Veldskoen HERITAGE SAFARI Shoes User Manual

Veldskoen HERITAGE SAFARI Shoes

INTRODUCTION

Veldskoen Shoes (Pty) Ltd specialises in the supply of handcrafted leather shoes and
accessories.

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 the 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.

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 for them to exercise their rights about public and private bodies.
Section un Thied and should, be sure to last emotions, is to ing, out not

• 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.

This PAIA Manual assists you to-

• check the categories of records held by Veldskoen Shoes (Pty) Ltd which are available without a person having to submit a formal PAIA request;
• have a sufficient understanding of how to request access to a record of Veldskoen Shoes (Pty) Ltd, by describing the subjects on which Veldskoen Shoes (Pty) Ltd holds records and the categories of records held on each subject;
• know the description of the records of Veldskoen Shoes (Pty) Ltd which are available by any other legislation;
• access all the relevant contact details of the Information Officer and Deputy Information Officers) who will assist you with the records you intend to access;
• know the description of the guide on how to use PAIA, as updated by the Information Regulator, and how to obtain access to it;
• know if Veldskoen Shoes (Pty) Ltd processes personal information and the purpose of processing of personal information;
• know the description of the categories of data subjects and the information or categories of information relating thereto;
• know the recipients or categories of recipients to whom the personal information may be supplied;
• know if Veldskoen Shoes (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
• know whether Veldskoen Shoes (Pty) Ltd has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.

CONTACT DETAILS:

• Information Officer: Anna Greenfield
• Postal Address: Unit 19, Inospace Building Amphion Street Paarden Eiland 7405
• Physical Address: Unit 19, Inospace Building Amphion Street Paarden Eiland 7405
• Telephone No: 076 812 6246
• E-mail:[email protected]
• Deputy Information Officer: Not Applicable

GENERAL INFORMATION

Vatds Priste es (Pty) Ltd

• Registration No: 2016/412016/07
• Postal Address: Unit 19, Inospace Building Amphion Street Paarden Eiland 7405
• Physical Address: (or principal place of business): Unit 19, Inospace Building Amphion Street Paarden Eiland 7405
• Telephone No: 076 812 6246
• E-mail:[email protected]
• Website: www.veldskoen.com

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

• 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.
• The aforesaid Guide contains the description of-
  • the objects of PAIA and POPIA;
  • the postal and street address, phone and fax number and, if available, electronic mail address of-
  • the Information Officer of every public body, and
  • every Deputy Information Officer of every public and private body designated in terms of Section 17(1) of PAIA and Section 56 of POPIA;
  • the manner and form of a request for-
  • access to a record of a public body contemplated in Section 11 of PAIA;
  • and 5332 Cos to a record of a private body contemplated in Section
• the assistance available from the Information Officer of a public body in terms of PAIA and POPIA;
• the assistance available from the Information Regulator in terms of PAIA and POPIA;
• 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-

  •   * an internal appeal;

  • a complaint to the Regulator; and
  • 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;
  • 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;
  • 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;
  • the notices issued in terms of Sections 22 and 54 of PAIA regarding fees to be paid in relation to requests for access; and
  • the regulations made in terms of Section 92 of PAIA.
• 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.
• The Guide can also be obtained-
  • upon request to the Information Officer;
  • from the website of the Information Regulator (https://inforegulator.org.za/).
• A copy of the Guide is also available in two official languages. for public

RECORDS

RECORDS AUTOMATICALLY AVAILABLE TO THE PUBLIC
To date no notice in terms 52(2) of the Act has been published regarding the categories of Records that are automatically available without having to request access.

RECORDS OF THE PRIVATE BODY

• This law state request in debtor herds that Verdsken Shoes (Ply) Ltd holds in
• It is recorded that the accessibility of the documents listed herein below may be subject to the grounds of refusal hereinafter.

limited to the following:**

Documents of Incorporation Memorandum and Articles of Association

Shareholder’s Agreement(s) Minutes of meetings held by the Board of Directors and / or staff meeting(s)

Financial Documents| General

VAT Records Tax Records PAYE Records UIF Records SDL Records

Management Accounts and Audited Financial Statements Asset Register

Debit notes Credit notes Invoicing Quotations

Banking

Cheque accounts Current accounts Cash Records Petty Cash Financial reporting

Learning and Education| Training Material
| Training Records and Statistics

Training Agreement

---|---
Operational Documents and Records| Promotional material Written policies regarding business plan/activities Product specification Work Instruction manuals Customer database Credit Applications

