suppliers and partners; to manage employment; to comply with legal, aviation and tax obligations; and to market our services.

Categories of data subjects and personal information:

  • Clients and prospective clients: names, job titles, contact details, company details, project and site information, correspondence, payment information.
  • Suppliers, contractors and partners: names, contact details, banking and contract information.
  • Employees and job applicants: identity and contact details, qualifications, licences, employment history, payroll and banking details, health information where required by law.
  • Website visitors: information submitted through the contact form (name, email, phone, address, message) and basic technical data.

Recipients: service providers who process information on our behalf (accounting, IT and hosting, payroll, email, form handling), professional advisers, regulators and authorities where required, and clients' appointed representatives for project purposes.

Cross-border transfers: we use cloud services whose servers may be located outside South Africa (including in the European Union and the United States). Such providers are bound by contractual and statutory safeguards. Project information may be shared with clients and authorities in the countries where surveys are conducted.

Security measures: access to personal information is restricted to authorised persons; data is stored on password-protected, encrypted systems with backups; physical records are kept at our registered office under lock.

9. How to request access to a record (section 51(1)(f))

  1. Complete Form 2 (Request for access to record), available from the Information Regulator's website, and submit it to the Information Officer by email or post.
  2. Provide sufficient detail to identify the record, state the form of access required, and specify a postal or email address for correspondence.
  3. If the request is made on behalf of another person, provide proof of the capacity in which the request is made.
  4. Pay the prescribed request fee, if applicable. Personal requesters (requesting their own personal information) pay no request fee. An access fee, calculated in terms of the PAIA Regulations, may be charged for reproduction and search time.
  5. We will decide on the request within 30 days of receipt, which may be extended by a further 30 days where the request involves a large number of records or requires a search at premises away from our office.

10. Remedies

If a request is refused, the requester may lodge a complaint with the Information Regulator using Form 5, within 180 days of the decision, or apply to a court with jurisdiction.

11. Availability of this manual

This manual is available on our website at www.3dronemapping.com/paia-manual, at our registered office during business hours, and on request from the Information Officer. It is also lodged with the Information Regulator as required.