PAIA Pozi Power Bit

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Product Information

Specifications:

• Version: 2
• Classification: Public

Product Usage Instructions:

1. Definitions

Clients/Customers: Any natural or juristic
person that received or receives services from Ruwag (Pty) Ltd.

Conditions for Lawful Processing: The
conditions for the lawful processing of Personal Information as
fully set out in chapter 3 of POPI and in paragraph 12 of this
Manual.

Data Subject: The person to whom Personal
Information relates.

Information Officer Manual: The individual who
is identified in paragraph 3 of this manual.

PAIA: This manual. The Promotion of Access to
Information Act 2 of 2000.

Personal Information:

1. Information relating to the race, gender, sex, pregnancy,
   marital status, national, ethnic or social origin, Colour, sexual
   orientation, age, physical or mental health, well-being,
   disability, religion, conscience, belief, culture, language and
   birth of the person;

2. Information relating to the education or the medical,
   financial, criminal or employment history of the person;

3. Any identifying number, symbol, email address, physical
   address, telephone number, location information, online identifier
   or other particular assignment to the person;

4. The biometric information of the person;

5. The personal opinions, views or preferences of the person;

6. Correspondence sent by the person that is implicitly or
   explicitly of a private or confidential nature

2. Personnel

POPI: The Protection of Personal Information
Act 4 of 2013.

POPI Regulations: The regulations promulgated
in terms of section 112(2) of POPI.

Private Body: Any person who works for or
provides services to or on behalf of Ruwag (Pty) Ltd , and receives
or is entitled to receive remuneration and any other person who
assists in carrying out or conducting the business of Ruwag (Pty)
Ltd , which includes, without limitation, directors (executive and
non-executive), all permanent, temporary and part-time staff as
well as contract workers.

Processing:

1. The collection, receipt, recording, organisation, collation,
   storage, updating or modification, retrieval, alteration,
   consultation or use;

2. Dissemination by means of transmission, distribution or making
   available in any other form;

3. Merging, linking, as well as restriction, degradation, erasure
   or destruction of information.

3. SAHRC

SAHRC: The South African Human Rights
Commission.

Note: Any other terms not described herein will
have the meaning as ascribed to it in terms of PAIA or POPI.

Frequently Asked Questions (FAQ):

Q: What is the purpose of this manual?

A: This manual has been prepared in terms of the section 51 of
the Promotion of Access to Information Act 2 of 2000 and to address
the requirements of the Protection of Personal Information Act 4 of
2013.

Q: Who is classified as Clients/Customers?

A: Clients/Customers are any natural or juristic person that
received or receives services from Ruwag (Pty) Ltd.

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RUWAG (PTY) LTD
PAIA Manual
This manual has been prepared in terms of the section 51 of the Promotion of Access to Information Act 2 of 2000 and to address the requirements of the Protection of Personal
Information Act 4 of 2013.

Classification: Public
TABLE OF CONTENTS
1. DEFINITIONS ……………………………………………………………………………………………………3 2. INTRODUCTION………………………………………………………………………………………………..5 3. CONTACT DETAILS ……………………………………………………………………………………………5 4. GUIDE OF INFORMATION REGULATOR …………………………………………………………………5 5. LATEST NOTICES IN TERMS OF SECTION 52(2) OF PAIA …………………………………………..6 6. AVAILABILITY OF CERTAIN RECORDS IN TERMS OF PAIA ………………………………………..6 7. RECORDS AVAILABLE IN TERMS OF OTHER LEGISLATION……………………………………….8 8. REQUEST PROCESS…………………………………………………………………………………………..9 9. GROUNDS FOR REFUSAL………………………………………………………………………………….10 10. REMEDIES SHOULD A REQUEST BE REFUSED…………………………………………………..11 11. FEES…………………………………………………………………………………………………………..11 12. POPI …………………………………………………………………………………………………………..13

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1. DEFINITIONS
Clients/Customers Conditions for Lawful Processing Data Subject Information Officer Manual PAIA Personal Information
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Any natural or juristic person that received or receives services from Ruwag (Pty) Ltd.

The conditions for the lawful processing of Personal Information as fully set out in chapter 3 of POPI and in paragraph 12 of this Manual.