Payment in respect of goods / services based on C.O.D / 30 day and longer

Sales record Production Records

Records in respect of scheduling and supply of goods

Documentation with regard to:

Business Plans Strategy Vision

Mission Action Plans

Company Profile Current / old/ both price lists Customer complaints / assessments / both

Records pertaining to costing / quoting

Research and development documentation

Client/Customer Services Records| correspondence contracts

standard business documentation

Human Resources| interview records salary status Leave records Educational history

Letter of appointment /

employment agreement

| Legal documentation Records relating to salary increases

Disciplinary records Performance management records

Medical history of employees Tax records

Training records Training manuals Company policies

Monthly contribution of employees:

Unemployment fund Records of deductions from employees

Safety Records:

Record of incidents Records of corrective action

Records relating to Occupational Health & Safety Act

---|---
Information technology records| Licenses

Software programs Software applications Internal company e-mails Internet connectivity reports

RECORDS REQUIRED IN TERMS OF LEGISLATION

• Records are kept by legislation applicable to Veldskoen Shoes (Pty) Ltd, which includes but is not limited to, the following –
  • Companies Act 71 of 2008
  • Income Tax Act 58 of 1962
  • Labour Relations Act, 66 of 1995
  • Electronic Communications and Transactions Act 36 of 2005
  • Basic Conditions of Employment Act, 75 of 1997
  • Broad-Based Economic Empowerment Act, 53 of 2003
  • Constitution of the Republic of South Africa, 108 of 1996
  • Consumer Protection Act, 68 of 2008
  • Value Added Tax Act, 89 of 1991
  • Financial Intelligence Centre Act, 38 of 2001
  • Protection of Personal Information Act, 4 of 2013
  • Occupational Health and Safety Act, 85 of 1993
  • Promotion of Access to Information Act, 2 of 2000

Reference to the above-mentioned legislation shall include subsequent amendments and secondary legislation to such legislation.

PROCESSING OF PERSONAL INFORMATION

Purpose of Processing Personal Information

• Record keeping purposes;
• Compliance purposes;
• Staff administration and job applications;
• Service delivery purposes;
• Handling complaints;
• Procurement process;
• Health and Safety purposes;
• Help improve quality products and services;
• To administer legal contractual purposes;
• To recover debt;
• To transact with suppliers.

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| These include, but are not limited to the following:

Name

ID number

Addresses (email / delivery) Banking details

VAT Registration number Contact details Company name

Company registration number Contact status

Directors/ Shareholders| These include, but are not limited to the following:

Name

ID number

Addresses (email / residential) Banking details

Income Tax Number Contact details

Employee| These include, but are not limited to the following:

Name

ID number

Addresses (email / residential) Gender

Nationality

Driver’s license details Marital Status Contact Details

Next of Kin details Banking details Employment history

Qualifications

| PAYE Information UIF Information Medical Information

Tax registration number

---|---

The recipients or categories of recipients to whom the personal information may be supplied

• Payroll administrators;
• Training service providers;
• Auditing; Information Security service providers.

Planned transborder flows of personal information
We use the service of third parties who may store or transfer information outside South African Borders. We will however ensure that said parties have reasonable security safeguards in place to protect information disclosed to them.

General description of Information Security Measures to be implemented by the responsible party to ensure the confidentiality, integrity and availability of the information
Veldskoen Shoes (Pty) Ltd has implemented the following Information Security Measures to ensure the confidentiality, integrity and availability of all information residing on our IT Systems:

• Confidentiality of all information is accomplished by limiting authorized access to all information to specified personnel only. This is done by means of secure logins by employees only from Veldskoen Shoes (Pty) Ltd approved devices.
• All backups of data are encrypted.
• Integrity is maintained with user access controls to limit all actions with data. can
• We have local and cloud backups that is fully encrypted. The backups only be accessed by authorized personnel.
• DLP (Data Loss Prevention) policies are in place to prevent misuse of data.
• Availability is achieved through access to Google Drive through restricted viewer access where applicable.
• AntiVirus software has been installed on all company-approved devices.

Access to records held by Veldskoen Shoes (Pty) Ltd

• Records held by Veldskoen Shoes (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 in order 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.

• Veldskoen Shoes (Pty) Ltd will process the request within 30 days, unless the 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.

