Cellfind (Pty) Ltd(Registration Number: 2003/020255/07)

PAIA MANUAL
Published for Cellfind (Pty) Ltd as a Private Body in terms of section 51of the Promotion of Access to Information Act 2 of 2000

Page 1 of 25

Table of Contents

1

INTRODUCTION ........................................................................................................... 3
1.1

Availability and Purpose of this PAIA Manual ........................................................ 3

1.2

Availability of guides to the PAIA and POPI Acts ................................................... 4

2

CONTACT DETAILS ..................................................................................................... 5

3

COMPANY RECORDS ................................................................................................. 7

4

3.1

Availability of the Company’s Records ................................................................... 7

3.2

Access to Health or Other Records...................................................................... 10

3.3

Grounds for Refusal of Access to the Company’s Record ................................... 10

PROCESSING OF PERSONAL INFORMATION......................................................... 12
4.1

The purposes for which the Company processes personal information ............... 12

4.2
Categories of data subjects and personal information processed by theCompany ........................................................................................................................ 13
4.3
The processing of personal information and categories of recipients with whom
personal information is shared ........................................................................................ 14

5

6

4.4

Information security measures to protect personal information ............................ 15

4.5

Trans-border flows of personal information .......................................................... 15

4.6

Personal information received from third parties .................................................. 16

PRESCRIBED REQUEST FORMS AND FEES .......................................................... 16
5.1

How to gain access to records held by the Company........................................... 16

5.2

Prescribed fees.................................................................................................... 17

5.3

Access to prescribed forms and fees ................................................................... 17

REMEDIES & DECISION ............................................................................................ 18
6.1

Remedies ............................................................................................................ 18

6.2

Time Afforded to the Company ............................................................................ 18

ANNEXURE A ................................................................................................................ 19
ANNEXURE B ................................................................................................................ 23

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1

INTRODUCTION
Cellfind (Pty) Ltd (“the Company”) operates and develops products, services, content andinfrastructure for mobile operators and device manufacturers. In particular it: (i) offers
gamification designed to reward users for spending, while driving a positive user
experience; (ii) offers a turn-key rewards solution designed with a User-focused journey
in mind to ensure a happy client / customer experience; and, (iii) deploys mobile carriergrade platforms and digital services into multiple network operators, retailers and othersegments across Africa.
This manual is published in terms of section 51 of the Promotion of Access to Information
Act 2 of 2000 (the “PAIA Act”) [the “Manual”] and provides an outline of the type of records
and personal information which the Company holds and processes. The Manual also
explains how to submit requests for access to these records in terms of the PAIA Act. In
addition to explaining how to access, or object to personal information held by theCompany, or request correction of the personal information, in terms of sections’ 23 and24 of the Protection of Personal Information Act 4 of 2013 (the “POPI Act”), the Manual
also explains how to submit requests for access to these records in terms of the PAIAAct.
The objective of the PAIA Act is to give effect to the constitutional right to access to
information, which information is held by a public or private body and which informationis required for the exercise or protection of any rights. The PAIA Act recognises the rightentrenched in section 32 of the Constitution of the Republic of South Africa, 1996 andaims to foster a culture of transparency and accountability in public and private bodies
by giving effect to the right of access to information.
Accordingly, this PAIA Manual aims to establish and foster a culture of compliance withprevailing data protection legislation, which in turn gives rise to an environment within
which the rights to access to information are actively protected and promoted.
Section 9 of the PAIA Act dictates that the right to access to information is not an unlimited
right and is subject to certain limitations, which include limitations which balance therights which data subjects have to access information against other rights which data
subjects and interested parties have, whether it be in terms of the Constitution of the
Republic of South Africa, 1996 or otherwise. Some of these rights which the right toaccess to information are weighed up against are aimed at protecting the fundamental
right to privacy and maintaining the confidentiality (whether it be commercial or individual
confidentiality) of interested parties so as to maintain acceptable levels of governance.

1.1

Availability and Purpose of this PAIA ManualThis PAIA Manual is published on the Company’s website. A copy can also be requested
from the Information Officer or Deputy Information Officer, which copy may be inspectedduring normal business hours at the Company’s physical address set out in paragraph 2
below.

