MANUALfor
ECOFLOW SOUTH AFRICA PROPRIETARY LIMITED(with registration number 2022/553296/07)(hereinafter referred to as “the Company”)
PREPARED IN ACCORDANCE WITH 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(a Private Body)

Date of Compilation:
Date of Revision:[Nov.7,2022][Dec.4,2023]

Page 2
1.

DEFINITIONS
The following words, unless otherwise defined, shall bear the same meaning as under PAIA
and POPIA, as the case may be:"Consent"

a voluntary, specific and informed expression of will interms of which a Data Subject agrees to the Processingof Personal Information relating to him or her or it;“Constitution”

the Constitution of the Republic of South Africa, 1996

"Data Subject"

the person to whom Personal Information relates, who
may be a natural or juristic person;"Information Officer"

the chief executive officer or equivalent officer of theCompany or any person duly authorised by that officer; or
the person acting as such or any person duly authorised
by such acting person, whose further particulars appear inclause 7.2.2 of this Manual;“Information Regulator”

the Information Regulator established in terms of section
39 of POPIA;"Manual"this Manual prepared in accordance with section 51 of
PAIA and to address the requirements of POPIA;"PAIA"

the Promotion of Access to Information Act No. 2 of 2000,
as amended from time to time;"Personal Information"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 ormental health, well-being, disability, religion,
conscience, belief, culture, language and birth of theperson;(b)

information relating to the education or the medical,
financial, criminal or employment history of theperson;(c)any identifying number, symbol, e-mail address,
physical address, telephone number, location
information, online identifier or other particularassignment to the person;(d)the blood type or any other biometric information of

Page 3the person;(e)the personal opinions, views or preferences of theperson;(f)correspondence sent by the person that is implicitly
or explicitly of a private or confidential nature or
further correspondence that would reveal thecontents of the original correspondence;(g)

the views or opinions of another individual about theperson; and(h)the name of the person if it appears with otherpersonal information relating to the person or if thedisclosure of the name itself would reveal information
about the person,

which may include Special Personal Information;"Personal Requester"apersonwhohimself/herself/itself;

requests

information

about"POPIA"

the Protection of Personal Information Act No. 4 of 2013;“Privacy Policy”

the privacy policy adopted by the Company from time totime and made available on the website athttps://za.ecoflow.com/;"Private Body"a person who carries or has carried on any trade, businessor profession in that capacity, a partnership or a juristic
person, whether existing or terminated, but excluding a
Public Body or as defined in PAIA;"Processing"

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 making available in any other form; or(c) merging, linking, as well as blocking, degradation,
erasure or destruction of information,and “Processed” shall have a corresponding meaning;"Public Body"

any department or state or administration in the national,
provincial or local sphere of government or functionary

Page 4
exercising public power or as defined in PAIA;

2.
2.1"Representative
Requester"a person who requests information relating to and on
behalf of another person;"Responsible Party"a Public Body or Private Body (as the case may be) or any
other person which, alone or in conjunction with others,
determines the purpose of and means for Processing
Personal Information;"Requester"

any person making a request for access to a record of theCompany or a person acting on behalf of such a person;"RSA"

the Republic of South Africa;“Special Personal
Information”

shall bear the meaning ascribed to the term in POPIA; and"Third Party Requester"a person who requests records about another person.

INTRODUCTIONPAIA seeks to give effect to the constitutional right of access to information as
contained in section 32 of the Constitution and to advance the values of transparency
and accountability and establishes certain statutory rights of Requesters to accessrecords of a Private Body if:

2.1.1

the record is required for the exercise or protection of any rights;

2.1.2

that Requester complies with all the procedural requirements; and2.1.3

access is not refused in terms of any ground referred to in PAIA.

2.2

POPIA seeks to give effect to the constitutional right to privacy as contained in
section 14 of the Bill of Rights and to safeguard Personal Information by regulating
the manner in which it may be Processed by Private Bodies. POPIA provides that
Data Subjects have the right to have their Personal Information Processed inaccordance with the conditions for the lawful Processing of Personal Information,
which are set out in POPIA.

