THE PROMOTION OF ACCESS TO INFORMATION MANUAL
Effective Date: 01/07/2026
Introduction
This promotion of access to information manual (the “Manual”) describes the principles and practices that apply to the requests by individuals (“user”, “you” or “your”) for information held by Decathlon South Africa Sports (Pty) Ltd (“Decathlon”, “we”, “our” or “us”) where such information is required for the exercise or protection of use of your rights,, subject to certain limitations as set out in Promotion of Access to Information Act, 2000 ("PAIA") and other applicable law.
Our primary address is located at Decathlon Bryanston, corner Winnie Mandela Drive and Wedgewood Link Road, Bryanston, 2191 and we will accept service of all legal documents here. You can also contact us via email on: [email protected] or call us on: 010 493 7400.
If you make a request in terms of PAIA to us, we will share this record with you, provided you are able to show that the record is required for the exercise or protection of any rights, and provided that no grounds of refusal contained in PAIA are applicable.
This Manual constitutes the Decathlon’s PAIA manual. This Manual is compiled in accordance with section 51 of PAIA as amended by the Protection of Personal Information Act, 2013 ("POPIA"), which gives effect to everyone’s Constitutional right to privacy. POPIA promotes the protection of personal information processed by public and private bodies, including certain conditions so as to establish minimum requirements for the processing of personal information. POPIA amends certain provisions of PAIA, balancing the need for access to information against the need to ensure the protection of personal information by providing for the establishment of an Information Regulator to exercise certain powers and perform certain duties and functions in terms of POPIA and PAIA, providing for the issuing of codes of conduct and providing for the rights of persons regarding unsolicited electronic communications and automated decision making in order to regulate the flow of personal information and to provide for matters concerned therewith.
This PAIA manual also includes information on the submission of objections to the processing of personal information and requests to delete or destroy personal information or records thereof in terms of POPIA.
OBJECTIVES OF THIS MANUAL
- To provide a list of the records held by the legal entity
- To set out the requirements on who may request information in terms of PAIA and the grounds on which a request may be denied.
- To define the manner and form to submit an information request with us.
- To comply with the requirements of the applicable law, including PAIA and POPIA.
INFORMATION REGULATOR’S GUIDE
An official Guide has been compiled which contains information to assist a person wishing to exercise a right of access to information in terms of PAIA and POPIA. This Guide is made available by the Information Regulator (established in terms of POPIA). Copies of the updated Guide are available from the Information Regulator free of charge. Any request for public inspection of the Guide at the office of the Information Officer or a request for a copy of the Guide from the Information Officer must substantially correspond with Form 1 of Annexure A to Government Notice No. R.757 dated 27 August 2021 promulgated under the PAIA Regulations. Please refer to Annexure C.
REQUESTS FOR INFORMATION
PAIA provides that a person may only make a request for information, if the information is required for the exercise or protection of a legitimate right. Information will therefore not be furnished unless a person provides sufficient particulars to enable us to identify the right that the requester is seeking to protect as well as an explanation as to why the requested information is required for the exercise or protection of that right. The exercise of an individual’s rights is subject to justifiable limitations, including the reasonable protection of privacy, commercial confidentiality and effective, efficient and good governance. PAIA and the request procedure contained in this Manual may not be used for access to a record for criminal or civil proceedings, nor should information be requested after the commencement of such proceedings.
All requests in terms of PAIA and this Manual must be addressed to our Data Privacy Officer using the details in paragraph 1 above.
Information that is accessible on Decathlon’s website (www.decathlon.co.za) about us is automatically available and you will not need to make any formal requests for this information in terms of this Manual. The following categories of record are automatically available for inspection, purchase or photocopying:
- Brochures;
- Press releases;
- Publications; and
- Various other marketing and promotional material.
Information available in terms of POPIA
In terms of POPIA, personal information must be processed for a specified purpose. The purpose for which data is processed by us will depend on the nature of the data and the particular data subject. The purpose is generally disclosed, explicitly or implicitly, at the time the data is collected. You can also refer to our Privacy Policy available on our website for further information.
