PAIA MANUAL

TABLE OF CONTENTS

  1. LIST OF ACRONYMS AND ABBREVIATIONS
  2. PURPOSE OF THE PAIA MANUAL
  3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION OF AXIA CONSULTING (PTY) LTD
    3.1   Chief Information Officer
    3.2   Deputy Information Officer
    3.3   Access to information general contacts
    3.4   Head Office
  4. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE
  5. CATEGORIES OF RECORDS OF AXIA CONSULTING (PTY ) LTD WHICH ARE AVAILABLE WITHOUT A PERSON
    HAVING TO REQUEST ACCESS
  6. DESCRIPTION OF THE RECORDS OF AXIA CONSULTING (PTY) LTD WHICH ARE AVAILABLE IN ACCORDANCE
    WITH ANY OTHER LEGISLATION
  7. DESCRIPTION OF THE SUBJECTS ON WHICH THE AXIA CONSULTING (PTY) LTD HOLDS RECORDS AND
    CATEGORIES OF RECORDS HELD ON EACH SUBJECT
  8. PROCESSING OF PERSONAL INFORMATION
    8.1   Purpose of Processing Personal Information
    8.2   Description of the categories of Data Subjects and of the information or categories of information relating
    thereto
    8.3   The recipients or categories of recipients to whom the personal information may be supplied
    8.4   Planned transborder flows of personal information
    8.5   General description of Information Security Measures to be implemented by the responsible party to
    ensure the confidentiality, integrity and availability of the information
  9. AVAILABILITY OF THE MANUAL
  10. UPDATING OF THE MANUAL

1.LIST OF ACRONYMS AND ABBREVIATIONS


1.1. “CEO”                   Chief Executive Officer
1.2. “DIO”                    Deputy Information Officer;
1.3. “IO“                       Information Officer;
1.4. “Minister”            Minister of Justice and Correctional Services;
1.5. “PAIA”                  Promotion of Access to Information Act No. 2 of 2000( as Amended;
1.6. “POPIA”               Protection of Personal Information Act No.4 of 2013;
1.7. “Regulator”         Information Regulator; and
1.8. “Republic”           Republic of South Africa

2.PURPOSE OF PAIA MANUAL

This PAIA Manual is useful for the public to-

 

2.1. check the categories of records held by a body which are available without a person having to
submit a formal PAIA request;

 

2.2. have a sufficient understanding of how to make a request for access to a record of the body,
by providing a description of the subjects on which the body holds records and the categories of records
held on each subject;

 

2.3. know the description of the records of the body which are available in accordance with any
other legislation;

 

2.4. access all the relevant contact details of the Information Officer and Deputy Information
Officer who will assist the public with the records they intend to access;

 

2.5. know the description of the guide on how to use PAIA, as updated by the Regulator and how
to obtain access to it;

 

2.6. know if the body will process personal information, the purpose of processing of personal
information and the description of the categories of data subjects and of the information or
categories of information relating thereto;

 

2.7. know the description of the categories of data subjects and of the information or categories
of information relating thereto;

3.KEY CONTACT DETAILS FOR ACCESS TO INFORMATION OF AXIA CONSULTING (PTY) LTD

3.1. Chief Information Officer

Name: Rochelle van Greunen
Tel: +27 12 023 1560
Email: [email protected]

3.2. Deputy Information Officer

Name: Jaco van der Westhuizen
Tel:  +27 12 023 1560
Email:  [email protected]

3.3. Access to information general contacts

Email:  [email protected]

3.4 National or Head Office

Postal Address:  Unit 71, Molopo Private Park, Lichtenburg, 2740
Physical Address:  Unit 71, Molopo Private Park, Lichtenburg, 2740
Telephone:  +27 12 023 1560
Email:  [email protected]
Website:  www.axiaconsulting.co.za

4 GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE

4.1. 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.