2.3

One of the requirements specified in PAIA is the compilation of an information
manual that provides information including the types and categories of records heldby a Private Body, the procedures to access records as well certain information
relating to the Processing of Personal Information.

3.
3.1

SCOPE AND PURPOSE
This Manual serves as the Company’s information manual and provides reference
to the records held by the Company as well as the Personal Information ProcessedPage 5by the Company from time to time.
3.2

The purpose of this Manual is to:

3.2.1

ensure that the Company complies with PAIA by giving effect to the right toinformation;

3.2.2

set out the procedural requirements attached to requests for records in termsof PAIA, the requirements which requests must meet, as well as the grounds
for refusing requests;

3.2.3

provide a non-exhaustive list of Personal Information, records and otherdetails held or to be collected by the Company; and3.2.4

record the conditions and terms for Processing Personal Information.

3.3

This Manual is not exhaustive of, nor does it comprehensively deal with, every
procedure provided for in PAIA and/or POPIA. A person seeking any record and/or
Personal Information or any other specified information from the Company("Applicant") as referred to in POPIA and/or PAIA (as the case may be) as the"Requester", under the control of the Company, must familiarise himself with theprovisions of PAIA and/or POPIA before submitting a written request to the Company.

4.

AMENDMENTS TO THIS MANUAL
Amendments to or a review of this Manual will take place on an ad hoc basis but in any
event at least once a year.

5.

OPERATING DIVISIONS
Ecoflow South Africa Proprietary Limited- Hong Kong EcoFlow Innovation Technology
Limited-EcoFlow Inc.

6.

THE MAIN ACTIVITIES OF THE COMPANY
Conduct businesses in portable power and renewable energy solutions.

B

APPLICABILITY AND AVAILABILITY OF THIS MANUALThis Manual is available for inspection, free of charge, at the Company’s head offices as
stipulated in clause 8 below, and is available through the Company’s website athttps://za.ecoflow.com/.

7.

PAIA PROVISIONS

7.1

Section 51 of PAIA requires Private Bodies to compile a Manual setting out theprocedure and requirements to be adhered to in seeking to obtain access to records
held by that Private Body.

7.2

This Manual will, subject to clause 4, be updated as and when the need arises andas soon as any amendments have been finalised, the latest version of the Manual
will be made public:

7.2.1

through the Company’s website: https://za.ecoflow.com/; or alternatively

Page 6
7.2.2

on request from:The Information Officer: [Yang Yang]
Address: [B1 Chuanzhiyuancheng Nanshan district Shenzhen China]
E-mail: [yang.yang2@ecoflow.com]

8.

PARTICULARS REQUIRED IN TERMS OF SECTION 51(1)(a) OF PAIA
Company Name and Registration:

EcoFlow South Africa Proprietary
LimitedRegistration Number:
2022/553296/07

Information Officer

Yang Yang

Street Address

B1 Chuanzhiyuancheng
district Shenzhen China

NanshanPostal Address

B1 Chuanzhiyuancheng
district Shenzhen China

NanshanTelephone

86-199 3438 9325

Websitehttps://www.ecoflow.com/za
https://za.ecoflow.com/

E-mail9.

support.za@ecoflow.com

GUIDE (Section 51(1)(b)(i) of PAIA)
The Information Regulator is required, in terms of section 10 of PAIA, to compile a guide(“Guide”) containing information that may reasonably be required by a person who wishes
to exercise any right contemplated in PAIA. Any queries should be directed to:
The Information Regulator of South Africa
Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Postal Address: P.O Box 31533, Braamfontein, Johannesburg, 2017
E-mail: inforeg@justice.gov.za / complaints.IR@justice.gov.za
Website: https://www.justice.gov.za/inforeg/index.html
Tel: 012 406 4818
Fax: 086 500 3351

10.

AUTOMATIC AVAILABILITY OF DOCUMENTS (Section 51(1)(b)(ii) of PAIA)

10.1

PAIA provides that certain records may automatically be made available. Should
records be automatically available, a formal request for such records will not benecessary.

