Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Manual Of Isizwe Components (Pty) Ltd (Private Body) Prepared and compiled on 01 August 2024 in accordance with Section 51 of the Promotion of Access to Information Act, No 2 of 2000 (as amended) in respect of Isizwe Components (Pty) Ltd. Registration number: 2015/285861/07 Update: 26 November 2024 Protection of Personal Information Act PAIA MANUAL ----------------Page (0) Break---------------- 2 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Table of Contents 1. INTRODUCTION 3 2. THE ACT 3 3. PURPOSE OF THE MANUAL 3 4. CONTACT DETAILS 4 5. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE 6 6. RECORDS AUTOMATICALLY AVAILABLE TO THE PUBLIC 7 7. RECORDS OF THE PRIVATE BODY 7 8. RECORDS REQUIRED IN TERMS OF LEGISLATION 8 9. PROCESSING OF PERSONAL INFORMATION 9 10. REQUEST PROCEDURE FOR OBTAINING INFORMATION 10 11. FEES 11 12. GROUNDS FOR REFUSAL OF ACCESS TO INFORMATION 12 13. DECISION 13 14. ANNEXURE A 16 15. ANNEXURE B: FORM 2 18 16. ANNEXURE B: FORM 3 23 ----------------Page (1) Break---------------- 3 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 1. INTRODUCTION Isizwe Components (Pty) Ltd has been in the industry since 2014 and have a combined experience of over 423 years and growing. During this time Isizwe Components (Pty) Ltd has built a broad clients base. All business is done on an aboveboard basis with the clients’ needs always our first priority. Through our considerable experience in earthmoving equipment and components we offer a wide range of solutions to our customers. Isizwe Components Pty (Ltd) manages and brings together a dynamic team with experience on skilled qualified earthmoving equipment mechanics, to meet your organization’s needs and offer support requirements for all earthmoving equipment. We offer component repairs with high efficiency, reliability and quality. We guarantee a much faster turnaround time to keep the production of your organization satisfied with our services. Isizwe Components (Pty) Ltd is an ISO certified company that complies with ISO9001:2015 quality standards & ISO45001:2018 OHS standard requirements. Our goal at Isizwe Components is to supply high-quality products to our customers by means of re-manufacturing, modifying and repairing of earthmoving components to OEM or required specifications. 2. THE ACT The Promotion of Access to Information Act, No 2 of 2000 (“The Act” or “PAIA”) was enacted on 3 February 2000, giving effect to the right of access to any information held by Government, as well as any information held by another person who is required for the exercising or protection of any rights. This right is entrenched in the Bill of Rights in the Constitution of South Africa. Where a request is made in terms of The Act, the body to which the request is made is not obliged to release the information, except where The Act expressly provides that the information may or must be released. The Act sets out the requisite procedural issues attached to such request. 3. PURPOSE OF THE MANUAL In order to promote effective governance of private bodies, it is necessary to ensure that everyone is empowered and educated to understand their rights in terms of The Act in order for them to exercise their rights in relation to public and private bodies. Section 9 of The Act, however, recognizes that such right to access to information cannot be unlimited and should be subject to justifiable limitations, including, but not limited to: • Limitations aimed at the reasonable protection of privacy; • Commercial confidentiality; and • Effective, efficient and good governance And in a manner that balances that right with any other rights, including such rights contained in the Bill of Rights in the Constitution. ----------------Page (2) Break---------------- 4 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst This PAIA Manual assist you to- 3.1 check the categories of records held by Isizwe Components (Pty) Ltd which are available without a person having to submit a formal PAIA request; 3.2 have a sufficient understanding of how to make a request for access to a record of Isizwe Components (Pty) Ltd by providing a description of the subjects on which Isizwe Components (Pty) Ltd holds records and the categories of records held on each subject; 3.3 know the description of the records of Isizwe Components (Pty) Ltd which are available in accordance with any other legislation; 3.4 access all the relevant contact details of the Information Officer and Deputy Information Officer(s) who will assist you with the records you intend to access; 3.5 know the description of the guide on how to use PAIA, as updated by the Information Regulator, and how to obtain access to it; 3.6 know if Isizwe Components (Pty) Ltd processes personal information and the purpose of processing of personal information; 3.7 know the description of the categories of data subjects and the information or categories of information relating thereto; 3.8 know the recipients or categories of recipients to whom the personal information may be supplied; 3.9 know if Isizwe Components (Pty) Ltd plans to transfer or process personal information outside the Republic of South Africa and the recipients or categories of recipients to whom the personal information may be supplied; and 3.10 know whether Isizwe Components (Pty) Ltd has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed. 4. CONTACT DETAILS: Information Officer: Andre Johan Swanepoel ----------------Page (3) Break---------------- 5 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Physical Address: 38 Electron Avenue, Isando, Rhynfield, 1516 Telephone No: (011) 822 1180 E-mail: [email protected] GENERAL INFORMATION: Name of Private Body: Isizwe Components (Pty) Ltd Registration No: 2015/285861/07 Physical Address (or principal place of business): 38 Electron Avenue, Isando, Rhynfield, 1516 Telephone No: (011) 822 1180 E-mail: [email protected] Website: www.isiziwe-components.co.za ----------------Page (4) Break---------------- 6 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 5. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE 5.1 The Regulator has, in terms of Section 10(1) of PAIA, as amended, updated and made available the revised Guide on how to use PAIA (“Guide”), in an easily comprehensible form and manner, as may reasonably be required by a person who wishes to exercise any right contemplated in PAIA and POPIA. 5.2 The Guide is available in each of the official languages and in braille. 5.3 The aforesaid Guide contains the description of- 5.3.1 the objects of PAIA and POPIA; 5.3.2 the postal and street address, phone and fax number and, if available, electronic mail address of- 5.3.2.1 the Information Officer of every public body, and 5.3.2.2 every Deputy Information Officer of every public and private body designated in terms of Section 17(1) of PAIA and Section 56 of POPIA; 5.3.3 the manner and form of a request for- 5.3.3.1 access to a record of a public body contemplated in Section 11 of PAIA; and 5.3.3.2 access to a record of a private body contemplated in Section 50 of PAIA; 5.3.4 the assistance available from the Information Officer of a public body in terms of PAIA and POPIA; 5.3.5 the assistance available from the Information Regulator in terms of PAIA and POPIA; 5.3.6 all remedies in law available regarding an act or failure to act in respect of a right or duty conferred or imposed by PAIA and POPIA, including the manner of lodging- 5.3.6.1 an internal appeal; ----------------Page (5) Break---------------- 7 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 5.3.6.2 a complaint to the Regulator; and 5.3.6.3 an application with a court against a decision by the information officer of a public body, a decision on internal appeal or a decision by the Regulator or a decision of the head of a private body; 5.3.7 the provisions of Sections 14 and 51 of PAIA requiring a public body and private body, respectively, to compile a manual, and how to obtain access to a manual; 5.3.8 the provisions of Sections 15 and 52 of PAIA providing for the voluntary disclosure of categories of records by a public body and private body, respectively; 5.3.9 the notices issued in terms of Sections 22 and 54 of PAIA regarding fees to be paid in relation to requests for access; and 5.3.10 the regulations made in terms of Section 92 of PAIA. 5.4 Members of the public can inspect or make copies of the Guide from the offices of the public and private bodies, including the office of the Regulator, during normal working hours. 5.5 The Guide can also be obtained- 5.5.1 upon request to the Information Officer; 5.5.2 from the website of the Information Regulator (https://inforegulator.org.za/). 5.6 A copy of the Guide is also available in two official languages, for public inspection during normal office hours. ----------------Page (6) Break---------------- 8 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 6. RECORDS AUTOMATICALLY AVAILABLE TO THE PUBLIC A section 52(2) notice regarding the categories of records, which are available without a person having to request access in terms of the Act, has to date not been published. 7. RECORDS OF THE PRIVATE BODY This clause serves as a reference to the records that Isizwe Components (Pty) Ltd holds in order to facilitate a request in terms of The Act. It is recorded that the accessibility of the documents listed herein below, may be subject to the grounds of refusal set out hereinafter. General • VAT Records • Tax Records • PAYE Records • UIF Records • SDL Records • Management Accounts and Audited Financial Statements • Asset Register Operating system • Invoice • Weekly / monthly / quarterly / annual statement • Debit note • Credit note Operational Documents and Records • Promotional material • Written policies regarding business plan / activities • Work instruction manuals • Customer database ----------------Page (7) Break---------------- 9 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst • Customer application forms • Payment in respect of goods / services based on C.O.D. / 30day and longer • Sales records • Company Profile • Training Records 8. RECORDS REQUIRED IN TERMS OF LEGISLATION Records are kept in accordance with legislation applicable to Isizwe Components (Pty) Ltd, which includes but is not limited to, the following – • Labour Relations Act, 66 of 1995 • Employment Equity Act, 55 of 1998 • Electronic Communications and Transactions Act 36 of 2005 • Basic Conditions of Employment Act, 75 of 1997 • Broad Based Economic Empowerment Act, 53 of 2003 • Compensation for Occupational Injuries and Diseases Act,130 of 1993 • Constitution of the Republic of South Africa, 108 of 1996 • Companies Act, 61 of 1973 • Customs and Exercise Act No. 91 of 1964; • Debt Collectors' Act No. 114 of 1998; • Unemployment Insurance Act, 63 of 2001 • Value Added Tax Act, 89 of 1991 • Skills Development Act, 9 of 1997 • Skills Development Levy Act, No. 9 of 1999 • Income Tax Act, 58 of 1962 • Financial Intelligence Centre Act, 38 of 2001 • Protection of Personal Information Act, 4 of 2013 • Intellectual Property Laws Amendment Act Act, 38 of 1997 • Trademarks Act Act, 194 of 1993 • Machinery and Occupational Safety Act No. 6 of 1983; • National Credit Act No. 34 of 2005; • National Road Traffic Act 93 of 1996; • Promotion of Acess to Information Act No. 2 of 2000; • Unemployment Contributions Act 63 of 2001; • Unemployment Insurance Act No 30 of 1966 Reference to the above-mentioned legislation shall include subsequent amendments and secondary legislation to such legislation. ----------------Page (8) Break---------------- 10 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 9. PROCESSING OF PERSONAL INFORMATION 9.1 Purpose of Processing Personal Information We process your personal information for the purposes of: • Fulfilling statutory obligations in terms on legislation • Historical record keeping, research and recording statistics necessary for the fulfilling our business objectives • Keeping of accounts and records. • Marketing and advertising • Resolving and tracking complaints • Staff administration • Verifying information provided to us • Obtaining information necessary to provide contractually agreed services to customers and clients. 