The person to whom Personal Information relates.

The individual who is identified in paragraph 3 of this manual.

This manual.

The Promotion of Access to Information Act 2 of 2000.

Means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person, including, but not limited to ­
a. Information relating to the race, gender, sex, pregnancy, marital status, national, ethnic or social origin, Colour, sexual orientation, age, physical or mental health, well-being, disability, religion, conscience, belief, culture, language and birth of the person;
b. Information relating to the education or the medical, financial, criminal or employment history of the person;
c. Any identifying number, symbol, email address, physical address, telephone number, location information, online identifier or other particular assignment to the person;
d. The biometric information of the person;
e. The personal opinions, views or preferences of the person;
f. Correspondence sent by the person that is implicitly or explicitly of a private or confidential nature

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Personnel
POPI POPI Regulations Private Body
Processing
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or further correspondence that would reveal the contents of the original correspondence; g. The views or opinions of another individual about the person; and h. The name of the person if it appears with other personal information relating to the person or if the disclosure of the name itself would reveal information about the person.
Any person who works for or provides services to or on behalf of Ruwag (Pty) Ltd , and receives or is entitled to receive remuneration and any other person who assists in carrying out or conducting the business of Ruwag (Pty) Ltd , which includes, without limitation, directors (executive and non-executive), all permanent, temporary and part-time staff as well as contract workers.
The Protection of Personal Information Act 4 of 2013.
The regulations promulgated in terms of section 112(2) of POPI.
Means ­ a. A natural person who carries or has carried on any trade, business or profession, but only in such capacity; b. A partnership which carries or has carried on any trade, business or profession; or c. Any former or existing juristic person, but excludes a public body.
Means any operation or activity or any set of operations, whether or not by automatic means, concerning personal information, including ­
a. The collection, receipt, recording, organisation, collation, storage, updating or modification, retrieval, alteration, consultation or use;
b. Dissemination by means of transmission, distribution or

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SAHRC

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making available in any other form; or c. Merging, linking, as well as restriction, degradation, erasure or destruction of information.
The South African Human Rights Commission.

Any other terms not described herein will have the meaning as ascribed to it in terms of PAIA or POPI.

2. INTRODUCTION
2.1. For the purpose of POPI and PAIA, Ruwag (Pty) Ltd is defined as a private body. In accordance with Ruwag (Pty) Ltd ‘s obligations in terms of POPI and PAIA, Ruwag (Pty) Ltd has produced this manual.
2.2. This manual sets out all information required by both PAIA and POPI. 2.3. This manual also deals with how requests are to be made in terms of PAIA. 2.4. This manual also establishes how compliance with POPI is to be achieved.

3. CONTACT DETAILS
Business Name

Ruwag (Pty) Ltd

Registration Number

1982/009887/07

Registered Office

83 Heidelberg Road, Production Park, City Deep, Johannesburg, 2197

Postal Address

As Above

Contact Number

011 498 0800

Information Officer

Rupert Jacobs

Deputy Information Officer/s

Evette Broodryk

Email address/es

pa@de.co.za/rupert.jacobs@ruwag.co.za

Background information of how Ruwag (Pty) Ltd processes information can be found at: https://ruwag.co.za/
4. GUIDE OF INFORMATION REGULATOR
4.1. A guide to PAIA and how to access information in terms of PAIA has been published pursuant to section 10 of PAIA.

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4.2. The guide contains information required by an individual who may wish to exercise their rights in terms of PAIA.
4.3. Should you wish to access the guide you may request a copy from the Information Officer by submitting ANNEXURE A, attached hereto, to the details specified above.
4.4. You may also inspect the guide at Ruwag (Pty) Ltd ‘s offices during ordinary working hours.
4.5. You may also request a copy of the guide from Information Regulator at the following details:

Information Regulator:

Postal Address:

P O Box 31533, Braamfontein, Johannesburg, 2017

Telephone:

+27 (10) 023-5200

Website:

www.justice.gov.za

Email:

PAIAComplaince.IR@justice.gov.za

5. LATEST NOTICES IN TERMS OF SECTION 52(2) OF PAIA
5.1. At this stage no Notice(s) has/have been published on the categories of records that are available without having to request access to them in terms of PAIA.