10.2

In terms of PAIA, Private Bodies are not obliged to make any records automaticallyavailable. This means that a Private Body is not obliged to make such disclosure. If

Page 7a Private Body chooses to make such voluntary disclosure, it may do so by giving
notice thereof in terms of section 52(2) of PAIA.
10.3
11.

At this stage the Company has given no notice of any categories of records that areautomatically available without a person having to request access in terms of PAIA.
LIST OF RECORDS (Section 51(1)(b)(iii) and (iv))

11.1

A list of the categories of records held by the Company appears in Schedule A
annexed hereto. The categories of records are not exhaustive but are merely meant
to give a broad indication of the records subject and categories held by the Company,
without specification.

11.2

A list of the records held by the Company in accordance with legislation other than
POPIA or PAIA appears in Schedule B annexed hereto.

12.

WHO MAY REQUEST RECORDS

12.1

PAIA provides that a person may request records from a Private Body in terms
thereof if that record is required for the exercise or protection of a right.

12.2

When making a request, the Requester must:

12.2.1state that the record requested is required in order to exercise or protect aright;

12.2.2

identify the right and provide details of the nature of the right to be exercisedor protected;

12.2.3

explain why the requested record is required for the exercise or protection ofthat right.

13.

REQUEST

13.1

A request for access to a record must be made on the prescribed form (a copy ofwhich is annexed as Schedule C) ("Request") delivered to the Information Officer
at his address, facsimile number or e-mail address as provided for in this Manual.

13.2

The Requester must provide sufficient detail on the request form to enable theInformation Officer to identify:

13.2.1the record requested;

13.2.2the identity of the Requester; and13.2.3the form of access required if the request is granted.

13.3

When completing a Request on the prescribed form, the Applicant/Requester should
also indicate:13.3.1the preferred language if applicable;

13.3.2

whether the Requester wishes to be informed of the decision in anothermanner in addition to a written reply and the particulars thereof; andPage 813.3.3a facsimile number, e-mail and/or postal address.

13.4

If a Request is made by a Representative Requester, then the Representative
Requester must submit proof of the capacity in which the Representative Requester
is making the request to the reasonable satisfaction of the Information Officer.

13.5

If an individual is unable to complete the prescribed form because of illiteracy ordisability, such a person may make the request verbally to the Information Officer.

13.6

Any Request must be directed to the Information Officer or any other authorised
persons.

13.7

The Request on the prescribed form must be delivered to the Company by hand, via
mail, facsimile or e-mail.

13.8

The Requester must pay the prescribed fee before any further processing of theRequest can be effected/implemented.

14.
14.1

PRESCRIBED FEESPAIA makes provision for 2 types of fees, namely:

14.1.1a request fee, which will be a standard fee; and14.1.2an access fee, which must be calculated by taking into account reproduction
costs, search time, identification and preparation time and cost, as well as
postal (delivery) costs.

14.2

When the request is received by the Information Officer, such officer must by noticerequire the Requester, other than a Personal Requester, to pay the prescribed
request fee (if any), before further processing of the request.

14.3

If the search for the record has been made and the preparation of the record fordisclosure, including any arrangement to make the record available as required in
the request form, requires more than six hours, the Information Officer shall notify
the Requester to pay as a deposit the prescribed portion of the access fee payable.

14.4

The Information Officer shall be entitled to withhold a record until the Requester has
paid the required fee.

14.5

A Requester whose request for access to a record has been granted, is required to
pay an access fee for the reproduction and for the search and preparation, and forany time reasonably required in excess of six hours to search for and prepare therecord for disclosure, including making arrangements to make it available in therequired form.

14.6

If a deposit has been paid in respect of a Request for access that is refused, thenthe Information Officer must repay the deposit to the Requester within a reasonable
period after access has been refused.

15.
15.1

DECISION ON REQUESTThe Company shall, within 30 days, of receipt of a request form, or such shorter
period as may be feasible in the circumstances make a decision as to whether togrant or decline the Request and inform the Requester of its decision with adequate

Page 9reasons for the refusal.
15.2

The 30 day period within which the Company has to decide whether to grant orrefuse the Request, may be extended for a further period not exceeding 30 days if
the Request is for a large amount of records, the Request requires a search for or
through a large number of records, or the Request requires a search for records heldat other premises, as a result of which the required records cannot reasonably beobtained within the initial 30 day period.