9.2 Description of the categories of Data Subjects and of the information or categories of information relating thereto Categories of Data Subjects Personal Information that may be processed Customers / Clients Name, address, registration numbers, identity numbers, collection addresses, BEE Status, bank details Service Providers Names, registration number, VAT Number, address, trade secret and bank details Employees Address, qualifications, banking details, next of kin, emergency contact, ID Number ----------------Page (9) Break---------------- 11 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 9.3 The recipients or categories of recipients to whom the personal information may be supplied Category of Personal Information Recipients or Categories of Recipients to whom the personal information may be supplied Identity number and names, for criminal checks South African Police Service Qualifications, for qualification verifications South African Qualifications Authority Credit and payment history, for credit information Credit Bureaus 9.4 Planned transborder flows of personal information Personal information may be transferred to the following countries: • Mozambique • Angola • Democratic republic of Congo • Angola Isizwe Components will ensure that anyone to whom it pass personal information in another country is subject to a law, binding corporate rules or binding agreement which provides an adequate level of protection and the third party agrees to treat that personal information with the same level of protection as we are obliged under POPIA. 9.5 General description of Information Security Measures to be implemented by the responsible party to ensure the confidentiality, integrity and availability of the information Our security policies and procedures cover: • Physical security; • Computer and network security; • Access to personal information; ----------------Page (10) Break---------------- 12 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst • Secure communications; • Security in contracting out activities or functions; • Retention and disposal of information; • Acceptable usage of personal information; • Governance and regulatory issues; • Monitoring access and usage of private information; • Investigating and reacting to security incidents. When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that personal information that we remain responsible for, is kept secure. 10. REQUEST PROCEDURE FOR OBTAINING INFORMATION Access to records held by Isizwe Components (Pty) Ltd Records held by Isizwe Components (Pty) Ltd may be accessed by request only once the prerequisites for access have been met. The requester must fulfil the prerequisites for access in terms of The Act, including the payment of a requested access fee. The requester must comply with all the procedural requirements contained in The Act relating to the request for access to a record. The requester must complete the prescribed Form 2 (Annexure B) and submit same as well as payment of a request fee and a deposit, if applicable, to the Information Officer at the postal or physical address, fax number or electronic mail address as stated herein. The prescribed form must be filled in with enough particulars to at least enable the Information Officer to identify – • The record or records requested; • The identity of the requester, • Which form of access is required, if the request is granted; • The postal address or fax number or email address of the requester. The requester must state that they require the information to exercise or protect a right, and clearly state what the nature of the right to be exercised or protected is. In addition, the requester must clearly specify why the record is necessary to exercise or protect such a right. ----------------Page (11) Break---------------- 13 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Isizwe Components (Pty) Ltd will process the request within 30 days, unless the requester has stated a special reason that would satisfy the Information Officer that circumstances dictate that the above time periods are not complied with. The requester shall be informed whether access has been granted or denied in the form of Form 3 (Annexure C). If, in addition, the requester requires the reason for the decision in any other manner, they must state the manner and the particulars so required. If a request is made on behalf of another person, then the requester must submit proof of the capacity in which the requester is making the request, to the reasonable satisfaction of the Information Officer. If an individual is unable to complete the prescribed Form because of illiteracy or disability, such a person may make the request orally. 