The information is classified and grouped according to records relating to the following subjects and categories:<\/p>\n
7.1.\u00a0 \u00a0 Personnel Records: “<\/em>Personnel“<\/em><\/strong>refers to any person who works for or provides services to or on behalf of Company and receives, or is entitled to receive, remuneration and any other person who assists in carrying out or conducting the business of Company. It includes, without limitation, directors (executive and non-executive), all permanent, temporary and part-time staff, as well as contract workers.<\/p>\n7.2.\u00a0 \u00a0 Personal records provided by personnel include:<\/p>\n
7.2.1.\u00a0 \u00a0 Records provided by a third party relating to Personnel;<\/p>\n
7.2.2.\u00a0 \u00a0 Conditions of employment and other Personnel-related contractual and quasi-legal records, including job applications;<\/p>\n
7.2.3.\u00a0 \u00a0 Internal evaluation records and other internal records;<\/p>\n
7.2.4.\u00a0 \u00a0 Correspondence relating to, or emanating from, Personnel (internal and external to the organization); and<\/p>\n
7.2.5.\u00a0 \u00a0 Training schedules and material;<\/p>\n
7.2.6.\u00a0 \u00a0 Payment records (and beneficiary payments), including banking details.<\/p>\n
7.3.\u00a0 \u00a0 Client Related Records: “<\/em>Client“<\/em>refers to any natural or juristic entity that receives services from Company.<\/p>\n7.4.\u00a0 \u00a0 Client related records include:<\/p>\n
7.4.1.\u00a0 \u00a0 Records provided by a client to a third party acting for or on behalf of Company;<\/p>\n
7.4.2.\u00a0 \u00a0 Records provided by a third party (for example, records from a reseller);<\/p>\n
7.4.3.\u00a0 \u00a0 Records generated by or within Company relating to its clients;<\/p>\n
7.4.4.\u00a0 \u00a0 Transactional records;<\/p>\n
7.4.5.\u00a0 \u00a0 Correspondence with a client that is implicitly or explicitly of a private or confidential nature<\/p>\n
7.4.6.\u00a0 \u00a0 Records pertaining to a client retrieved from \u201cother sources\u201d, such as any credit bureau or credit providers industry association.<\/p>\n
7.5.\u00a0 \u00a0 Private Body Records which include but are not limited to records pertaining to Company\u2019s own internal affairs:<\/p>\n
7.5.1.\u00a0 \u00a0 Financial records;<\/p>\n
7.5.2.\u00a0 \u00a0 Operational records;<\/p>\n
7.5.3.\u00a0 \u00a0 Information technology;<\/p>\n
7.5.4.\u00a0 \u00a0 Communication;<\/p>\n
7.5.5.\u00a0 \u00a0 Administrative records, such as contracts and service level agreements;<\/p>\n
7.5.6.\u00a0 \u00a0 Product records;<\/p>\n
7.5.7.\u00a0 \u00a0 Statutory records;<\/p>\n
7.5.8.\u00a0 \u00a0 Internal Policies and procedures; and<\/p>\n
7.5.9.\u00a0 \u00a0 Human resources records.<\/p>\n
7.6.\u00a0 \u00a0 Other Party Records:<\/p>\n
7.6.1.\u00a0 \u00a0 Records held by Company pertaining to other parties, including without limitation, financial records, correspondence, contractual records, records provided by the other party (for example third party beneficiaries or employees of a client), and records third parties have provided about Company’s contractors \/ suppliers.<\/p>\n
7.6.2.\u00a0 \u00a0 Company may possess records pertaining to other parties including, but not limited to, contractors, suppliers, and service providers and such other parties may possess records that can be said to belong to Company.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
8. Processing details<\/h4><\/h4><\/div>8.1.\u00a0 \u00a0 In terms of POPIA, data must be processed for a specified purpose. The purpose for which data are processed by Company will depend on the nature of the data and the particular data subject. This purpose is ordinarily disclosed, explicitly or implicitly, at the time the data are collected.<\/p>\n
8.2.\u00a0 \u00a0 Purpose of Processing<\/p>\n
8.2.1.\u00a0 \u00a0 Personnel data<\/p>\n
8.2.1.1.\u00a0 \u00a0 Company processes personnel data for business administration purposes.\u00a0 For example, personnel data are processed for payroll purposes.\u00a0 Personnel data are also processed to the extent required by legislation and regulation.\u00a0 For example, Company discloses employees\u2019 financial information to the Commissioner for the South African Revenue Service, in terms of the Income Tax Act 58 of 1962 and employee\u2019s sensitive personal information in terms of the Employment Equity Act 55 of 1998.<\/p>\n
8.2.2.\u00a0 \u00a0 Client related data<\/p>\n
8.2.2.1.\u00a0 \u00a0 Company processes client related records as an integral party of its commercial services. For example Company processes client related records during the client application and onboarding processes and for provision of a service.<\/p>\n
8.2.2.2.\u00a0 \u00a0 This list of processing purposes is non-exhaustive.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
9. Third party data<\/h3><\/h4><\/div>9.1.\u00a0 \u00a0 Company processes third party records for business administration purposes.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