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The primary purpose of this PAIA Manual is to facilitate requests for access to information
held by the Company, which requests shall be made in accordance with the prescribed
procedures and at the rates provided for in section 5 of this PAIA Manual. In addition to
the above, the further purposes of this PAIA Manual, are to describe the records held by
the Company and to clearly articulate the grounds upon which access to any suchrecords may be refused.
1.2

Availability of guides to the PAIA and POPI Acts
Guides to the PAIA and POPI Acts can be obtained, and queries directed to:
The office of the Information Regulator:
Physical Address:

Postal Address:

JD House
27 Stiemens Street
Braamfontein, Johannesburg
Gauteng
PO Box 31533,
Braamfontein
Johannesburg, 2017

Phone no.

+27 10 023 5200

Work no.

+27 10 023 5207

E-mail:enquiries@inforegulator.org.za

Website:https://inforegulator.org.za/

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2

CONTACT DETAILSContact details in terms of section 51 of PAIA:
Information Officer
Name:

Niel Barnard

Telephone:+27 10 442 3100

E-mail:Niel.Barnard@cellfind.co.za

Physical address:

Block C, 300 With-Hazel Ave, Eco Fusion
Park, Centurion, Gauteng

Postal address:

PO Box 7085, Halfway House 1685

Deputy Information Officer
Name:

Theo Lategan

Telephone:+27 10 442 3100

E-mail:Theo.Lategan@cellfind.co.za

Physical address:

Block C, 300 With-Hazel Ave, Eco Fusion
Park, Centurion, Gauteng

Postal address:

PO Box 7085, Halfway House 1685

General Information:

Name of private body:

Cellfind (Pty) Ltd

Industry:

Telecommunications

Registration number:

2003/020255/07

VAT registration number:

4860210766

Postal address:

PO Box 7085, Halfway House 1685

Physical address / Place ofbusiness:

Block C, 300 With-Hazel Ave, Eco Fusion
Park, Centurion, Gauteng

Telephone:+27 10 442 3100

E-mail address:

Operations@Cellfind.co.za

Website:www.cellfind.co.za / www.cellfind.net.za

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Applicable Legislation:
The following legislation, amongst others, which may become applicable from time totime including any subsequent amendment thereto, is applicable to and observed by theCompany pursuant to undertaking its day-to-day operations:
Item
No:

Legislative Reference:

1
3
4

No. 75 of 1997
No. 71 of 2008
No. 130 of 1993

5

No. 25 of 2002

6
8
9
10
11
12
13
14
15
16
17

No. 55 of 1998
No. 58 of 1962
No. 66 of 1995
No. 2 of 2000
No. 4 of 2013
No. 63 of 2001
No. 89 of 1991
No. 85 of 1993
No. 97 of 1998
No. 9 of 1999
No. 4 of 2000

Page 6 of 25

Act:
The Basic Conditions of Employment Act
The Companies Act
Compensation for Occupational Injuries andDiseases Act
The Electronic Communications and Transactions
Act
The Employment Equity Act
The Income Tax Act
The Labour Relations Act
The Promotion of Access to Information Act
The Protection of Personal Information Act
The Unemployment Insurance Act
The Value Added Tax Act
The Occupational Health and Safety Act
The Skills Development Act
The Skills Development Levies Act
Promotion of Equality and Prevention of Unfair
Discrimination Act

3

COMPANY RECORDS

3.1

Availability of the Company’s Records
The provisions of the PAIA Act, specifically the provisions of section 50 of the Act, dictatethat a requester for access to information must be afforded access to any record of theCompany if the following requirements are met:•

where a particular record is required for the exercise or protection of any rights(Section 50(1)(a) of PAIA);•

where a requester complies with the procedural requirements set forth in the PAIA
Act relating to a request for access to particular records (Section 50(1)(b) of
PAIA); and•where access to that particular record is not refused in terms of any of the grounds
for refusal to access contemplated in terms of Chapter 4 of the PAIA Act (Section
50(1)(c) of PAIA).