 

4.2. The Guide is available in each of the official languages and in braille.


4.3. The aforesaid Guide contains the description of-
4.3.1.  the objects of PAIA and POPIA;
4.3.2.  the postal and street address, phone and fax number and, if available, electronic
mail address of-
4.3.2.2.  every Deputy Information Officer of every public and private body
designated in terms of section 17(1) of PAIA1 and section 56 of
POPIA2;
4.3.2.1.  the Information Officer of every public body, and
4.3.3.  the manner and form of a request for-
4.3.3.1.  access to a record of a public body contemplated in section 113; and
4.3.3.2.  access to a record of a private body contemplated in section 504;
4.3.4.  the assistance available from the IO of a public body in terms of PAIA and POPIA;
4.3.5.  the assistance available from the Regulator in terms of PAIA and POPIA;
4.3.6.  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-
4.3.6.1. an internal appeal;
4.3.6.2. a complaint to the Regulator; and

_________________________
*1Section 17(1) of PAIA- For the purposes of PAIA, each public body must, subject to legislation governing the employment of personnel of the
public body concerned, designate such number of persons as deputy information officers as are necessary to render the public body as accessible
as reasonably possible for requesters of its records.
*2Section 56(a) of POPIA- Each public and private body must make provision, in the manner prescribed in section 17 of the Promotion of Access
to Information Act, with the necessary changes, for the designation of such a number of persons, if any, as deputy information officers as is
necessary to perform the duties and responsibilities as set out in section 55(1) of POPIA.
contemplated in Chapter 4 of this Part.
*3Section 11(1) of PAIA- A requester must be given access to a record of a public body if that requester complies with all the procedural
requirements in PAIA relating to a request for access to that record; and access to that record is not refused in terms of any ground for refusal
*4Section 50(1) of PAIA- A requester must be given access to any record of a private body if-
a)that record is required for the exercise or protection of any rights;
c) that person complies with the procedural requirements in PAIA relating to a request for access to that record; and
c) access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part

4.3.6.3. 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;
4.3.7. the provisions of sections 145 and 516 requiring a public body and private body,
respectively, to compile a manual, and how to obtain access to a manual;
4.3.8. the provisions of sections 157 and 528 providing for the voluntary disclosure of
categories of records by a public body and private body, respectively;
4.3.9. the notices issued in terms of sections 229 and 5410 regarding fees to be paid in
relation to requests for access; and
4.3.10. the regulations made in terms of section 9211.


4.4. 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.


4.5. The Guide can also be obtained-
4.5.1. upon request to the Information Officer;
4.5.2. from the website of the Regulator (https://www.justice.gov.za/inforeg/).


4.6. A copy of the Guide is also available in the following two official languages, for public
inspection during normal office hours-
4.6.1. English
4.6.2. Afrikaans

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*5 Section 14(1) of PAIA- The information officer of a public body must, in at least three official languages, make available a manual containing
information listed in paragraph 4 above.
*6 Section 51(1) of PAIA- The head of a private body must make available a manual containing the description of the information listed in paragraph
4 above.
*7 Section 15(1) of PAIA- The information officer of a public body, must make available in the prescribed manner a description of the categories of
records of the public body that are automatically available without a person having to request access
*8 Section 52(1) of PAIA- The head of a private body may, on a voluntary basis, make available in the prescribed manner a description of the categories
of records of the private body that are automatically available without a person having to request access
*9 Section 22(1) of PAIA- The information officer of a public body to whom a request for access is made, must by notice require the requester to pay
the prescribed request fee (if any), before further processing the request.
*10 Section 54(1) of PAIA- The head of a private body to whom a request for access is made must by notice require the requester to pay the prescribed
request fee (if any), before further processing the request.
*11 Section 92(1) of PAIA provides that –“The Minister may, by notice in the Gazette, make regulations regarding-
(a) any matter which is required or permitted by this Act to be prescribed;
(b) any matter relating to the fees contemplated in sections 22 and 54;
(c) any notice required by this Act;
(d) uniform criteria to be applied by the information officer of a public body when deciding which categories of records are to be made
available in terms of section 15; and
(e) any administrative or procedural matter necessary to give effect to the provisions of this Act.”