11. FEES When the Information Officer receives the request, such Officer shall, by notice, require the requester to pay the prescribed request fee (if any), before any further processing of the request. If the search for the record has been made in the preparation of the record for disclosure, including arrangements to make it available in the requested form, and it requires more than the hours prescribed in the regulation for this purpose, the Information Officer shall notify the requester to pay as a deposit the prescribed portion of the access fee which would be payable if the request is granted. The Information Officer shall withhold a record until the requester has paid the Fees as indicated. A requester, whose request for access to a record has been granted, must pay an access fee for reproduction and for search and preparation, and for any time reasonably required more than the prescribed hours to search for and prepare the record for disclosure, including making arrangements to make it available in the requested form. If a deposit has been paid in respect of a request for access, which is refused, then the Information Officer concerned must repay the deposit to the requester. The fees applicable to a request for information are set out in Annexure A hereto. The requester must pay the prescribed fee before any further processing can take place. 12. GROUNDS FOR REFUSAL OF ACCESS TO INFORMATION The main grounds for Isizwe Components (Pty) Ltd to refuse a request for information relates to the: • Mandatory protection of the privacy of a third party that is a natural person that would involve the unreasonable disclosure of personal information of that natural person; • Mandatory protection of the commercial information of a third party, if the record contains: ----------------Page (12) Break---------------- 14 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst • Trade secrets of that third party; • Financial, commercial, scientific or technical information, disclosure of which could likely cause harm to the financial or commercial interests of that third party; • Information disclosed in confidence by a third party to the Private Body, if the disclosure could put that third party at a disadvantage in negotiations or commercial competition; • Mandatory protection of confidential information of third parties if it is protected in terms of any agreement; • Mandatory protection of confidential information of the protection of property; • Mandatory protection of records that would be regarded as privileged in legal proceedings; • The commercial activities of Isizwe Components (Pty) Ltd which may include: • Trade secrets of Isizwe Components (Pty) Ltd • Financial, commercial, scientific or technical information, disclosure which could likely cause harm to the financial or commercial interest of Isizwe Components (Pty) Ltd; • Information which, if disclosed could put Isizwe Components (Pty) Ltd at a disadvantage in negotiations or commercial competition; • A computer program, owned by Isizwe Components (Pty) Ltd and protected by copyright. • The research information of Isizwe Components (Pty) Ltd or a third party, if its disclosure would reveal the identity of Isizwe Components (Pty) Ltd, the researcher or the subject matter of the research and would place the research at a serious disadvantage; Requests for information that are clearly frivolous or vexatious, or which would involve an unreasonable diversion of resources shall be refused. 13. DECISION Isizwe Components (Pty) Ltd will within 30 days of receipt of the request, decide whether to grant or decline the request and give notice with reasons (if required) to that effect. The requester shall be informed whether access has been granted or denied in the form of Form 3 (Annexure C). If, in addition, the requester requires the reason for the decision in any other manner, they must state the manner and the particulars so required. The 30 day period within which Isizwe Components (Pty) Ltd has to decide whether to grant or refuse the request, may be extended for further period of not more than 30 days if the request is for a large amount of information, or the request requires a search for information held at another office of Isizwe ----------------Page (13) Break---------------- 15 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Components (Pty) Ltd and the information cannot reasonably be obtained within the original 30 day period. Isizwe Components (Pty) Ltd will notify the requester in writing should an extension be sought. AVAILABILITY OF THE MANUAL The manual of Isizwe Components (Pty) Ltd is available at the premises of Isizwe Components (Pty) Ltd as well as on the website of Isizwe Components (Pty) Ltd. Signed by: ___________________________ Date: _______________________________ ----------------Page (14) Break---------------- 16 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst ANNEXURE A: The table below sets out the fees applicable to any request for a record of information held by Item Description Amount 1. The request fee payable by every requester R 140.00 2. Photocopy/printed black & white copy of A4-size page R 2.00 per page or part thereof 3. Printed copy of A4-size page R 2.00 per page or part thereof 4. For a copy of computer-readable form on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester R 40.00 R 40.00 R 60.00 5. For a transcription of visual images per A4-size page Service to be outsourced. Will depend on quotation from service provider. 6. For a copy of visual images 7. Transcription of an audio record, per A4-size page R 24.00 8. For a copy of audio recording on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester R 40.00 R 40.00 R 60.00 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. Not to exceed a total cost of R 145.00 R 435.00 ----------------Page (15) Break---------------- 17 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 10. Deposit: If search exceeds 6 hours One third of the amount per request calculated in terms of items 2 to 8. 