The below table sets forth the categories and subcategories of records which theCompany processes. Each category and subcategory of records set out below may besubject to any one (or a number) of the grounds upon which the Company may refuse
access to records. These grounds for refusal are set out in Chapter 4 of the PAIA Act,as well as described in the table at 3.3 below.
Personnel Records
Personnel refers to any person who works for or provides services to or on behalf of theCompany and receives or is entitled to receive any remuneration and any other person who
assists in carrying out or conducting the business of the Company. This includes, without
limitation, directors, executive directors, non-executive directors, all permanent, temporary
and part-time staff as well as contract workers. Personnel records include the following:•

Any personal records provided to the Company by our personnel•

Any records a third party has provided to the Company about any of theirpersonnel•

Conditions of employment and other personnel-related contractual andquasi-legal records•

Internal evaluation records•

Training schedules and materials

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•

Other internal records and correspondence related to a particular individual

Client / Customer-Related Records
Please be aware that the Company is very concerned about protecting the personal
information of any Data Subjects as defined in terms of the Protection of Personal
Information Act, 4 of 2013. Please motivate any request for client / customer information
very carefully, having regard to Sections 63 to 67 of the Act.
Client / Customer records may include the following:•

Any records a client / customer has provided to the Company or a third party
acting for or on behalf of the Company•

Contractual information•

Client / customer needs assessments•

Personal records of clients / customers•

Credit information and other research conducted in respect of clients /customers•

Any records a third party has provided to the Company about clients /customers•

Confidential, privileged, contractual and quasi-legal records of clients /customers•

Client / customer evaluation/review records•

Client / customer profiling•

Performance research conducted on behalf of clients / customers or aboutclients / customers•

Any records a third party has provided to the Company either directly or
indirectly•Records generated by or within the Company pertaining to clients / customers,
including transactional records

Technical Records•

Technical reports

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•Technical data•

Plans, new products and services, brands and trademarks forming part of theintellectual property rights of the Company.

Third Parties
Records are kept in respect of other third parties, including without limitation contractors,
suppliers, agents and/or service providers. In addition, certain third parties may possess
records, which can be said to belong to the Company and in such instances those third
parties process such records for and on behalf of the Company in their capacities as process
operators and subject to prescribed contractual terms. The following records fall under thiscategory:•

Personnel, client / customer or the Company records which are held by anotherthird party as opposed to being held by the Company•

Records held by the Company pertaining to other parties, including financial
records, correspondence, contractual records, electronic mail, logs, cachedinformation, records provided by the other party, and records third parties haveprovided about the contractors/suppliers or clients / customers

Other Records
Further records are held including:▪

Information relating to the Company’s own business activities▪

Research carried out on behalf of a client by the Company or commissioned
from a third party for a client / customer▪

Research information belonging to The Company, whether carried out itself orcommissioned from a third party

In terms of Section 52 of the PAIA, the Company makes some records automaticallyavailable, without the need to request access to them:Type of record

How you can access it

Memorandum of incorporation (MOI)

BizPortal

Directors’ names

BizPortal

Documents of incorporation

BizPortal

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3.2

Banking details

By e-mailInformation on our website

Visit our website

Access to Health or Other Records
If a request for access to health or other records provided by a health practitioner, in theircapacity as such, relates to the physical, mental health, or well-being of the requester,or if the request has been made on behalf of the person to whom the record relates (“therelevant person”), and the Company’s Information Officer is of the opinion that thedisclosure of the record to the relevant person might cause harm to his or her physical,
mental health or well-being, the Company’s Information Officer may, before giving
access to such record consult with a health practitioner who has been nominated by therelevant person.
If the relevant person is below the age of 16 years, a person having parental
responsibilities for the relevant person must make the above nomination and if therelevant person is incapable of managing his or her affairs, a person appointed by the
court to manage those affairs must make that nomination.
If, after being given access to the relevant record, the health practitioner consulted is of
the opinion that the disclosure of the record to the relevant person, would be likely tocause serious harm to his or her physical, mental health or well-being, the Information
Officer may only grant access to the relevant record if the requester proves that adequate
provision is made for such counselling or arrangements as are reasonably practicablebefore, during or after the disclosure of the record to limit, alleviate or avoid such harmto the relevant person. Before access to the record is given to a requester, the person
responsible for such counselling or arrangement must be given access to the record.