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 for search and preparation, and for any time reasonably required in excess of 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
• 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.

GROUNDS FOR REFUSAL OF ACCESS TO INFORMATION

The main grounds for Veldskoen Shoes (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:
  • 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 Veldskoen Shoes (Pty) Ltd which may include:
  • Trade secrets of Veldskoen Shoes (Pty) Ltd
  • Financial, commercial, scientific or technical information, disclosure that could likely cause harm to the financial or commercial interest of Veldskoen Shoes (Pty) Ltd ;
  • Information that, if disclosed could put Veldskoen Shoes (Pty) Ltd at a disadvantage in negotiations or commercial competition;
  • A computer program, owned by Veldskoen Shoes (Pty) Ltd and protected by copyright.
• The research information of Veldskoen Shoes (Pty) Ltd or a third party, if its disclosure would reveal the identity of Veldskoen Shoes (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 frivolous or vexatious, or which would involve an unreasonable diversion of resources shall be refused.

DECISION
Veldskoen Shoes (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 required.

The 30-day period within which Veldskoen Shoes (Pty) Ltd has to decide whether to grant or refuse the request, may be extended for a further period of not more than 30 days if the request is for a large amount of information, or the request requires asearch for information held at another office of Veldskoen Shoes (Pty) Ltd and the information cannot reasonably be obtained within the original 30 day period. Veldskoen Shoes (Pty) Ltd will notify the requester in writing should an extension be sought.

AVAILABILITY OF THE MANUAL

• The manual of Veldskoen Shoes (Pty) Ltd is available at the premises of Veldskoen
• Shoes (Pty) Ltd as well as on the website of Veldskoen Shoes (Pty) Ltd.

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

thereof

| per| page| or| part|
3.| Printed copy of A4-size page| R 2.00

thereof

| per| page| or| part|
4.| For a copy of computer-readable form on:

(i)    Flash drive (to be provided by the requestor)

(ii)  Compact Disk:

a.    If provided by requester

b.    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 the quotation|
6.| For a copy of visual images
from the service provider.|
7.| Transcription of an audio record, per A4-size page| R 24.00|
8.| For a copy of audio recording on:

(i)    Flash drive (to be provided by the requestor)

(ii)  Compact Disk:

a.    If provided by requester

b.    If provided to the requester

|

R 40.00

R 40.00

R 60.00

|
9.| To search for and prepare the record for disclosure,| R 145.00|
| 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 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.|

ANNEXURE B: FORM 2
REQUEST FOR CESS TO RECORD

NOTE:

1. Fre of identity must be and by the requester.
2. If requests are made on behalf of another person, proof of such authorization must be attached to this form.

TO: The Information Officer

• E-mail address:
• Fax number:
• Mark with an “X”
• The request is made in my own name
• The request is made on behalf of another person.

PERSONAL INFORMATION

Full Names|
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:

|
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 “)

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|

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:|

FEES

a) A request fee must be paid before the request will be considered.

b) You will be notified of the amount of the access fee to be paid.

c) 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.

d) If you qualify for exemption of the payment of any fee, please state the reason for

exemption

Reason|

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

Reference number:

Request received by:

(State Rank, Name and Surname of Information Officer)

Date received:
Access fees:
Deposit (if any):

ANNEXURE B: FORM 3
OUTCOME OF REQUEST AND FEES PAYABLE

Note: 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.
  Please use the reference number hereunder in all future correspondence.

TO

• Reference number:
• Your request dated, refers.

You requested:
Personal inspection of information at the registered address of a public/private body (including listening to recorded words, information that can be reproduced in sound, or information held on a 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.

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

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
• Denied, for the following reasons:

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| |
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:

(i)    Flash drive (to be provided by the requestor)

(ii)  Compact Disk:

a.    If provided by requester

b.    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:

(i)    Flash drive (to be provided by the requestor)

(ii)  Compact Disk:

a.    If provided by requester

b.    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

| |
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:| | |

Deposit payable (if search exceeds six hours):

• Yes
• No

Hours of search| | Amount of deposit

(calculated on one third of total amount per request)

|
---|---|---|---

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

Prepared and compiled on 2023-10-04 per Section 51 of the Promotion of Access to Information Act, No 2 of 2000 (as amended) in respect of Veldskoen Shoes (Pty) Ltd.

• Registration number: 2016/412016/07
• Update: 2023-10-04

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