10. Other party data<\/h3><\/h4><\/div>10.1.\u00a0 \u00a0Company processes \u201cother party\u201d records for business administration purposes.\u00a0 For example, Personnel data may be processed in order to effect payment to contractors and \/ or suppliers.<\/p>\n
10.2.\u00a0 \u00a0In performing these various tasks, Company may, amongst others, collect, collate, process, store and disclose personal information.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
11. Categories of Data Subjects<\/h3><\/h4><\/div>Company holds information and records on the following category of data subject:<\/p>\n
11.1.\u00a0 \u00a0Employees \/ Personnel of Company;<\/p>\n
11.2.\u00a0 \u00a0Clients of Company;<\/p>\n
11.3.\u00a0 \u00a0Any third party with whom Company conducts its business services;<\/p>\n
11.4.\u00a0 \u00a0Contractors of Company;<\/p>\n
11.5.\u00a0 \u00a0Suppliers of Company;<\/p>\n
11.6.\u00a0 \u00a0Service providers of Company.<\/p>\n
This list of categories of data subjects is non-exhaustive.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
12. Recipients To Whom Personal Information Will Be Supplied<\/h3><\/h4><\/div>12.1.\u00a0 \u00a0 Depending on the nature of the data, Company may supply information or records to the following categories of recipients:<\/p>\n
12.1.1.\u00a0 \u00a0 Statutory oversight bodies, regulators or judicial commissions of enquiry making a request for data (i.e. the Information Regulator in terms of POPIA);<\/p>\n
12.1.2.\u00a0 \u00a0 Any court, administrative or judicial forum, arbitration, statutory commission, or ombudsman making a request for data or discovery in terms of the applicable rules (i.e. the Competition Commission in terms of the Competition Act 89 of 1998);<\/p>\n
12.1.3.\u00a0 \u00a0 South African Revenue Services, or another similar authority;<\/p>\n
12.1.4.\u00a0 \u00a0 A contracted third party who requires this information to provide services;<\/p>\n
12.1.5.\u00a0 \u00a0 Third parties with whom Company has a contractual relationship for the retention of data (for example, a third party hosting services);<\/p>\n
12.1.6.\u00a0 \u00a0 Research\/ academic institutions;<\/p>\n
12.1.7.\u00a0 \u00a0 Auditing and accounting bodies (internal and external);<\/p>\n
12.1.8.\u00a0 \u00a0 Anyone making a successful application for access in terms of PAIA.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
13. Planned Transborder Flows Of Personal Information<\/h3><\/h4><\/div>13.1.\u00a0 \u00a0Company may transfer personal information to a third party who is in a foreign country in order to administer certain services, but may only do so subject to the provisions of POPIA.\u00a0 Thus internal cross-border transfers, as well as external cross-border transfers of information are envisaged, subject to the provisions of POPIA.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
14. Security measures<\/h3><\/h4><\/div>14.1.\u00a0 \u00a0Company takes extensive information security measures to ensure the confidentiality, integrity and availability of personal information in Company\u2019s possession.\u00a0 Company takes appropriate technical and organizational measures designed to ensure that personal data remain confidential and secure against unauthorized or unlawful processing and against accidental loss, destruction or damage.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
15. Grounds for Refusal of Access to Records<\/h3><\/h4><\/div>15.1.\u00a0 \u00a0 Company may refuse a request for information on the following basis:<\/p>\n
15.1.1.\u00a0 \u00a0 Mandatory protection of the privacy of a third party who is a natural person, which would involve the unreasonable disclosure of personal information of that natural person;<\/p>\n
15.1.2.\u00a0 \u00a0 Mandatory protection of the commercial information of a third party, if the record contains:<\/p>\n
15.1.2.1.\u00a0 \u00a0 Trade secrets of that third party;<\/p>\n
15.1.2.2.\u00a0 \u00a0 Financial, commercial, scientific or technical information which disclosure could likely cause harm to the financial or commercial interests of that third party; and<\/p>\n
15.1.2.3.\u00a0 \u00a0 Information disclosed in confidence by a third party to Company, if the disclosure could put that third party at a disadvantage in negotiations or commercial competition.<\/p>\n
15.1.3.\u00a0 \u00a0 Mandatory protection of confidential information of third parties if it is protected in terms of any agreement or legislation;<\/p>\n
15.1.4.\u00a0 \u00a0 Mandatory protection of the safety of individuals and the protection of property;<\/p>\n
15.1.5.\u00a0 \u00a0 Mandatory protection of records which would be regarded as privileged in legal proceedings;<\/p>\n
15.1.6.\u00a0 \u00a0 The commercial activities of Company, which may include:<\/p>\n
15.1.6.1.\u00a0 \u00a0 Trade secrets of Company;<\/p>\n