3.3

Grounds for Refusal of Access to the Company’s Record
Upon receipt of a request for access to information, the Company will be required toconsider such a request in light of the provisions of section 50 of the PAIA Act. Subject
to such consideration, the Company will be required to either grant such a request or
refuse such a request. If the Company elects to refuse access to a particular record, such
refusal will be subject to the Company’s interpretation of the various prescribed grounds
for refusal as set forth in Chapter 4 of the PAIA Act and in the table below:

Ground(s) For
RefusalDescription and Explanation of Ground(s) for Refusal

Mandatory protectionof privacy of third party
who is a natural person[Section 63 of PAIA]

The Company may refuse access to a record if the disclosure ofthat record would involve the unreasonable disclosure of
personal information relating to a third party, including a
deceased individual.

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Mandatory protectionof commercial
information of third
party [Section 64 of
PAIA]

The Company may refuse a request for access to a record if therecord comprises of or is constituted by the following information
relating to a third party –•Trade secrets of a third party;•

Financial, commercial, scientific or technical information,other than trade secrets, of a third party, which if
disclosed is likely to cause harm to the commercial or
financial interests of the third party;•

Mandatory protectionof certain confidential
information of a third
party [Section 65]
Mandatory protectionof safety of individuals
and protection ofproperty [Section 66]

Information which has been supplied in confidence by athird party, the disclosure of which could reasonably be
expected to place the third party at a disadvantage incontractual or other negotiations or is likely to prejudice
the third party in commercial competition.
The Company may refuse access to a record which if disclosed
would constitute an action for breach of a duty of confidence
owed to a third party in terms of an agreement or contractual
relationship.
The Company may refuse a request for access to a record if its
disclosure could reasonably be expected to endanger the life or
physical safety of an individual, or if its disclosure would be
likely to prejudice or impair the security of:•a building, structure or system, including but not limited
to a computer or communication system, a means oftransport or any other property;•

Commercial
information of Private
Body [Section 68]

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method(s), system(s), plans or procedures for theprotection of an individual in accordance with a witness
protection scheme, the safety of the public, or any partof the public or the security of property.
The Company may refuse a request for access to a record if therecord contains (or comprises of):•Trade secrets of the Private Body;•

Financial, commercial, scientific or technical information,other than trade secrets of the Private Body, the disclosureof which would be likely to cause harm to the commercial
or financial interests of the Private Body;•

Information, the disclosure of which could reasonably be
expected to put the Private Body at a disadvantage incontractual or other negotiations or prejudice the Private
Body in commercial competition;•

A computer programme (as defined in section 1(1) of the
Copyright Act 98 of 1978 as amended) owned by theMandatory protectionof research informationof third party, andprotection of research
information of private
body [Section 69]

4

Private Body, except insofar as it is required to give accessto a record to which access is granted in terms of the PAIAAct.
The Company may refuse a request for access to a record if therecord contains information about research being or to be carriedout by or on behalf of a third party/private body, the disclosure ofwhich would be likely to expose the third party/private body, aperson that is (or will be) carrying out the research on behalf ofthe third party/private body, or the subject matter of the research
to serious disadvantage.

PROCESSING OF PERSONAL INFORMATION
Pursuant to promoting responsible information processing practices within its
organisation, as well as in its capacity as a responsible party contemplated in terms of
the provisions of the POPI Act, the Company takes any activities relating to the protection
and processing of personal information (as defined in terms of the provisions of section
1 of the POPI Act) very seriously. To promote the constitutional right to privacy, as wellas to play its part in promoting the rights protected in terms of the POPI Act, the Company
undertakes to, in so far as is required of it, observe the requirements and conditions forthe lawful processing of personal information.

4.1

The purposes for which the Company processes personal information
The Company may process personal information for a variety of purposes, which may
include, but is not limited to, the following purposes:•

to provide or manage any information, products and/or services requested by ordelivered to data subjects in general;•

to establish a data subject’s needs, wants and preferences in relation to the
products and/or services provided by us and/or any affiliate of the Company;•

to help the Company identify data subjects when they engage with the Company;•

to facilitate the delivery of products and/or services to clients / customers;•

to facilitate registration of the Company’s offerings;•

to verify information provided by a data subject;•

to allocate unique identifiers to data subjects for the purpose of securely storing,retaining and recalling their personal information/personal data from time to time;•

to maintain records of data subjects (including client / customer records);•

to maintain third party records;•

for recruitment purposes;