6. AVAILABILITY OF CERTAIN RECORDS IN TERMS OF PAIA
6.1. Ruwag (Pty) Ltd holds and/or process the following records for the purposes of PAIA and POPI.
6.2. The following records may be requested; however, it should be noted that there is no guarantee that the request will be honoured. Each request will be evaluated in terms of PAIA and any other applicable legislation.
Products and/or Services: · All products and/or services are available freely on Ruwag (Pty) Ltd ‘s website as set out above.

Human Resources: · Employment Contracts · Employee Benefits · Personnel Records and Correspondence · Training Records · Internal Policies · Information pertaining to share options, share incentives, bonus or profitsharing agreements of each employee · Pension and Provident Fund Records

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Legal: · Agreements with Clients/Customers · Agreement with Suppliers · Shareholder Agreements · Partnership Agreements · Licenses and Permits · Power of Attorneys

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· Sale Agreements · Lease Agreements
Company Secretarial:
· Memorandum of Incorporation · Secretarial Records · Tradename Registrations · Trademark Registrations · Company Registration Documents · Statutory Registers · Minutes of Director’s meetings · Register of Directors
Financial: · Accounting Records · Annual Reports · Interim Reports · Auditor Details and Reports · Tax Returns · Insurance Records
Clients/Customers: · Clients/Customers Database · Correspondence with Clients/Customers · Documentation prepared for Clients/Customers.
Marketing: · Published Marketing Material
Miscellaneous: · Internal Correspondence · Information Technology Records · Trade secrets · Domain Name Registrations · Website Information · Asset Registers

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7. RECORDS AVAILABLE IN TERMS OF OTHER LEGISLATION
7.1.1. Basic Conditions of Employment Act, No. 75 of 1997 7.1.2. Companies Act, No. 71 of 2008 7.1.3. Compensation for Occupational Injuries and Diseases Act, No. 130 of 1993 7.1.4. Constitution of the Republic of South Africa Act, No. 108 of 1996 7.1.5. Co-operatives Act No. 14 of 2005 7.1.6. Debt Collectors Act, No. 114 of 1998 7.1.7. Electronic Communication and Transactions Act, No. 25 of 2002 7.1.8. Employment Equity Act, No. 55 of 1998 7.1.9. Identification Act, No. 68 of 1997 7.1.10. Income Tax Act, No. 58 of 1962 7.1.11. Insider Trading Act No. 135 of 1998 7.1.12. Insolvency Act, No. 24 of 1936 7.1.13. Inspection of Financial Institutions Act, No. 18 of 1998 7.1.14. Intellectual Property Laws Amendment Act No.38 of 1997 7.1.15. National Payment Systems Act No. 78 of 1998 7.1.16. Occupational Health and Safety Act No. 85 of 1993 7.1.17. Patents, Designs and Copyright Merchandise Marks Act, No. 17 of 1941 7.1.18. Pension Funds Act, No. 24 of 1956 7.1.19. Prescription Act No. 68 of 1969 7.1.20. Prevention of Organised Crime Act No. 121 of 1998 7.1.21. Promotion of Access to Information Act, No. 2 of 2000 7.1.22. Protection of Personal Information Act, No. 4 of 2013 7.1.23. Skills Development Levies Act, No. 9 of 1999 7.1.24. The Criminal Procedure Act, No. 51 of 1977 7.1.25. The Labour Relations Act, No. 66 of 1995 7.1.26. Trademark Act No. 194 of 1993 7.1.27. Unemployment Insurance Act, No. 63 of 2001 7.1.28. Value Added Tax Act, No. 89 of 1991