Categories of data subjects and personal information collected by Decathlon
| Employees | Consumers and prospective consumers | Vendors and other businesses |
|---|---|---|
| Name and contact details Identity number and identity documents including passports Employment history and references Employee number Banking and financial details Details of payments to third parties (deductions from salary) Employment contracts Employment equity plans Medical aid records Pension fund records Remuneration/salary records Performance appraisals Disciplinary records Leave records Training records Qualifications Parental status Biometrics Medical records Marital status Disability status Criminal records |
Postal and/or street address Title and name Contact numbers and/or e-mail address Ethnic group Age Gender Marital status Nationality Language Financial information Identity or passport number Browsing habits and click patterns on our website. |
Name and contact details Identity and/or company information and directors’ information Banking and financial information Information about products or services Other information not specified, reasonably required to be processed for business operations. |
Purpose of processing information
| Employee | Consumers and prospective consumer | Vendors, other businesses |
|---|---|---|
| Verification of applicant employees’ information during recruitment process Pension Medical aid Payroll Disciplinary action Training Any other reasonably required purpose relating to the employment or possible employment relationship. |
Performing duties in terms of any agreement with consumers. Operate and manage consumers’ accounts and manage any application, agreement or correspondence consumers may have with Decathlon. Communicating (including direct marketing with consent) with consumers by email, SMS, letter, telephone or in any other way about Decathlon products and services, unless consumers indicate otherwise. To form a view of consumers as individuals and to identify, develop or improve products, that may be of interest to consumers Carrying out market research, business and statistical analysis. Performing other administrative and operational purposes including the testing of systems. Recovering any debt consumers may owe Us. Complying with our regulatory and other obligations Any other reasonably required purpose relating to our business. Prospective consumers Verifying and updating information Direct marketing Any other reasonably required purpose relating to the processing of a prospect’s personal information reasonably related our business. |
Verifying information and performing checks; Purposes relating to the agreement or business relationship or possible agreement or business relationships between the parties; Payment of invoices; Complying with our regulatory and other obligations. Any other reasonably required purpose relating to the The Company Group’s business. |
Categories of recipients to whom the personal information may be supplied
- Any firm, organisation or person that we use to collect payments and recover debts or to provide a service on our behalf.
- Any firm, organisation or person that/who provides us with products or services.
- Any payment system we use;
- Regulatory and governmental authorities or ombudsmen, or other authorities, including tax authorities, where we have a duty to share information.
- Credit bureaux
- Third parties to whom payments are made on behalf of employees.
- Financial institutions from whom payments are received on behalf of data subjects;
- Employees, contractors and temporary staff.
- Agents
- Any other operator not specified.
Cross Border Sharing
We will only transfer your personal information to third parties in another country in any one or more of the following circumstances:
- Where your personal information will be adequately protected under the other country’s laws or an agreement with the third-party recipient;
- Where the transfer is necessary to enter into, or perform, under a contract with you or a contract with a third party that is in your interest;
- Where you have consented to the transfer; and/or
- Where it is not reasonably practical to obtain your consent and the transfer is in your interest.
This transfer will happen within the requirements and safeguards of the law. Where possible, the party processing your personal information in the other country will agree to apply the same level of protection as available by law in your country, or if the other country’s laws provide better protection, the other country’s laws would be agreed to and applied.
Security measures
We take extensive information security measures to ensure the security, confidentiality, integrity and availability of personal information in our possession. This is supported by appropriate technical and organisational measures designed to ensure that personal data remains confidential and secure against unauthorised or unlawful processing and against accidental loss, destruction or damage.
Information available in terms of other legislation
Information is available in terms of certain provisions of the following legislation to the persons or entities specified in such legislation:
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Categories of information available on request
We maintain records on the categories and subject matters listed below. Please note that recording a category or subject matter in this Manual does not imply that a request for access to such records would be honoured. All requests for access will be evaluated on a case-by-case basis in accordance with the provisions of PAIA. Please note further that many of the records held by us are those of third parties, such as clients and employees, and we take the protection of third party confidential information very seriously. Requests for access to these records will be considered very carefully. Please ensure that requests for such records are carefully motivated.