Page 12 of 25

4.2

•

for employment purposes;•

for general administration purposes;•

for legal and/or contractual purposes;•

for health and safety purposes;•

to monitor access, secure and manage any facilities operated by the Company
regardless of location;•

to transact with data subjects;•

to improve the quality of the Company’s services;•to transfer personal information/personal data to third party service providers toenable the Company to deliver services to its clients / customers and/or
participants in its various offerings;•

to transfer personal information/personal data to any affiliate of the Company so
as to enable the relevant affiliate of the Company to market its products and/or
services to data subjects;•

to analyse the personal information / personal data collected for research andstatistical purposes;•

to help recover bad debts;•

to transfer personal information/personal data across the borders of South Africa
to other jurisdictions if it is required;•to identify other products and/or services which might be of interest to theCompany’s clients / customers and data subjects in general, and to inform them ofsuch products and/or services.

•

to identify any products and services offered by any affiliates of the Company whichmight be of interest to data subjects in general, as well as to inform them of suchproducts and/or services;•to comply with any laws applicable to the Company and in some instances
affiliates of the Company.

Categories of data subjects and personal information processed by the Company
The categories of data subjects may include, but are not limited to, the following:•

Employees, sales personnel, client’s / customer’s staff and/or clients, any
persons who deal with the company;•

any affiliate of the Company;

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•service providers;•

independent contractors;•

agents;•consultants;•

users of the Company’s platforms; and•users of the Company’s website or any other digital application interface.

The categories of personal information processed by the Company may include, but are
not limitedto, the following –4.3•

full names (name and surname);•

identity or passport numbers;•

e-mail, physical and postal addresses;•

telephone numbers;•

information relating to the data subject’s occupation;•

gender;•date of birth;•

registration numbers;•

financial information, including banking account information;•

statutory information;•

geo-location information;•unique identifiers; and•personal information submitted that forms part of onboarding/registration/employment
documentation from time to time.

The processing of personal information and categories of recipients with whom
personal information is shared
Subject to any relevant terms and conditions of use which may be applicable when a data
subject engages with the Company, we may share the personal information of any data
subject we process for any of the purposes outlined in section 4.1 above, with thefollowing third parties, whether such third parties qualify as “responsible parties” in termsof section 1 of the POPI Act or not:Page 14 of 25

•any affiliate of the Company from time to time;•

any relevant service providers and suppliers;•

any relevant regulatory authorities who may govern the Company in undertaking
its operations;•any approved service provider, contractor or supplier with whom the Company has
an agreement;•

any approved business partners who provide products and services to theCompany; and•any approved service providers or authorised agents who perform services on the
Company’s behalf.

The Company processes personal information to facilitate and enhance the delivery of
products and services to its clients / customers, foster a legally compliant workplaceenvironment, as well as safeguard the personal information relating to any data subjects
which it in facts holds. We undertake to process any personal information in a manner
which promotes the constitutional right to privacy, retains accountability and data subject
participation. In any circumstances where we process the personal information of data
subjects, the Company maintains appropriate privacy notices where the purposes of theprocessing of any personal information and the processing takes place, is recorded andcommunicated to data subjects.
4.4

Information security measures to protect personal information
We have, and continue to, implement reasonable, technical and organisational measures
for the protection of personal information processed by the Company. We at all times
take reasonable and appropriate security measures to secure the integrity andconfidentiality of personal information in our possession in order to guard against:•••

the loss of, damage to or unauthorised destruction of personal information;
the unlawful access or processing of personal information; orthe wilful manipulation of personal information.

We will take steps to ensure that any third-party process operators (as defined in termsof section 1 of the POPI Act) who process personal information on behalf of the Company
apply adequate safeguards as outlined above.
4.5

Trans-border flows of personal information
The Company will only transfer personal information across South African borders if therelevant business transactions or situation requires trans-border processing and will doso only in accordance with South African legislative requirements or if the relevant data
subject consents to the transfer of their personal information to third parties in any foreign
jurisdictions.
We will take reasonable steps to ensure that any third-party process operators arebound by laws, binding corporate rules or binding agreements that provide an adequatelevel of protection and uphold the principles for reasonable and lawful processing of
personal information as contemplated in terms of the POPI Act.
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4.6

Personal information received from third parties
When the Company receives personal information from any third party on behalf of a data
subject, we require confirmation that such a third party has written consent from the data
subject indicating that said data subject is aware of the contents of this PAIA Manual andthe Company’s Privacy Policy, and do not have any objection to our processing theirpersonal information accordingly.