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*Although we have used our best endeavours to supply a list of applicable legislation, it is possible that this list may be incomplete. Whenever it comes to our attention that existing or new legislation allows a Requester access on a basis other than as set out in PAIA, we shall update the list accordingly. If a Requester believes that a right of access to a record exists in terms of other legislation listed above or any other legislation, the Requester is required to indicate what legislative right the request is based on, to allow the Information Officer the opportunity of considering the request in light thereof.
8. REQUEST PROCESS
8.1. An individual who wishes to place a request must comply with all the procedures laid down in PAIA.
8.2. The requester must complete ANNEXURE B, which is attached hereto and submit it to the Information Officer at the details specified above.
8.3. The prescribed form must be submitted 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 as is stated herein.
8.4. The prescribed form must be completed with enough particularity to enable the information officer to determine:
8.4.1. The record(s) requested; 8.4.2. The identity of the requestor; 8.4.3. What form of access is required; and 8.4.4. The Postal address or fax number of the requestor. 8.5. The requestor must state that the records are required for the requestor to
exercise or protect a right, and clearly state what the nature of the right is so to be exercised or protected. An explanation of why the records requested is required to exercise or protect the right. 8.6. The request for access will be dealt with within 30 days from date of receipt, unless the requestor has set out special grounds that satisfies the Information Officer that the request be dealt with sooner. 8.7. The period of 30 days may be extended by not more than 30 additional days, if the request is for a large quantity of information, or the request requires a search for information held at another office of Ruwag (Pty) Ltd and the information cannot be reasonably obtained within 30 days. The information officer will notify the requestor in writing should an extension be necessary. 8.8. The Information Officer must communicate a response to the request for access using “Annexure E”, this communication shall inform the requestor of: 8.8.1. The decision; 8.8.2. Fees payable in terms of paragraph 11. 8.9. In the event that the Information Officer is of the opinion that the searching and preparation of the record for disclosure would amount to more than 6 hours, he/she shall inform the requestor to pay a deposit not exceeding one third of the amount payable. 8.10. Should the requestor have any difficulty with the form or the process laid out herein, the requestor should contact the Information Officer for assistance.

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8.11.

An oral request can be made to the Information Officer should the requestor be unable to complete the form due to illiteracy or a disability. The Information Officer will complete the form on behalf of the requestor and provide a copy of the form to the requestor.

9. GROUNDS FOR REFUSAL

9.1. The following are grounds upon which Ruwag (Pty) Ltd may, subject to the

exceptions in Chapter 4 of PAIA, refuse a request for access in accordance with

Chapter 4 of PAIA:

9.1.1. Mandatory protection of the privacy of a third party who is a natural person,

including a deceased person, where such disclosure of Personal Information

would be unreasonable.

9.1.2. Mandatory protection of the commercial information of a third party, if the

Records contain:

9.1.2.1.

Trade secrets of that third party;

9.1.2.2.

Financial, commercial, scientific or technical information of the

third party, the disclosure of which could likely cause harm to the financial

or commercial interests of that third party; and/or

9.1.2.3.

Information disclosed in confidence by a third party to Ruwag (Pty)

Ltd, the disclosure of which could put that third party at a disadvantage in

contractual or other negotiations or prejudice the third party in

commercial competition;

9.1.3. Mandatory protection of confidential information of third parties if it is

protected in terms of any agreement;

9.1.4. Mandatory protection of the safety of individuals and the protection of

property;

9.1.5. Mandatory protection of Records that would be regarded as privileged in legal

proceedings;

9.1.6. Protection of the commercial information of Ruwag (Pty) Ltd, which may

include:

9.1.6.1.

Trade secrets;

9.1.6.2.

Financial/commercial, scientific or technical information, the

disclosure of which could likely cause harm to the financial or

commercial interests of Ruwag (Pty) Ltd;

9.1.6.3.

Information which, if disclosed, could put Ruwag (Pty) Ltd at a

disadvantage in contractual or other negotiations or prejudice Ruwag (Pty)

Ltd in commercial competition; and/or

9.1.6.4.

Computer programs which are owned by Ruwag (Pty) Ltd, and

which are protected by copyright and intellectual property laws;

9.1.7. Research information of Ruwag (Pty) Ltd or a third party, if such disclosure

would place the research or the researcher at a serious disadvantage; and

9.1.8. Requests for Records that are clearly frivolous or vexatious, or which involve

an unreasonable diversion of resources.

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10. 10.1.
    10.2.

REMEDIES SHOULD A REQUEST BE REFUSED
Ruwag (Pty) Ltd does not have an internal appeal procedure in light of a denial of a request, decisions made by the information officer is final. The requestor may in accordance with sections 56(3) (c) and 78 of PAIA, apply to a court for relief within 180 days of notification of the decision for appropriate relief.

