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Promotion of Access to Information Act Manual

Last updated: January 2024

We respect your right of access to information. This manual will help you (the requester of information) to exercise that right and help you know how you may get access to our records. The Promotion to Access of Information Act 2 of 2000 as amended from time to time (known as PAIA) requires us to draft and make this PAIA manual available to you.

 

To read PAIA, go to https://accesstoinformation.co.za/

Introduction

We describe who we are and what we do on our website, or you can ask us for this information.
PAIA (Section 51(1)) requires the information officer of a private body to compile a manual that contains information on the records it holds. A “private body” means a natural person, company, or other type of juristic entity that carries on any trade, business, or profession and includes a political party.
We are a private body.

Our Details

You can contact our information officer via our “Contact Us” for StructureIt section on our Websites.

Further Guidance From The Information Regulator

For further guidance, contact the Information Regulator. They have compiled a PAIA guide. (https://inforegulator.org.za/paia-guidelines/) in each official language of South Africa on how to exercise your rights under PAIA.

Visit their website – www.inforegulator.org.za

Postal Address:
P.O Box 3153,
Braamfontein,
Johannesburg,
2017

General Enquiry Email:
enquiries@inforegulator.org.za

Physical Address:
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

Telephone: 010 023 5200

Records Which We Make Automatically Available

We make some records automatically available (Section 52 of PAIA) to you without you needing to request access to them.

 

Types of Records:

StructureIt:
Information on our website:

 

  • How we deliver
  • Our Technical Expertise including our Tech Stack and Skills
  • Engagement Model
  • Types of Projects we work on
  • Our customers
  • Insight videos
  • Case studies
    Our Company Values and Principles
  • Leadership Team
  • Office Locations
  • Employee Handbook
  • Compliance Achievements
  • Careers at the company
  • General information about life at the company
Records We Hold To Function

We hold the following subjects and categories of records in electronic or physical format, which we do
not make automatically available. You may request access to them. These are records that most organizations have.

RecordsWeHold
Records We Hold To Comply With The Law

We hold records that all organizations are legally required to have (Records). We also keep records that the law specifically requires organizations like ours to retain. Please ask our information officer for details.

How You Can Request Access

We have appointed our information officer to deal with all matters relating to PAIA so we can comply with our PAIA obligations. To request access to a record, please complete Form 2.

 

Please submit the completed form (together with the relevant request fee we explain below) to our information officer via our “Contact Us” for StructureIt section on our Websites.

 

Please ensure that the completed form:

 

  • has enough information for the information officer to identify you, the requested records, and the form of access you require,
  • specifies your email address, postal address, or fax number,
  • describes the right that you seek to exercise or protect,
  • explains why you need the requested record to exercise or protect that right,
  • provides any other way you would like to be informed of our decision other than in writing, and
  • provides proof of the capacity in which you are making the request if you are making it on behalf of someone else (we will decide whether this proof is satisfactory).

 

If you do not use the standard form, we may:

 

  • reject the request due to lack of procedural compliance,
  • refuse it if you do not provide sufficient information or
  • delay it.
How We Will Give You Access

We will evaluate and consider all requests we receive. If we approve your request, we will decide how to provide access to you – unless you have asked for access in a specific form. Publication of this manual does not give rise to any rights to access information records except in terms of PAIA.

How Much It Will Cost

 

Request Fees
You must pay us a request fee (see table below) as the law prescribes when submitting your request. You must pay us the prescribed fees before we give you access. You will receive a notice from our information officer upon your request (section 54(1)), setting out the application procedure (section 54(3)(c)).

ItemDescriptionAmount
1.Request fee, payable by every requesterR140.00
2.Photocopy or printed black & white copy for every A4 pageR2.00 per page or part of the page
3.Printed copy of A4-size pageR2.00 per page or part of the page
4.

(The lead time for the below request will be 60 days) For a copy in a computer readable form on:

– a flash drive (provided by the requester)

– a compact disc (CD) if the requester provides the CD to us

– a compact disc (CD) if we give the CD to the requester

 

 

 

R40.00

 

R40.00

 

R60.00

5.For a transcription of visual images, for an A4-size page or part of the pageThis service will be outsourced. The fee will depend on the quotation from the service provider.
6.For a copy of visual imagesThis service will be outsourced. The fee will depend on the quotation from the service provider.
7.For a transcription of an audio record, per A4-size pageR24.00
8.

For a copy of an audio record on a flash drive (provided by the requester)

For a copy of an audio record on compact disc (CD) if the requester provides the CD to us

For a copy of an audio record on compact disc (CD) if we give the CD to the requester

R40.00

 

 

R40.00

 

 

R60.00

9.

For each hour or part of an hour (excluding the first hour) reasonably required to search for, and prepare the record for disclosure.

 

The search and preparation fee cannot exceed

R145.00

 

 

 

 

R435.00

10.Deposit: if the search exceeds 6 hoursOne-third of the amount per request. It is calculated in terms of items 2 to 8 above.
11.Postage, email or any other electronic transferActual expense, if any.
Access fees

If we grant the request, you must pay us a further access fee (see table above). The law prescribes a fee for the time it takes us to handle your request or if the time has exceeded the prescribed hours to search and prepare the record for disclosure. Our information officer will notify you if you need to pay a deposit for the access fee. The deposit may be up to one-third of the prescribed access fee (section 54(2)).

 

The access fee will provide for:

123
the costs of making the record, or transcribing the record,a postal fee (if applicable), andthe reasonable time we need to search for the record and prepare the record for you (section 54(7))

If you paid the deposit and we refused your request, we will refund you the deposit amount. Until you have paid the fees, we may withhold the record you requested.

Grounds For Us to Refuse Access


We may have to refuse you access to certain records in terms of PAIA to protect:

Remedies Available If We Refuse To Give You Access

If we deny your request for access, you may:
Apply to a court with appropriate jurisdiction—section 78 or Complain to the Information Regulator—PAIAComplaints@inforegulator.org.za for the necessary relief within 180 calendar days of us notifying you of our decision.

How We Process And Protect Personal Information

We process the personal information of various categories of people for various purposes. Please refer to our website for our Privacy Policy or ask our information officer for a copy.

Availability Of This Manual

This manual is available in English in electronic format on our website.

Updates To This Manual

We will update this manual whenever we make material changes to it.