PAIA Manual

PAIA gives effect to the constitutional right of access to information. This manual is intended to help you understand what records we hold and the procedure for requesting access. It will be updated as our records and processes change.

Astrium Software Solutions CC, operating the GreenFile compliance platform.

• Registration number: 2002/061588/23
• Registered address: 675 Saranton Estate, 678 Cedar Avenue West, Sandton, Gauteng, 2191
• General contact: support@greenfile.co.za

The Information Officer responsible for PAIA requests is Corne Beukes. Email cornebeukes@astrium.co.za or call 083 632 4281.

The Information Regulator (South Africa) has compiled a guide on how to use PAIA, which contains the information a requester needs to exercise their rights. It is available from the Information Regulator's offices and official PAIA website, together with the prescribed forms.

We hold records in the following broad categories. Listing a category does not mean that every record will be disclosed: access remains subject to PAIA, POPIA, lawful refusal grounds, third-party notification and identity or authority verification.

• Corporate and governance records, including registration, ownership or member records, resolutions, policies and delegated authorities.
• Statutory and regulatory records, including licences, regulator correspondence, statutory submissions, compliance policies and registers.
• Finance and tax records, including accounting records, invoices, payment records, tax returns, banking and audit records.
• People and employment records, including recruitment, employment, payroll, leave, performance, training, and health and safety records.
• Customer and platform-tenant records, including contracts, account records, support correspondence, subscriptions, invoices, tenant-provided compliance content and audit evidence.
• Supplier and service-provider records, including due diligence, contracts, performance records, invoices and correspondence.
• Information-technology and security records, including inventories, access logs, incident records, backup records, change records and security assessments.
• Sales and marketing records, including enquiries, leads, consent or preference evidence, campaign material and website analytics.
• Legal, insurance and dispute records, including legal advice, claims, complaints, litigation, insurance policies and correspondence.

The following records are available without a formal PAIA request, subject to the access condition stated for each item:

• Public pages and notices already published on the GreenFile website.
• Public pack descriptions, prices and marketing material currently published by Astrium.
• Astrium contact details intentionally published for customer, privacy and PAIA enquiries.
• A customer's own invoices, subscription information and exports when made available through an authenticated account or a verified support process. These records are available only to the authorised customer, not to the general public.

Tenant-private content is not automatically available to the public. We require authentication or other proof of authority and consider confidentiality, POPIA and third-party rights before providing it.

1. Complete the prescribed Form 2 — Request for Access to Record.
2. Submit it to the Information Officer at cornebeukes@astrium.co.za, with enough detail to identify the record, prove identity or authority, and contact you.
3. Pay the prescribed request fee (and any access fee), where applicable.
4. We consider the request and any required third-party process under PAIA and POPIA. We communicate the outcome and applicable fee using Form 3 — Outcome of Request and Fees Payable. The ordinary statutory response period is 30 days, subject to any extension allowed by PAIA.

The private-body schedule below was checked against the Information Regulator's published fee structure on 2 September 2026. The statutory schedule, as amended, prevails. We confirm any applicable fee before processing or producing the record.

Access to a record may be refused on the grounds set out in PAIA — for example, to protect another person's privacy, third-party commercial information, confidential information, or records privileged from production in legal proceedings. Where we refuse a request, we will give reasons.

If you are not satisfied with our decision, you may lodge a complaint with the Information Regulator (South Africa) or apply to a court, as provided for in PAIA.

For any PAIA matter, contact cornebeukes@astrium.co.za.