11. FEES
11.1. The following fees shall be payable upon request by a requestor:

Request fee (Payable on every request)

R140.00

Photocopy of an A4 page or part thereof

R2.00

Printed copy of an A4 page or part thereof

R2.00

Hard copy on flash drive (Flash drive to be provided by requestor)

R40.00

Hard copy on a compact disc

R40.00

(Compact disc to be provided by requestor)

Hard copy on a compact disc

R60.00

(Compact disc to be provided by Ruwag (Pty)

Ltd)

Transcription of visual images per A4 page Copy of visual images Transcription of an audio record per A4 page

As per quotation of service provider As per quotation of service provider R24.00

Copy of an audio record on flash drive (Flash drive to be provided by requestor)

R40.00

Copy of an audio on a compact disc

R40.00

(Compact disc to be provided by requestor)

Copy of an audio on a compact disc

R60.00

(Compact disc to be provided by Ruwag (Pty)

Ltd )

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

R145.00

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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 (Cannot exceed total cost)

R435.00

Postage, email or any other electronic transfer Actual expense, if any

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12. POPI

12.1. Conditions for lawful processing:

12.1.1. POPI has eight conditions for lawful processing and includes:

12.1.1.1.

Accountability

12.1.1.2.

Processing limitation

12.1.1.3.

Purpose specification

12.1.1.4.

Further processing limitation

12.1.1.5.

Information quality

12.1.1.6.

Openness

12.1.1.7.

Security safeguards

12.1.1.8.

Data subject participation

12.1.2. Ruwag (Pty) Ltd is involved in the following types of processing:

12.1.2.1.

Collection

12.1.2.2.

Recording

12.1.2.3.

Organization

12.1.2.4.

Structuring

12.1.2.5.

Storage

12.1.2.6.

Adaptation or alteration

12.1.2.7.

Retrieval

12.1.2.8.

Consultation

12.1.2.9.

Use

12.1.2.10. Disclosure by transmission

12.1.2.11. Dissemination or otherwise making available

12.1.2.12. Alignment or combination

12.1.2.13. Restriction

12.1.2.14. Erasure

12.1.2.15. Destruction

12.1.3. Ruwag (Pty) Ltd processes information for the following purposes:

12.1.3.1.

To fulfil agreements in relation to its employees;

12.1.3.2.

to provide services to its Clients/Customers in accordance with

terms agreed to

by the Clients/Customers;

12.1.3.3.

to undertake activities related to the provision of services, such as

12.1.3.3.1. to fulfil domestic legal, regulatory and compliance requirements;

12.1.3.3.2. to verify the identity of Customer representatives who contact

Ruwag (Pty) Ltd or may be contacted by Ruwag (Pty) Ltd ;

12.1.3.3.3. for risk assessment, information security management,

statistical, trend analysis and planning purposes;

12.1.3.3.4. to monitor and record calls and electronic communications with

the Clients/Customers for quality, training, investigation and

fraud prevention purposes; 12.1.3.3.5. to enforce or defend Ruwag (Pty) Ltd or Ruwag (Pty) Ltd affiliates’

rights;

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12.1.3.3.6. to manage Ruwag (Pty) Ltd ‘s relationship with its

Clients/Customers, which may include providing information to

its Clients/Customers and its Clients/Customers affiliates about Ruwag (Pty) Ltd ‘s and Ruwag (Pty) Ltd affiliates’ products and

services;

12.1.3.4.

the purposes related to any authorised disclosure made in terms

of

12.1.3.5.

agreement, law or regulation; any additional purposes expressly authorised by Ruwag (Pty) Ltd’s

Clients/Customers;

12.1.3.6.

any additional purposes as may be notified to the

Clients/Customers or Data

Subjects in any notice provided by Ruwag (Pty) Ltd.

12.2. Ruwag (Pty) Ltd processes personal information the following categories of Data

Subjects: 12.2.1. Juristic persons ­

12.2.1.1.

Corporate Clients/Customers

12.2.1.2.

Suppliers

12.2.2. Natural persons ­

12.2.2.1.

Individuals

12.2.2.2.

Staff

12.2.2.3.

Clients/Customers

12.2.2.4.