5

PRESCRIBED REQUEST FORMS AND FEES

5.1

How to gain access to records held by the Company
Records which are held by the Company may be accessed by requests for such accessto information and documentation in the prescribed manner and subject to certain
requirements being met. In this regard, a requester is any person making a request foraccess to a record held by the Company. There are two types of requesters:•

A Personal Requester
A personal requester is a requester who is seeking access to a record containing
personal information about the requester. The Company will voluntarily provide
the requested information or give access to any record with regard to therequester’s personal information. In this regard, the prescribed fees for the
reproduction of this information requested may be charged.

•

Other Requester
This requester (other than a personal requester) is entitled to request access to
information on third parties. The Company is, however, not obliged to voluntarily
grant access and the requester must fulfil the procedural requirements for accessin terms of the PAIA Act, including the payment of a request and access fee.

Requests for access to records must be made by completing the prescribed Form A andpaying the requester’s fee. Where such access is granted in terms of this PAIA Manual,
the information and documentation will be made available at the offices of the Company(the particulars of which appear in section 2 above) or in the manner requested, should
this be reasonable and possible. The manner of access will include:••

Perusal with copying of material, if needed, and at the prescribed fee for copies;
Access to visual, audio-visual material with a transcription, dubbing, copying or
both, if required.

To facilitate the processing of any request by a requester for information or
documentation in terms of this PAIA Manual, requesters are required to follow theprocedure set forth herein below:

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i.

Use the prescribed Form 2 attached hereto as Annexure A.

ii.

Address your request to the Information or Deputy Information Officer.

iii.

Provide sufficient detail to enable the Company or any authorised person dealing
with a request to identify:a) The record(s) requested;b) The requestor (and, if an agent is lodging the request or behalf of someone, proofof capacity and authorisation);c) The South African postal address, email address or fax number of the requestor;d) The form of access required;e) If the requester wishes to be informed of the decision in any manner (in addition
to being informed in writing), the manner and particulars thereof;f) The right which the requestor is seeking to exercise or protect with an explanationof the reason the record is required in order to exercise or protect the right.
5.2

Prescribed fees
The following applies to requests (other than personal requests):i.

A requestor is required to pay the prescribed fees before a request will beprocessed.

ii.

If the preparation of the record requested requires more than the prescribed hours,
a deposit shall be paid (calculated on one third of total amount per request).

iii. A requestor may lodge an application with a court against the tender/payment of
the request fee and/or deposit.

iv. Records may be withheld until the fees have been paid.
The detailed Fee Structure as prescribed in terms of section 54 of the PAIA Act isreflected in the prescribed form 3 attached hereto as Annexure B.
5.3

Access to prescribed forms and fees
Prescribed forms and fees are published on the Company’s website. Copies can also berequested from the Information Officer or Deputy Information Officer (see contact details
in section 2).

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6

REMEDIES & DECISION

6.1

Remedies
The Company does not have an internal appeal procedure regarding PAIA and POPI Act
requests for access to information. As such, the decision made by the Information Officer,
is final.
If a request is denied and the requester is dissatisfied with the Information Officer’s
decision, the requestor will be required to exercise such external remedies at theirdisposal if a request for information is refused.
In terms of section 77A of the PAIA Act, if a request is denied by the head of a private
body, the requester is entitled to lodge a complaint with the Information Regulator within
180 days of the decision, in the prescribed manner and form for appropriate relief.
A requester is further entitled in terms of section 78(2)(b) to apply to a court withappropriate jurisdiction within 180 days for appropriate relief.