5 CATEGORIES OF RECORDS OF AXIA CONSULTING (PTY) LTD WHICH ARE AVAILABLE WITHOUT A PERSON HAVING TO REQUEST ACCESS

Category of records           Types of the Record             Available on Website               Available upon request
Policies                                        Privacy Policy                             X                                                X
Public manual                               PAIA                                           X                                                X

6 DESCRIPTION OF THE RECORDS OF AXIA CONSULTING (PTY) LTD WHICH ARE AVAILABLE IN
ACCORDANCE WITH ANY OTHER LEGISLATION

Category of Records                                                Applicable Legislation

Memorandum of incorporation                              Companies Act 71 of 2008
PAIA Manual                                                              Promotion of Access to Information Act 2 of 2000
Privacy Policy                                                            Protection of Personal Information Act 4 of 2013

7 DESCRIPTION OF THE SUBJECTS ON WHICH AXIA CONSULTING (PTY) LTD HOLDS RECORDS AND CATEGORIES OF RECORDS HELD ON EACH SUBJECT

Subjects of Records                                              Categories of records
Company secretarial                                              Memorandum of Incorporation, share certificates, resolutions, director registrations, minutes of meetings, share register
Human Resources                                                  HR policies and procedures, employee records, advertised positions
Finance                                                                     Banking/bank account records, contractual agreements, accounting records, financial statements, reports                                                                                                   and invoices
Insurance                                                                  Insurance policy documents
Intellectual Property                                               Original designs
Tax                                                                             Income tax records, contractual agreements
Commercial Agreements                                       Service level agreements, employee agreements, contractor agreements
Property                                                                    Lease agreements
Information Technology                                         Software licenses, data protection measures, data retention formulae, breach recovery processes

8 PROCESSING OF PERSONAL INFORMATION

8.1. Purpose of Processing Personal Information is to:
8.1.1. Provide and manage services you request or agree to
8.1.2. Respond to inquiries and fulfil your requests
8.1.3. Process billing and payments
8.1.4. Comply with legal and regulatory requirements
8.1.5. Provide customer support and communicate with you
8.1.6. Send you lawful marketing communications (with opt-out options)
8.1.7. Improve our services and website
8.1.8. Internal record keeping


8.2. 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
Clients                                                                       Full name, address, registration numbers or identity numbers, employment status, contact details, bank details                                                                                                                                                                                   and any other additional information as required by law or for the provision of our services
Service Providers                                                     Full name, address, registration numbers or identity numbers, contact details, bank details, VAT registration                                                                                                                                                                                          number and any other additional information as required by law
Employees                                                                 Full name, address, identity numbers, income tax numbers, contact details, bank details, gender, race,                                                                                                                                                                                                  qualifications and any other additional information as required by law


8.3. 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 Services
Qualifications for qualification verifications                                       South African Qualifications Authority
Credit and payment history, for credit information                          Credit Bureaus
Identity, contact, financial, technical, transactions,                          Service providers and contractors who assist in delivering our services
contractual and usage
Identity, contact, financial, technical, transactions,                          IT and security providers
contractual and usage
Identity, contact, financial, technical, transactions,                          Legal and regulatory authorities as required by law
contractual and usage


8.4. Planned transborder flows of personal information
Personal information may be transferred outside South Africa for storage or processing. We
ensure that such transfers are made to countries with adequate data protection laws or that
appropriate safeguards are in place to protect your information, as required by law.


8.5. General description of Information Security Measures to be implemented by the responsible
party to ensure the confidentiality, integrity and availability of the information
Third party, reputable service providers are contracted to protect personal information form
being lost, used, accessed, altered or shared without authorization. Security measures in the
form of antivirus protection, secure operating systems, employee training and monitoring and
firewalls are in place.

9 AVAILABILITY OF THE MANUAL

9.1. A copy of the Manual is available-
9.1.1. on www.axiaconsulting.co.za
9.1.2. head office of aXia Consulting (Pty) Ltd for public inspection during normal
business hours
9.1.3. to any person upon request and upon the payment of a reasonable prescribed fee;
and
9.1.4. to the Information Regulator upon request
9.2. A fee for a copy of the Manual, as contemplated in annexure B of the Regulations, shall be
payable per each A4-size photocopy made.

10 UPDATING OF THE MANUAL

The head of a aXia Consulting (Pty) Ltd will on a regular basis update this manual.