Suppliers

12.3. Ruwag (Pty) Ltd process the following categories personal information:

12.3.1. Clients/Customers profile information;

12.3.2. Bank account details;

12.3.3. Payment information;

12.3.4. Clients/Customers representatives;

12.3.5. Names;

12.3.6. Email addresses;

12.3.7. Telephone numbers;

12.3.8. Facsimile numbers;

12.3.9. Physical addresses;

12.3.10. Tax numbers;

12.3.11. Identity numbers;

12.3.12. Passport numbers;

12.4. Recipients of Personal Information; 12.4.1. Ruwag (Pty) Ltd, Ruwag (Pty) Ltd ‘s affiliates, their respective representatives.

12.5. When making authorised disclosures or transfers of personal information in

terms of Section 72 of POPI, personal information may be disclosed to recipients

in countries that do not have the same level of protection for personal information

as South Africa does.

12.6. The following Security measures are implemented by Ruwag (Pty) Ltd:

12.7. Ruwag (Pty) Ltd implements numerous Security measures to protect personal

information that is stored electronically and physically.

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12.7.1. Ruwag (Pty) Ltd ensures that appropriate security measures are taken and updates these measures on a regular basis.
12.7.2. Ruwag (Pty) Ltd have also implemented various policies for additional security for personal information stored both physically and electronically.
12.8. The personal information that is stored physically is protected as follows: 12.8.1. Where physical records of the data exist, such records will be stored in a secure area that can be locked-away’ as to avoid a breach of the personal information. 12.8.2. Such physical data records will belocked- away’ and secured when not in use.
12.9. Ruwag (Pty) Ltd may share personal information with third parties and in certain instances this may result in cross border flow of the personal information. The personal information will always be subject to protection, not less than the protection it is afforded under the Protection of Personal Information Act No.4 of 2013.
12.10. Objection to the processing of personal information by a data subject: 12.10.1. Section 11(3) of POPI and regulation 2 of the POPI regulations provides that a data subject may, at any time object to the processing of their personal information in the prescribed form attached to this manual as ANNEXURE “C”.
12.11. Request for correction or deletion of personal information: 12.11.1. Section 24 of POPI and regulation 3 of the POPI regulations provides that a data subject may request for their personal information to be corrected and/or deleted in the prescribed form attached hereto as ANNEXURE “D”. 12.11.2. Regulation 8 of the POPI regulations provides for requests the outcomes of requests and of fees payable in the prescribed form attached hereto as ANNEXURE “E”.

SIGNATURE INFORMATION

OFFICER

:

DATE

:

1/3/2024

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ANNEXURE A
FORM 1
REQUEST FOR A COPY OF THE GUIDE
[Regulations 3] TO: The Information Officer

Classification: Public

I,
Full Names: In my capacity as (mark with “X”): Name of Public/Private Body (if applicable): Postal Address: Street Address: E-mail Address: Facsimile: Contact Numbers:

Information Officer: Tel. (B):

Other: Cellular:

Hereby request the following copy(ies) of the Guide:

Language (mark with “X”): Sepedi Setswana Tshivenda Afrikaans isiNdebele isiZulu

No of Copies

Language (mark with “X”): Sesotho siSwati Xitsonga English isiXhosa

No of Copies

Manner of Collection (mark with “X”):

Personal Collection

Postal Address

Facsimile

Electronic Communication (Please Specify)

Signed at

this

day of

20 .

Signature of Requester
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ANNEXURE B
FORM 2
REQUEST FOR ACCESS TO RECORD
[Regulations 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

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): Cellular:

Full Name of

person on whose

behalf request is

made

(if

applicable):

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PERSONAL INFORMATION Facsimile:

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Identity Number: Postal Address: Street Address: E-mail Address:
Contact Numbers:

Tel. (B): Cellular:

Facsimile:

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

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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 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)
PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED
If the provided space is inadequate, please continue on a separate page and attach it to the 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:

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Classification: Public

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
FOR OFFICAL 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

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Classification: Public
ANNEXURE C
FORM 1
OBJECTION TO THE PROCESSING OF PERSONAL INFORMATION IN TERMS OF SECTION 11(3) OF THE
PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO. 4 OF 2013)

REGULATIONS RELATING TO THE PROTECTION OF PERSONAL INFORMATION,
2017
[Regulation 2(1)]

Note:

Affidavits or other documentary evidence in support of the objection must be attached.