15.3

The Company shall notify the Requester in writing should an extension of theprescribed period be required and the reasons for the extension.

16.

GROUNDS FOR REFUSALThe Company may or must refuse a Request on, amongst others, the grounds set out inPart 3, Chapter 4 of PAIA.

17.

THE PRESCRIBED FORMS AND FEES
The prescribed forms and fees payable in respect of access to records are available on thewebsite of the Information Regulator at https://inforegulator.org.za/under the legislation
section.

18.

RECORDS THAT CANNOT BE FOUND

18.1

If the Company has searched for a record and believes that the record either does
not exist or cannot be found, the Requester will be notified by way of an affidavit or
written affirmation.

18.2

The affidavit or affirmation shall detail the steps which were taken to locate therequested record.

19.

PROCESSING OF PERSONAL INFORMATION

19.1

In terms of the provisions of POPIA, the Company must inform Data Subjects
formally of the manner in which it Processes any Personal Information.

19.2

The type of Personal Information to be Processed by the Company will depend on
the purpose for which such Personal Information is Processed. The Company will
only Process such Personal Information which it needs to fulfil the relevant purpose
and as required by law.

20.

PURPOSE OF PROCESSING OF PERSONAL INFORMATION (Section 51(1)(c)(i) of
PAIA)
The Company Processes the Personal Information of Data Subjects in the following ways:

20.1

executing and/or fulfilling its statutory obligations in terms of PAIA and/or the POPIA;

20.2

executing and/or fulfilling its statutory obligations in terms of other applicablelegislation;

20.3

executing and/or fulfilling its contractual obligations;20.4

administering employees and potential employees;

Page 1020.5

keeping accounts and records for business and statutory reporting obligations;20.6

procurement processes;

20.7

visitors to the Company’s business premises; and20.8

processing online sales orders of customers.

21.

DESCRIPTION OF THE CATEGORIES OF DATA SUBJECTS AND OF THE
INFORMATION OR CATEGORIES OF INFORMATION RELATING THERETO (Section
51(1)(c)(ii) of PAIA)
The Company may Process Personal Information for itself, directly from a Data Subject,
employees, service suppliers, and product suppliers.

Categories of Data Subjects

Personal Information
Processed

that

may

be

Customers of the Company

In terms of which the information processedand categories of recipients are set out in
the Privacy Policy.

Suppliers of products

In terms of which the information processedand categories of recipients are set out in
the Privacy Policy.

An employee and/or consultant of theCompany

In terms of which the information processedand categories of recipients are set out in
the Privacy Policy.

22.

THE RECIPIENTS OR CATEGORIES OF RECIPIENTS TO WHOM THE PERSONALINFORMATION MAY BE SUPPLIED (Section 51(1)(c)(iii) of PAIA)

22.1

The Company may supply the Personal Information of Data Subjects to service
suppliers, who provide the following services:

22.1.1administration (for example, clients, investments, medical aids, retirement
funds);

22.1.2

accounting and/or auditing;

22.1.3

capturing and organising Personal Information;

22.1.4compliance (including tax compliance);

22.1.5due diligence reviews;

22.1.6

information and communication technologies (ICT);Page 1122.1.7storing of personal information; and22.1.8verification checks.

22.2

The Company may supply the Personal Information of Data Subjects to:

22.2.1

Courts, in terms of matters taken on judicial review;

22.2.2enforcement agencies, for criminal investigation (for example, National
Prosecuting Authority, South African Police Service);

22.2.3

people against whom complaints have been lodged; and22.2.4

regulators, ombuds, or tribunals, in terms of matters that fall under theirjurisdiction.

23.

PLANNED TRANSBORDER FLOWS OF PERSONAL INFORMATION (Section
51(1)(c)(iv) of PAIA)

23.1

The Company has not planned transborder flows of Personal Information.

23.2

If it becomes necessary to transfer Personal Information to another country for alawful purpose, the Company will ensure that the person (both legal and natural) towhom the Personal Information will be transferred is subject to a law, binding
company rules, and/or binding agreements, which provide a suitable level ofprotection, and the third party agrees to treat the Personal Information with the samelevel of protection as the Company is required to provide, in terms of the POPIA.