11. Postage, email or any other electronic transfer Actual expense, if any. ----------------Page (16) Break---------------- 18 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst ANNEXURE B: FORM 2 REQUEST FOR ACCESS TO RECORD [Regulation 7] 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 ___________________ ___________________ ___________________ ___________________ (Address) E-mail address: ______________________ Fax number: ________________________ Mark with an "X" Request is made in my own name Request is made on behalf of another person. PERSONAL INFORMATION Full Names ----------------Page (17) Break---------------- 19 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Identity Number Capacity in which request is made (when made on behalf of another person) Postal Address Street Address E-mail Address Contact Numbers Tel. (B): Facsimile: Cellular: Full names of person on whose behalf request is made (if applicable): Identity Number Postal Address Street Address E-mail Address Contact Numbers Tel.(B) Facsimile Cellular 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: ----------------Page (18) Break---------------- 20 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Reference number, if available Any further particulars of record TYPE OF RECORD (Mark the applicable box 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 the applicable box 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 of 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 on compact disc drive(including virtual images and soundtracks) Copy of record saved on cloud storage server MANNER OF ACCESS (Mark the applicable box with an "X") ----------------Page (19) Break---------------- 21 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 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 FEES A request fee must be paid before the request will be considered. You will be notified of the amount of the access fee to be paid. 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. If you qualify for exemption of the payment of any fee, please state the reason for exemption Reason 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: ----------------Page (20) Break---------------- 22 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 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: Postal address Facsimile Electronic communication (Please specify) Signed at this day of 20 Signature of Requester / person on whose behalf request is made FOR OFFICIAL USE Reference number: Request received by: (State Rank, Name and Surname of Information Officer) Date received: Access fees: Deposit (if any): Signature of Information Officer ----------------Page (21) Break---------------- 23 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst ANNEXURE B: FORM 3 OUTCOME OF REQUEST AND FEES PAYABLE [Regulation 8] 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. Reference number: TO: ________________________ ________________________ ________________________ ________________________ Your request dated , refers. 1. You requested: Personal inspection of information 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) 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 will be liable for the fees prescribed in Annexure A. ----------------Page (22) Break---------------- 24 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst OR 2. You requested: Printed copies of the information (including copies of any 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 Facsimile of information in written or printed format (including transcriptions) E-mail of information (including soundtracks if possible) Cloud share/file transfer Preferred language: (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) Kindly note that your request has been: Approved ----------------Page (23) Break---------------- 25 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst Denied, for the following reasons: 4. Fees payable with regard to your request: Item Description Amount Number of pages/items Total: 1. The request fee payable by every requester R 140.00 ----------------Page (24) Break---------------- 26 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 2. Photocopy/printed black & white copy of A4-size page R 2.00 per page or part thereof 3. Printed copy of A4-size page R 2.00 per page or part thereof 4. For a copy of computer-readable form on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester R 40.00 R 40.00 R 60.00 5. For a transcription of visual images per A4-size page Service to be outsourced. Will depend on quotation from service provider. 6. For a copy of visual images 7. Transcription of an audio record, per A4-size page R 24.00 8. For a copy of audio recording on: Flash drive (to be provided by the requestor) Compact Disk: If provided by requester If provided to the requester R 40.00 R 40.00 R 60.00 ----------------Page (25) Break---------------- 27 Standard ISO 9001:2015 ISO 45001:2015 ISO 45001:2018 Doc ID: SHEQHRLEG002 Revision: 002 Title: POPI ACT – PAIA Manual Ver2.0 Approved by: Andre Swanepoel Date: 26/11/2024 Revision Date: 01/11/2025 Prepared by: Sanette Badenhorst 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. Not to exceed a total cost of R 145.00 R 435.00 10. Deposit: If search exceeds 6 hours One third of the amount per request calculated in terms of items 2 to 8. 11. Postage, email or any other electronic transfer Actual expense, if any. TOTAL: 5. Deposit payable (if search exceeds six hours): Yes No The amount must be paid into the following Bank account: Name of Bank: __________________________________ Name of account holder: __________________________________ Type of account: __________________________________ Account number: __________________________________ Branch Code: __________________________________ Reference No.: __________________________________ Submit proof of payment to: __________________________________ Signed at this day of 20 ________________________ Information officer Hours of search Amount of deposit (calculated on one third of total amount per request) ----------------Page (26) Break----------------