If the space provided for in this Form is inadequate, submit

information as anAnnexure to this Form and sign each page.

Reference Number ____

Name

and

Surname of Data

Subject

Residential,

postal or business

address

DETAILS OF DATA SUBJECT

Contact number(s) Fax number: E-mail address:

Name

and

Surname

of

Responsible Party

(if the Responsible

Party is a natural):

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DETAILS OF RESPONSIBLE PARTY

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Residential, postal or business address

Contact number(s) Fax number: E-mail address:

Name of Public

Body or Private

Body

(if

Responsible Party

not a natural

person):

Business address:

Classification: Public

Contact number(s): Fax number: e-mail address:

Code ( )

REASONS FOR OBJECTION (Please provide detailed reasons for the objection)

Signed at

this

_____ Signature of Data Subject (Applicant)
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day of

20 .

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Classification: Public
ANNEXURE D
FORM 2
REQUEST FOR CORRECTION OR DELETION OF PERSONAL INFORMATION OR DESTROYING OR DELETION OF RECORD OF PERSONAL INFORMATION
IN TERMS OF SECTION 24(1) OF THE PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO.4 OF 2013)
REGULATIONS RELATING TO THE PROTECTION OF PERSONAL INFORMATION, 2017 [Regulation 3(2)] NOTE: 1. Affidavits or other documentary evidence in support of the request must be attached. 2. If the space provided for in this Form is inadequate, submit information as an Annexure to this Form and sign each page.
Reference Number ____
Mark the appropriate box with an “x” 1. Request For:
Correction or deletion of personal information about the data subject which is in possession or under the control of the responsible party.
Destroying or deletion of a record of personal information about the data subject which is in possession or under the control of the responsible party and who is no longer authorized to retain the record of information.

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Name

and

Surname of Data

Subject

Residential,

postal or business

address

DETAILS OF DATA SUBJECT

Classification: Public

Contact number(s) Fax number: E-mail address:

Name

and

Surname

of

Responsible Party

(if the Responsible

Party is a natural):

Residential,

postal or business

address

DETAILS OF RESPONSIBLE PARTY

Contact number(s) Fax number: E-mail address:
Name of Public Body or Private Body (if Responsible Party not a natural person):
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Business address:

Contact number(s): Fax number: e-mail address:

Code ( )

Classification: Public

REASONS FOR
CORRECTION OR DELETION OF THE PERSONAL INFORMATION ABOUT THE DATA SUBJECT/
DESTRUCTION OR DELETION OF A RECORD OF PERSONAL INFORMATION ABOUT THE DATA SUBJECT WHICH IN IN THE POSSESSION OR UNDER THE CONTROL OF THE RESPONSIBLE PARTY
(Please provide detailed reasons for the objection)

Signed at

this

day of

Signature of Data Subject

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20 .

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Classification: Public
ANNEXURE E
FORM 3 OUTCOME OF REQUEST AND OF FEES PAYABLE
[Regulation 8] 1. If your request is granted ­ (a) Amount of the deposit, if any, is payable before your request is processed; and 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

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Classification: Public

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 in Annexure B

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 or 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 Facisimile of information in written or printed format (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)

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Kindly note that your request has been: Approved Denied, for the following reasons:

Classification: Public

4. Fees payable with regards to your request:

Item

Cost per A4sizepage or part thereof/item

Photocopy Printed copy For a copy in a computer-readable form on:
(i) Flash drive · To be provided by requestor
(ii) Compact disc · If provided by requestor · If provided to the requestor
For a transcription of visual images per A4sizepage
Copy of visual images
Transcription of an audio record, per A4-size Copy of an audio record

R40.00
R40.00 R60.00
Service to be outsourced. Will
depend on the quotation of the service provider
R24.00

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Number of pages/ite ms

Total

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(i)

Flash drive

·

To be provided by requestor

(ii) Compact disc

·

If provided by requestor

·

If provided to the requestor

Postage, e-mail or any other electronictransfer:

TOTAL:

R40.00
R40.00 R60. 00 Actual costs

Classification: Public

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 Nr: Submit proof of payment to:

Signed at Information officer
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this

day of

20

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