| Category | Records |
|---|---|
| Internal records (our internal business affairs) | Memoranda and Articles of Association Financial records Operational records Intellectual property Marketing records Internal correspondence Service records Statutory records Internal policies and procedures Minutes of meetings |
| Personnel records (persons who works for or provides services to or on behalf of us and receives or is entitled to receive any remuneration and other other person who assists in carrying out or conducting our business.) | Any personal records provided to us by our personnel. Any records a third party has provided to us about any of their personnel. Conditions of employment and other personnel-related contractual and quasi legal records. Employment policies and procedures. Internal evaluation and disciplinary records Other internal records and correspondence. |
| Third party records | Personnel, client, or our records which are held by another party as opposed to being held by us. Records held by us pertaining to other parties, including financial records, correspondence, contractual records, records provided by the other party, and records third parties have provided about the contractors or suppliers. |
| Other records | Information relating to us. Research, information belonging to us or carried out on behalf of a third party. |
Request Procedure
Completion of the prescribed form
Any request for access to a record in terms of PAIA must substantially correspond with Form 2 of Annexure A to Government Notice No. R.757 dated 27 August 2021 promulgated under the PAIA Regulations and should be specific in terms of the record requested. Please refer to Annexure A. A request for access to information which does not comply with the formalities as prescribed by PAIA will be returned to you. POPIA provides that a data subject may, upon proof of identity, request Decathlon to confirm, free of charge, all the information it holds about the data subject and may request access to such information, including information about the identity of third parties who have or have had access to such information. POPIA also provides that where the data subject is required to pay a fee for services provided to him/her, we must provide the data subject with a written estimate of the payable amount before providing the service and may require that the data subject pays a deposit for all or part of the fee. Grounds for refusal of the data subject’s request are set out in PAIA and are discussed below. POPIA provides that a you may object, at any time, to the processing of personal information by us, on reasonable grounds relating to your particular situation, unless legislation provides for such processing. The data subject must complete the prescribed form attached hereto as Annexure E and submit it to the Data Privacy Officer at the postal or physical address, or electronic mail address set out above. A data subject may also request that we to correct or delete personal information about the data subject in its possession or under our control that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully; or destroy or delete a record of personal information about the data subject that we are no longer authorised to retain records in terms of POPIA's retention and restriction of records provisions. A data subject that wishes to request a correction or deletion of personal information or the destruction or deletion of a record of personal information must submit a request to the Data Privacy Officer at the physical address, or electronic mail address set out above on the form attached hereto as Annexure F.
Proof of identity
Proof of identity is required to authenticate your identity and the request. You will, in addition to this prescribed form, be required to submit acceptable proof of identity such as a certified copy of your identity document or other legal forms of identity.
Payment of the prescribed fees
There are two categories of fees which are payable:
The request fee: R140.00
The access fee: This is calculated by taking into account reproduction costs, search and preparation costs, as well as postal costs.
These fees are set out in Annexure B, in accordance with section 54 of PAIA When a decision to grant a request has been taken, the record will not be disclosed until the necessary fees have been paid in full.
Timelines for consideration of a request for access
Requests will be processed within 30 (thirty) days, unless the request contains considerations that are of such a nature that an extension of the time limit is needed. We will inform the requester of the decision, and the fees payable (if applicable) on a form that corresponds substantially with Form 3 of Annexure A to Government Notice No. R.757 dated 27 August 2021 promulgated under the PAIA Regulations. Please refer to Annexure D Should an extension be required, you will be notified, together with reasons explaining why the extension is necessary.
Grounds for Refusal of Access and Protection of Information
There are various grounds upon which a request for access to a record may be refused. These grounds include:
- the protection of personal information of a third person (who is a natural person) from unreasonable disclosure;
- the protection of commercial information of a third party (for example: trade secrets; financial, commercial, scientific or technical information that may harm the commercial or financial interests of a third party);
- if disclosure would result in the breach of a duty of confidence owed to a third party;
- if disclosure would jeopardise the safety of an individual or prejudice or impair certain property rights of a third person;
- if the record was produced during legal proceedings, unless that legal privilege has been waived;
- if the record contains trade secrets, financial or sensitive information or any information that would put us (at a disadvantage in negotiations or prejudice it in commercial competition); and/or
- if the record contains information about research being carried out or about to be carried out on behalf of a third party or by us.
Section 70 of PAIA contains an overriding provision. Disclosure of a record is compulsory if it would reveal (i) a substantial contravention of, or failure to comply with the law; or (ii) there is an imminent and serious public safety or environmental risk; and (iii) the public interest in the disclosure of the record in question clearly outweighs the harm contemplated by its disclosure.
If the request for access to information affects a third party, then such third party must first be informed within 21 (twenty one) days of receipt of the request. The third party would then have a further 21 (twenty one) days to make representations and/or submissions regarding the granting of access to the record.
Remedies Available to a Requester on Refusal of Access
If we decide to grant you access to the particular record, such access must be granted within 30 (thirty) days of being informed of the decision. There is no internal appeal procedure that may be followed after a request to access information has been refused. Our decision is final. In the event that you are not satisfied with the outcome of the request, you are entitled to apply to a court of competent jurisdiction to take the matter further. Where a third party is affected by the request for access and the Information Officer has decided to grant you access to the record, the third party has 30 (thirty) days in which to appeal the decision in a court of competent jurisdiction. If no appeal has been lodged by the third party within 30 (thirty) days, you must be granted access to the record.