15.1.6.2.\u00a0 \u00a0 Financial, which, if disclosed, could put Company at a disadvantage in negotiations or commercial competition;<\/p>\n
15.1.6.3.\u00a0 \u00a0 A computer program which is owned by Company and which is protected by copyright.<\/p>\n
15.1.7.\u00a0 \u00a0 Requests for information that are clearly frivolous or vexatious, or which involve an unreasonable diversion of resources shall be refused.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
16. Access procedure<\/h3><\/h4><\/div>16.1.\u00a0 \u00a0A requester is any person making a request for access to a record of, or held by, Company. The requester is entitled to request access to information, including information pertaining to third parties, but Company is not obliged to grant such access. Apart from the fact that access to a record can be refused based on the grounds set out in paragraph 15 above, in order to successfully access information the requester must fulfil the prerequisite requirements for access in terms of PAIA, including the payment of a request and access fee.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
17. Access Request Procedure<\/h3><\/h4><\/div>17.1.\u00a0 \u00a0 A requester requiring access to information held by Company must complete the prescribed Access Request Form, available here: https:\/\/inforegulator.org.za\/wp-content\/uploads\/2020\/07\/InfoRegSA-PAIA-Form02-Reg7.pdf, submit it to the Information Officer at the physical address or electronic mail address recorded in paragraph 5 and pay a request fee (and a deposit, if applicable) as set out here https:\/\/inforegulator.org.za\/wp-content\/uploads\/2020\/07\/Form-3-PAIA.pdf.<\/p>\n
17.2.\u00a0 \u00a0 In order to facilitate a timely response to requests for access, all requesters should take note of the following when completing the Access Request Form:<\/p>\n
17.2.1.\u00a0 \u00a0 The Access Request Form must be comprehensively completed.<\/p>\n
17.2.2.\u00a0 \u00a0 Proof of identity is required to authenticate the identity of the requester.\u00a0 Therefore, in addition to the access request form, requesters will be required to supply a copy of their identification document.<\/p>\n
17.2.3.\u00a0 \u00a0 Every applicable question must be answered. If a question does not apply \u201cN\/A\u201d should be stated in response to that question. If there is nothing to disclose in reply to a particular question “Nil” should be stated in response to that question.<\/p>\n
17.2.4.\u00a0 \u00a0 The Access Request Form must be completed with enough particularity to enable the Information Officer to identify:<\/p>\n
17.2.4.1.\u00a0 \u00a0 The record(s) requested;<\/p>\n
17.2.4.2.\u00a0 \u00a0 The identity number of the requester;<\/p>\n
17.2.4.3.\u00a0 \u00a0 The form of access required if the request is granted;<\/p>\n
17.2.4.4.\u00a0 \u00a0 The postal address or fax number of the requester.<\/p>\n
17.3.\u00a0 \u00a0 The requester must also state that he or she requires the information in order to exercise or protect a right, and clearly state the nature of the right to be exercised or protected. In addition, the requester must clearly specify why the record is necessary to exercise or protect such a right.<\/p>\n
17.4.\u00a0 \u00a0 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.<\/p>\n
17.5.\u00a0 \u00a0 If an individual is unable to complete the prescribed form because of illiteracy or disability, such a person may make the request orally.<\/p>\n
17.6.\u00a0 \u00a0 The requester will be informed in writing whether access has been granted or denied. If, in addition, the requester requires the reasons for the decision in any other manner, he must state the manner and the particulars so required.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
18. Payment of fees<\/h3><\/h4><\/div>18.1.\u00a0 \u00a0Payment details can be obtained from the Information Officer and can be made either via a direct deposit, by bank guaranteed cheque or by postal order. Proof of payment must be supplied when the Access Request Form is submitted.<\/p>\n
18.2.\u00a0 \u00a0The prescribed fee is set out below in Annexure 1.<\/p>\n
18.3.\u00a0 \u00a0Note that the requester may lodge a complaint to the Information Regulator or an application with a court against the tender or payment of the request fee.<\/p>\n
18.4.\u00a0 \u00a0If the search for, and the preparation of, the record for disclosure would, in the opinion of the Information Officer, require more than 6 hours, the requester may be required to pay as a deposit one third of the access fee (the fee which will be payable if the request is granted).<\/p>\n
18.5.\u00a0 \u00a0Note that the requester may lodge a complaint to the Information Regulator or an application with a court against the tender or payment of the deposit.<\/p>\n
18.6.\u00a0 \u00a0If a deposit has been paid in respect of a request for access which is subsequently refused, then the Information Officer must refund the deposit to the requester.<\/p>\n