6.2

Time Afforded to the Company

6.3.1 The Company is required to, within 30 (thirty) days of receipt of a request, decide
whether to grant or decline the request and, if required, provide the requester withreasons to that effect.
6.3.2 The 30 (thirty) day period stipulated in paragraph 6.3.1 above, may be extended for afurther period of not more than 30 (thirty) days if the request is for a large amount of
information, or the request requires an extensive search for information which cannot
reasonably be obtained within the originally stipulated 30 (thirty) day period.
6.3.3

In the circumstances contemplated in paragraph 6.3.2, the Company will notify therequester in writing should an extension be sought.

COMPILED BY Cellfind (PTY) LTD
DATE: 2024-05-02

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ANNEXURE A
FORM 2REQUEST FOR ACCESS TO RECORD[Regulation 7]
NOTE:
1.Proof of identity must be attached by the requester.
2.If requests made on behalf of another person, proof of such authorisation, must be
attached to this form.
TO: The Information Officer
Information Officer:

Deputy Information Officer:

Address:

Address:

Email:

Email:

Telephone Number:

Telephone Number:Mark with an “X”[ ] Request is made in my own name[ ] Request is made on behalf ofanother 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
Tel:
Contact Numbers

Facsimile:
Cellular:

Full names of person onwhose behalf request is
made (if applicable)
Identity Number
Postal Address
Street Address
E-mail Address
Contact Numbers

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Tel:
Facsimile:

Cellular:
PARTICULARS OF RECORD REQUESTED
Provide full particulars of the record to which access is requested, including thereference number if that is known to you, to enable the record to be located. (If theprovided space is inadequate, please continue on a separate page and attach it tothis form. All additional pages must be signed.)
Description of record or
relevant part of the record
Reference
available

number,if

Any further particulars ofrecordTYPE 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 soundRecord 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 andsoundtracks)
Copy of record on compact disc drive (including virtual images andsoundtracks)
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 anelectronic or machine-readable form)
Postal services to postal address
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Postal services to street address
Courier service to street address
Facsimile of information in written or printed format (includingtranscriptions)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 itto 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 forthe exercise or protectionof the aforementioned
right:FEESa) 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 isrequired 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 mannerof correspondence:

Postal Address

Facsimile

Electronic
Communication(Please specify)

Signed at _______________________ this ________ day of ___________________
20____.
_______________________

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Signature of Requester / person on whose behalf request is madeFOR OFFICIAL USE
Reference number
Request received by:(State rank, Name and Surname ofInformation Officer)
Date received
Access fees
Deposit (if any)_______________
Signature of Information Officer

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ANNEXURE B
FORM 3OUTCOME OF REQUEST AND OF FEES PAYABLE[Regulation 8]Note:
1. If your request is granted the—(a) amount of the deposit, (if any), is payable before your request is processed; and(b) requested record/portion of the record will only be released once proof of full payment
is received.
2. Please use the reference number hereunder in all future correspondence.
Reference Number: ______________________TO:____________________________________________________________________________________Your request dated _____________ refers.
1.

2.

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 withyou. If you then require any form of reproduction of the information, youwill be liable for the fees prescribed in Annexure B.
OR
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 andsoundtracks)
Copy of information on compact disc drive (including virtual images andsoundtracks)
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

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Facsimile of information in written or printed format
transcriptions)(including

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, accessmay be granted in the language in which the record is available)
Kindly note that your request has been:[ ] Approved[ ] Denied, for the following reasons:

4.

Fees payable with regards to your request:
Cost perA4-sizeItempage orpart
thereof/item
Photocopy
Printed copy
For a copy in a computerreadable form on:i)Flash drive• To be provided byrequestorii)
Compact disc• If provided by requestor• If provided to therequestor
For a transcription of visual
images per A4-size page
Copy of visual images

Transcription of anrecord, per A4-size

audio

R40.00
R40.00
R60.00Service to beoutsourced.
Will dependonthequotation of
the service
providerR24.00

Copy of an audio record:
iii)

iv)

Flash drive• To be provided byrequestor
Compact disc

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R40.00

Number ofpages/items

Total• If provided by requestor• If provided to therequestor

R40.00
R60.00

Postage, e-mail or any otherelectronic transfer:

Actual Costs

TOTAL:

5.

Deposit payable (if search exceeds six hours):[ ] Yes[ ] NoAmount of deposit

Hours
of
search(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 _______________________ this ________ day of ___________________
20____.
_______________________
Signature of Information Officer

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