AVAILABILITY OF THIS MANUAL
Copies of this Manual are available for inspection, free of charge, at our offices and at www.decathlon.co.za.
[Regulation 7]
Requests can be submitted either via post or e-mail: [email protected] and should be addressed to the Information Officer.
Note:
1. Proof of identity must be attached by the requester.
2. If requests made on behalf of another person, proof of such authorisation, must be attached to this form.
To: The Information Officer
Mark with an "X"
PERSONAL INFORMATION
Contact numbers:
PARTICULARS OF RECORD REQUESTED
Provide full particulars of the record to which access is requested, including the reference number if that is known to you, to enable the record to be located. (If the provided space is inadequate, please continue on a separate page and attach it to this form. All additional pages must be signed.)
Description of record or relevant part of the record:
Any further particulars of record:
TYPE OF RECORD
(Mark with an "X")
| Record is in written or printed form | |
| Record comprises virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc) | |
| Record consists of recorded words or information which can be reproduced in sound | |
| Record is held on a computer or in an electronic, or machine-readable form |
FORM OF ACCESS
(Mark with an "X")
| Printed copy of record (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form) | |
| Written or printed transcription or virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc) | |
| Transcription of soundtrack (written or printed document) | |
| Copy of record on flash drive (including virtual images and soundtracks) | |
| Copy of record saved on cloud storage server |
MANNER OF ACCESS
(Mark with an "X")
| Personal inspection of record at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form) | |
| Postal services to postal address | |
| Postal services to street address | |
| Courier service to street address | |
| Facsimile of information in written or printed format (including transcriptions) | |
| E-mail of information (including soundtracks if possible) | |
| Cloud share/file transfer |
(Note that if the record is not available in the language you prefer, access may be granted in the language in which the record is available)
PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED
If the provided space is inadequate, please continue on a separate page and attach it to this Form. The requester must sign all the additional pages.
Indicate which right is to be exercised or protected:
Explain why the record requested is required for the exercise or protection of the aforementioned right:
FEES
a) A request fee must be paid before the request will be considered.
b) You will be notified of the amount of the access fee to be paid.
c) The fee payable for access to a record depends on the form in which access is required and the reasonable time required to search for and prepare a record.
d) If you qualify for exemption of the payment of any fee, please state the reason for exemption.
You will be notified in writing whether your request has been approved or denied and if approved the costs relating to your request, if any. Please indicate your preferred manner of correspondence:
Signed at _________________ this _____ day of ___________________ 20___
____________________________________________
Signature of Requester/Person on behalf of whom request is made
FOR OFFICIAL USE
____________________________________________
Signature of information officer
| Item | Description | Amount |
|---|---|---|
| 1. | The request fee payable by every requester | R140.00 |
| 2. | Photocopy of A4-size page | R2.00 per page or part thereof. |
| 3. | Printed copy of A4-size page | R2.00 per page or part thereof. |
| 4. | For a copy in a computer-readable form on: Flash drive (to be provided by requestor) | R40 |
| 5. | For a transcription of visual images per A4-size page | Service to be outsourced. Will depend on quotations from the service provider. |
| 6. | Copy of visual images | Service to be outsourced. Will depend on quotations from the service provider. |
| 7. | Transcription of an audio record, per A4-size page | R24 |
| 8. | Copy of an audio record on: Flash drive (to be provided by requestor) | R40 |
| 9. | To search for and prepare the record for disclosure for each hour or part of an hour, excluding the first hour, reasonably required for such search and preparation. To not exceed a total cost of | R145 R435 |
| 10. | Deposit: If search exceeds 6 hours | One third of the amount per request calculated in terms of items 2 to 8. |
| 11. | Postage, e-mail or any other electronic transfer | Actual expense, if any. |
[Regulation 3]
Requests can be submitted either via post or e-mail: [email protected] and should be addressed to the Information Officer.
TO: The Information Officer
I, ____________________________________________________ (full names) in my capacity as:
Mark with “X”
Contact numbers:
Hereby request the following copy(ies) of the Guide:
Language (mark with an "X")
| Language | Mark | No. of copies | Language | Mark | No. of copies |
|---|---|---|---|---|---|
| Sepedi | Sesotho | ||||
| Setswana | siSwati | ||||
| Tshivenda | Xitsonga | ||||
| Afrikaans | English | ||||
| isiNdebele | IsiXhosa | ||||
| isiZulu |
Manner of collection
Mark with "X"
| Personal Collection | |
| Postal address | |
| Electronic communication (please specify) |
Signed at _________________ this _____ day of ___________________ 20___
____________________________________________
Signature of Requester
[Regulation 8]
Requests can be submitted either via post or e-mail: [email protected] and should be addressed to the Information Officer.
