Promotion of Access to Information Act (PAIA) Manual

Company Overview

PhotoProsZM is a full-service creative company based in Zambia offering photography, stationery, graphic design, printing, and t-shirt printing services. We provide comprehensive solutions for individuals, businesses, schools, and events.

Physical Addresses

• Head Office:Lusaka, Zambia
• Branch: Monze, Zambia

Contact Information

• Phone: +260 9633 449 11
• Email: info@photoproszm.com
• Website: www.photoproszm.com

Purpose

This manual serves as a guide for individuals wishing to exercise their right of access to information held by PhotoProsZM in accordance with the Zambian Access to Information Act.

Structure

The manual is divided into sections that provide:

• Contact details of the Information Officer
• Categories of records held by PhotoProsZM
• Procedures for requesting information
• Remedies available if a request is refused
• Fees applicable for information requests

Information Officer

The Information Officer is responsible for ensuring compliance with the Access to Information Act and processing all information requests.

Automatically Available Information

The following categories of records are automatically available without requiring a formal request:

• Company registration documents
• Service brochures and marketing materials
• Standard terms and conditions
• Privacy policy
• Return and refund policy
• General pricing information for standard services

Access Points

These records can be accessed through:

• Our website (www.photoproszm.com)
• Physical copies at our offices
• Upon request via email or in person

• Memorandum of Incorporation
• Tax registration documents
• Financial statements (not publicly available)
• Board meeting minutes
• Policies and procedures

• Employment contracts (confidential)
• Staff policies
• Training records
• Disciplinary records (confidential)

• Service agreements
• Order forms and invoices
• Photography session contracts
• Design approvals
• Customer correspondence

• Equipment maintenance logs
• Supplier contracts
• Quality control records
• Service delivery reports

Confidential Records

Certain records may be subject to confidentiality provisions and may not be available without proper authorization or may be redacted to protect third-party information.

Form of Request

Requests for access to records must be made in writing to the Information Officer using the prescribed form or a written letter containing:

• Requester's full name and contact details
• Identification number (if applicable)
• Description of the record(s) requested
• Preferred form of access (inspection, copy, etc.)
• Proof of capacity if requesting on behalf of another person

Submission

Requests can be submitted via:

• Email: privacy@photoproszm.com
• Physical delivery to our offices
• Registered mail

Processing Time

The Information Officer will respond within 21 days of receiving the request. Complex requests may require an extension of up to 30 additional days, with notice provided to the requester.

Notification

The Information Officer will notify the requester in writing of:

• Approval of the request and any applicable fees
• Denial of the request with reasons
• Need for extension of time to process the request

Prescribed Request Form

Download the official request form to submit your information request:

Request Fee

A non-refundable request fee of ZMW 50 is payable for each request, except for personal requests about the requester.

Access Fees

If the request is approved, the following access fees may apply:

• Photocopy (A4): ZMW 2 per page
• Printed copy (A4): ZMW 5 per page
• CD/DVD: ZMW 30 per disc
• Inspection of records: ZMW 50 per hour (first hour free)
• Postage or courier fees at actual cost

Fee Notice

Before processing the request, the Information Officer will provide the requester with a fee estimate. The requester must pay a deposit (usually 50% of the estimate) before processing begins.

Fee Waivers

Fees may be reduced or waived if:

• The requester is indigent (proof required)
• The information is in the public interest
• The request is for personal information about the requester

Mandatory Protection of Privacy

Access may be refused if disclosure would involve the unreasonable disclosure of personal information about a third party, including:

• Employee personal details
• Client confidential information
• Any information protected by confidentiality agreements

Commercial Information

Access may be refused if disclosure would likely harm the commercial or financial interests of PhotoProsZM or a third party, including:

• Trade secrets
• Pricing strategies
• Proprietary business methods

Other Grounds

Additional grounds for refusal include:

• Requests that are manifestly frivolous or vexatious
• Requests that would require the creation of a new record
• Requests for information already publicly available
• Requests that would jeopardize safety or security

Partial Access

If part of a record can be disclosed, the Information Officer will provide access to that portion and redact the protected information.

Internal Appeal

If a request is denied, the requester may appeal to the Managing Director within 30 days of receiving the refusal notice. The appeal must be in writing and state the grounds for appeal.

External Appeal

If the internal appeal is unsuccessful, the requester may appeal to the Zambian Information Commission within 90 days of the internal appeal decision.

Judicial Review

As a last resort, the requester may apply to the High Court of Zambia for judicial review of the decision.