23.3

The cross border transfer of Personal Information may be done with the Data
Subject’s Consent. However, if it is not reasonably practicable to obtain the Data
Subject’s Consent, the Company will transfer the Personal Information if it will be forthe Data Subject’s benefit, and the Data Subject would have provided Consent, if it
had been reasonably practicable to obtain the Consent.

24.

PERSONAL INFORMATION SECURITY (Section 51(1)(c)(v) of PAIA)

24.1

The Company is obliged to provide adequate protection in respect of the Personal
Information it Processes and to prevent unauthorised access, disclosure and use of
any Personal Information.

24.2

The Company shall, on an on-going basis, review its security controls and related
processes to ensure that the Personal Information of Data Subjects is secure andretained only for so long as is required by law or needed for record-keeping purposes.

24.3

The Company’s security policies and procedures include:

24.3.1

lawful and reasonable Processing of Personal Information as contemplated in
section 9 of POPIA;

24.3.2

limitation of access to Personal Information;

24.3.3computer and network security;

24.3.4

investigation of and prompt response to breaches of security;

Page 1224.3.5monitoring of access and usage of Personal Information;

24.3.6

physical security of hardware and premises where Personal Information isProcessed;

24.3.7

appropriate procedures in respect of retention and disposal of Personal
Information;

24.3.8secure communications; and24.3.9proper security arrangements in outsourcing of ancillary services or functions.

24.4

When the Company contracts with third parties in relation to the management of
Personal Information, the Company imposes appropriate security, privacy andconfidentiality obligations on them to ensure that the Personal Information under theCompany’s control will be kept secure at all times.

24.5

The Company will ensure that anyone to whom it discloses any Personal Information,agrees to treat that Personal Information with the same level of protection as theCompany is obliged to treat it.

__________________________________SCHEDULE A
CATEGORIES AND TYPES OF RECORDS HELD BY THE COMPANY

Page 13
The following categories of records are held by the Company and access may be granted to suchrecords upon proper request and payment of a fee in terms of PAIA and this Manual, unless theCompany is entitled to refuse access to such records, or the records are exempted in terms of
PAIA:
Contracts and Agreements
Category

Information Category Description

Commercial agreements

These are typical documents which record theagreement between the Company and business
partners, suppliers, contractors and is the result ofcontractual negotiations undertaken previously.
These documents are retained by the businessunit(s) involved and the Legal Department

Property agreements

Information relating to immovable, movable andincorporeal property of the Company, including
asset registers

Contractual issues with business partners

All information relating to reaching an agreement
withabusiness
partner,forexamplecorrespondence, minutes and notes of meetingsprior to the conclusion of the agreement, including
details related to the agreement itself

Client information

Full details of the client, including but not limited to,corporate information, trading name of the client,registration number of client, relevant tax
registration numbers, principal contact person andtheir respective contact details, invoices issued etc.

Corporate Social Investment
Category
Corporate Social Investment – Projects

Information Category Description
Details of the projects that have been approved
and are underway and reports relating to Corporate
Social Investment

Corporate
Category
Constitutional documents of all the entities in the
Company

Information Category Description
Certificate of Incorporation, certificate tocommence business, articles of association andmemorandum of association or memorandum ofincorporation, directors register, confirmation of

Page 14
registered address,
financial year end

informationofauditors,

Other company secretarial documents

Share registers, share certificates, corporate
structure diagrams, documents relating to share
incentive schemes

Minutes and resolutions

Minutes of meetings, shareholder and board
resolutions, proxy forms

Legal
Category

Information Category Description

Legal Records

Copies of Agreements (relating to, amongst others,
Joint Ventures, partnerships, shareholders
agreements, leases, financial agreements, saleagreements, restraint agreements and warranties)
General Correspondence
Immovable Property Records
Internal Reports and Communications
Statutory Records
Working Files

Litigation

Pleadings, briefs and any other records relating tothreatened, pending or past litigation, arbitration or
investigation