Note:
1) If your request is granted the-
a) amount of the deposit, (if any), is payable before your request is processed; and
b) requested record/portion of the record will only be released once proof of full payment is received.
2) Please use the reference number hereunder in all future correspondence.
Your request dated ___________________________, refers.
1. You requested:
| Personal inspection of information at the registered address of [ ________________________________________________________________________________ ] (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form) is free of charge. You are required to make an appointment for the inspection of the information and to bring this Form with you. If you then require any form of reproduction of the information, you are liable for the fess prescribed in Annexure B. |
OR
2. You requested:
| Printed copies of the information (including copies of an virtual images, transcriptions and information held on computer or in an electronic or machine readable form) | |
| Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc.) | |
| Transcription of soundtrack (written or printed document) | |
| Copy of information on flash drive (including virtual images and soundtracks) | |
| Copy of information on compact disc drive (including virtual images and soundtracks) | |
| Copy of record saved on cloud storage server |
3. To be submitted:
| Postal services to postal address | |
| Postal services to street address | |
| Courier service to street address | |
| E-mail of information (including soundtracks if possible) | |
| Cloud share/file transfer |
Kindly note that your request has been:
Approved
Denied for the following reasons:Fees payable with regards to your request:
| Item | Cost per A4-size page or part thereof/item | Number of pages/items | Total |
|---|---|---|---|
| Photocopy | |||
| Printed copy | |||
| For a copy in a computer-readable form on: Flash drive (to be provided by requestor) | R40.00 | ||
| For a transcription of visual images per A4-size page | Service to be outsourced. Will depend on quotations from the Service provider. | ||
| Copy of visual images | |||
| Transcription of an audio record, per A4-size | R24.00 | ||
| Copy of an audio record on: Flash drive (to be provided by requestor) | R40.00 | ||
| Postage, e-mail or any other electronic transfer | Actual costs | ||
| TOTAL |
Deposit payable (if search exceeds six hours):
Yes
No| Hours of search | Amount of deposit (calculated on one third of total amount per request) |
The amount must be paid into the following Bank account:
Signed at _________________ this _____ day of ___________________ 20___
____________________________________________
Signature of Information Officer
[Regulation 2]
Requests can be submitted either via post or e-mail: dsar@the Company.co.za and should be addressed to the Information Officer.
Note:
1. Affidavits or other documentary evidence as applicable in support of the objection may be attached.
2. If the space provided for in this Form is inadequate, submit information as an Annexure to this Form and sign each page.
3. Complete as is applicable.
A DETAILS OF DATA SUBJECT
B DETAILS OF RESPONSIBLE PARTY
C REASONS FOR OBJECTION IN TERMS OF SECTION 11(1)(d) to (f)
(Please provide detailed reasons for the objection)
Signed at _________________ this _____ day of ___________________ 20___
____________________________________________
Signature of Data Subject/Designated Person
[Regulation 3]
Requests can be submitted either via post or e-mail: [email protected] and should be addressed to the Information Officer.
Note:
1. Affidavits or other documentary evidence as applicable in support of the request may be attached.
2. If the space provided for in this Form is inadequate, submit information as an Annexure to this Form and sign each page.
3. Complete as is applicable.
Mark with an "X"
Request for:
A DETAILS OF DATA SUBJECT
B DETAILS OF RESPONSIBLE PARTY
C INFORMATION TO BE CORRECTED/DELETED/ DESTRUCTED/ DESTROYED
D REASONS FOR *CORRECTION OR DELETION OF THE PERSONAL INFORMATION ABOUT THE DATA SUBJECT IN TERMS OF SECTION 24(1)(a) WHICH IS IN POSSESSION OR UNDER THE CONTROL OF THE RESPONSIBLE PARTY;
AND/OR
REASONS FOR *DESTRUCTION OR DELETION OF A RECORD OF PERSONAL INFORMATION ABOUT THE DATA SUBJECT IN TERMS OF SECTION 24(1)(b) WHICH THE RESPONSIBLE PARTY IS NO LONGER AUTHORISED TO RETAIN.
(Please provide detailed reasons for the request)
Signed at _________________ this _____ day of ___________________ 20___
____________________________________________
Signature of Data Subject/Designated Person
FOR OFFICIAL USE
____________________________________________
Signature of information officer