18.7.\u00a0 \u00a0The requester must pay the prescribed fee before any processing, or any further processing, can take place.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
19. Third Party Notification<\/h3><\/h4><\/div>19.1.\u00a0 \u00a0 Company must take all reasonable steps to inform a third party to whom or which a requested record relates if the disclosure of that records would \u2013<\/p>\n
19.1.1.\u00a0 \u00a0 involve the disclosure of personal information about that third party;<\/p>\n
19.1.2.\u00a0 \u00a0 involve the disclosure of trade secrets of that third party; financial, commercial, scientific or technical information (other than trade secrets) of that third party, the disclosure of which would be likely to cause harm to the commercial or financial interests of that third party; or information supplied in confidence by a third party, the disclosure of which could reasonably be expected to put that third party at a disadvantage in contractual or other negotiations; or to prejudice that third party in commercial competition;<\/p>\n
19.1.3.\u00a0 \u00a0 constitute an action for breach of a duty of confidence owed to a third party in terms of an agreement; or<\/p>\n
19.1.4.\u00a0 \u00a0 involve the disclosure of information about research being, or to be, carried out by or on behalf of a third party, the disclosure of which would be likely to expose the third party, a person that is or will be carrying out the research on behalf of the third party, or the subject matter of the research, to serious disadvantage.<\/p>\n
19.2.\u00a0 \u00a0 Company will inform the third party as soon as reasonably possible, but in any event, within 21 days after that request is received.<\/p>\n
19.3.\u00a0 \u00a0 Within 21 days of being informed of the request, the third party may-<\/p>\n
19.3.1.\u00a0 \u00a0 make written or oral representations to the Information Officer why the request for access should be refused; or<\/p>\n
19.3.2.\u00a0 \u00a0 give written consent for the disclosure of the record to the requester.<\/p>\n
19.4.\u00a0 \u00a0 Company will notify the third party of the outcome of the request.\u00a0 If the request is granted, adequate reasons for granting the request will be given.<\/p>\n
19.5.\u00a0 \u00a0 The third party may lodge a complaint to the Information Regulator or an application with a court against the decision within 30 days after notice is given, after which the requester will be given access to the record after the expiry of the 30 day period.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
20. Notification of Decision<\/h3><\/h4><\/div>20.1.\u00a0 \u00a0 The Information Officer 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.<\/p>\n
20.2.\u00a0 \u00a0 The 30 day period, within which Company 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 information cannot reasonably be obtained within the original 30 day period. For example, the time period may be extended if the request is for a large amount of information, or the request requires Company to search for information held at another office of Company.<\/p>\n
20.3.\u00a0 \u00a0 The Information Officer will notify the requester in writing should an extension be required.\u00a0 The requester may lodge a complaint to the Information Regulator or an application with a court against the extension.<\/p>\n<\/div><\/div><\/div><\/div><\/div>
21. Remedies Available for Refusals for a Request for Information<\/h3><\/h4><\/div>21.1.\u00a0 \u00a0All complaints, by a requester or a third party, can be made to the Information Regulator or a court, in the manner prescribed below.<\/p>\n
21.2.\u00a0 \u00a0The requester or third party, as the case may be, may submit a complaint in writing to the Information Regulator, within 180 days of the decision, alleging that the decision was not in compliance with the provisions of PAIA.<\/p>\n
21.3.\u00a0 \u00a0The Information Regulator will investigate the complaint and reach a decision – which may include a decision to investigate, to take no further action or to refer the complaint to the Enforcement Committee established in terms of POPIA.\u00a0 The Information Regulator may serve an enforcement notice confirming, amending or setting aside the impugned decision, which must be accompanied by reasons.<\/p>\n
21.4.\u00a0 \u00a0An application to court maybe brought in the ordinary course.\u00a0 For purposes of PAIA, any reference to an application to court includes an application to a Magistrates\u2019 Court.<\/p>\n<\/div><\/div><\/div><\/div><\/div><\/p>\n","protected":false},"excerpt":{"rendered":"","protected":false},"author":6,"featured_media":0,"parent":81,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-14950","page","type-page","status-publish","hentry"],"yoast_head":"\n
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