Legal Compliance

Certificates, licences and permits

Management
Category
Project Activity and Schedule

Information Category Description
Detailsofprojects(tasks,dependencies, durations, etc.)

resources,

This records the status and overarching objectivesof each project.
Financial

Page 15
Category
Consolidated and audited annual Financial
Statements for the Company

Information Category Description
This contains information as recorded in the
consolidated financial statements of the Company
in respect of the various business operations /divisions and their performance in the preceding
financial year.
This includes accounting records (ledgers andjournals),
auditedfinancialstatements,
agreements, tax records and VAT returns, banking
records (including cheques and deposit slips),
invoices, statements, delivery notes, receipts,
vouchers and bills of exchange, directors reports,
asset registers, management accounts, debtors &and creditors, statements of financial position,budgets and business plans, internal audit reports
and independent auditors reports.

Customer Information
Category

Information Category Description

Customer Profile

Information relating to the customer profile, e.g.
which services are activated.

Customer Type

Information relating to the customer type, e.g.
private company or municipality.

Payment History

Information relating to payments made.

Organisation Structure and Position
Category

Information Category Description

Archive of Senior Management Photographs

Photographs of committee members and senior
management

Job Profiling

The categorisation of responsibilities associatedwith an employment position

Organisational Structure

The structure of the organisation into business
units, commonly depicted in an organogram. This
usually includes the top "n" levels of anorganisation, for example the executive directors,
name of departments reporting into their business
units and position.

Page 16
Category

Information Category Description

Position

The title and responsibilities of employment
positions, including information related to the roleand current incumbents. This includes informationon contractors and other non-permanent staff
members.

Performance and Remuneration
Category

Information Category Description

Employee Performance Record

The records relating to the employee performance,
for example performance awards

Employee Timesheet Information

The records relating to the working hours’
availability of an employee

Payroll

All information relating to payments made to
employees in the Company

Salary/Incentive/Bonus

Information relating to each employee’s cost tocompany

Labour and Personnel Detail
Category

Information Category Description

General

Employee information records (names, dates ofbirth, occupations, working hours / shifts,
remuneration), tax and other returns (UIF,PAYE,SDL), employment contracts, policies andprocedures, incentive schemes, employee loans,
expense accounts study assistance schemes,
disability
schemes,scholarships/bursaries,
recruitment
andappointments,
collective
agreements, arbitration awards, records of strikes,
lockouts or protest action.

Curriculum Vitae (CV) and Application Detail

Details of applicants for employment, including CV
details

Disciplinary Record

Records of disciplinary hearings

Employee Lifecycle Information

The information about an employee’s "life" at theCompany, i.e. when joined, promoted, positions

Page 17held etc.
Employee Personal Detail

Personal details kept on employees, for example,
next of kin, medical details, address details andprimary contact details

Personnel and other development Programmes
Category

Information Category Description

Skill Level

The skills required for positions

Training Event / Course

Details of training courses available and held

Sustainable development

Details of sustainableavailable and helddevelopment

projects

Risk and GovernanceCategory

Information Category Description

Inspection/Audit

Results of inspections and audits

Risk and Control

Details of known risks and measures to control
those risks

Reports

These incudes Sustainability reports, Corporate
Governance reports and Remuneration reports

Administration
Category
Administration

Information Category Description
Correspondence, company policies and company
procedures

Marketing and Advertising
Category
Marketing and advertising

Information Category Description
Brand policy and standards, brand and advertisingmaterial, print and audio-visual advertisements,
brochures, newsletters advertising material,
service and product information, media releases,

Page 18
websiteFixed property
Category

Information Category Description

Records

Title deeds, leases, building plans, zoning
certificates,
mortgage
bonds
and
other
encumbrancesIntellectual Property and Innovations
Category
Patents and designs

Information Category Description
Assignment, cession, transfer or licencing ofpatents and designs
Patent applications and inventions

Trademarks

Designs, trademarks, trade names and protected
names
Assignment, cession, transfer or licencing ofpatents and designs of trademarks

Copyright

Assignment, cession, transfer or licencing of
copyright material

GeneralAgreements relating to intellectual property (interalia licence agreements, use agreements, licenceagreements, secrecy agreements)

Insurance
Category

Information Category Description

Records

Production and group liability policies and otherinsurance policies, claim documents, personal
accident benefit rules, vehicle insurance, company
procedures and details of insurance coverage,
limits and insurers etc.

Environmental, health and safety
Category

Information Category Description

Page 19
Safety, Health and Environment records

Health and Safety Policy, environmental impact
assessments, reports relating to investigation andreporting of health and safety incidents, policies
regarding managing and optimising health andhygiene in the workplace, policies on treatment ofsolid waste and effluent, annual health risk
assessments of employees
Company policies and procedures
Staff training records, emergency response plans,and disposal, treatment and recycling

Information technology
Category
Records

Information Category Description
Software packages, licences, capacity andutilization of current systems, disaster recovery
processes and procedures, client database,hardware, internet, security and maintenance.

Miscellaneous
Category

Information Category Description

Records

Records relating to the Company or its business
which are held by any other party
Records held by the Company relating to any otherparty (including financial records, correspondence,
contractual agreements, records provided by suchother party, records provided by third parties aboutsuch other party)

Page 20SCHEDULE B
SUMMARY OF APPLICABLE LEGISLATION IN RESPECT OF WHICH RECORDS ARE TO
BE KEPT
The Company retains records in accordance with the following current RSA legislation and any
amendments thereto (only to the extent that the relevant statute is applicable and makes
disclosure of records compulsory):•

Basic Conditions of Employment Act No. 75 of 1997•

Broad Based Black Economic Empowerment Act No. 53 of 2003•

Companies Act No. 71 of 2008•

Compensation for Occupational Injuries and Disease Act No. 130 of 1993•

Competition Act No. 89 of 1998 as amended•

Consumer Protection Act 68 of 2008•

Copyright Act No. 98 of 1978•

Electronic Communications Amendment Act No. 1 of 2014•

Electronic Communications and Transactions Act No. 25 of 2002•

Employment Equity Act No. 55 of 1998•

Income Tax Act No. 58 of 1962•

Labour Relations Act No. 66 of 1995•

Occupational Health and Safety Act No. 85 of 1993•

Patents Act No. 57 of 1978•

Pension Funds Act No. 24 of 1956•

Prescription Act No. 68 of 1969•

Promotion of Access to Information Act No. 2 of 2000•

Promotion of Equality and Prevention of Unfair Discrimination Act No. 4 of 2000•

Regulation of Interception of Communications and Provision of Communication – RelatedInformation Act No. 70 of 2002•

Skills Development Levies Act No. 9 of 1999•

Tax Administration Act No. 28 of 2011•

Trademarks Act No. 194 of 1993•

Unemployment Insurance Act No. 63 of 2001•

Unemployment Insurance Contributions Act No. 4 of 2002•

Value Added Tax Act No. 89 of 1991

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ANNEXURE C
REQUEST FORM
FORM 2REQUEST FOR ACCESS TO RECORD[Regulation 7.]
Note:

TO:

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 tothis form.
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.

PERSONAL INFORMATION
Full names:
Identity number:
Capacity in which request is made (when madeon behalf of another person):
Postal Address:
Street Address:
E-mail Address:
Contact numbers:

Tel. (B):Facsimile:

Cellular:
Full names of person on whose behalf request is
made (if applicable):
Identity number:
Postal Address:
Street Address:
E-mail Address:
Contact numbers:

Tel. (B):Facsimile

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

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Description of record or relevant part of therecord: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, computergenerated 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 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”)

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Personal inspection of record at registered address of public/private body (including listening torecorded words, information which can be reproduced in sound, or information held on computer or inan 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 thelanguage 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 this Form. The
requester must sign all the additional pages.
Indicate which right is to be exercised or protected:

Explain why the record requested is required for the
exercise or protection of the aforementioned right:

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 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:

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Postal address

Facsimile

Electronic communication(Please specify)

Signed at ................................ this ................. day of ................. 20 .................

.......................................
Signature of requester / person on whose behalf request is made................................................................................................................................................
FOR OFFICIAL 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