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The Promotion of Access to Information Act, 2 of 2000
Section 51 Manual for: FM Cleaning Services CC Trading as Vortex Cleaning Services
TABLE OF CONTENTS
1. INTRODUCTION 2. CONTACT DETAILS 3. HUMAN RIGHTS COMMISSION GUIDELINE 4. WHO MAY REQUEST INFORMATION 5. CATEGORIES OF RECORDS 5.1 Personnel Records 5.2 Client related Records 5.3 Vortex Records 5.4 Other Party Records 6. ACCESS TO A RECORD 6.1 Prescribed Access Form 6.2 Prescribed Fee 6.3 Request Procedure 7. AVAILABILITY OF THE MANUAL ANNEXURE A ANNEXURE B |
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1. INTRODUCTION
This manual on access to information held by Fm Cleaning Services CC (“Vortex Cleaning Services”) with registration number: 1992/10517/23, is compiled in terms of section 14 of the Promotion of Access to Information Act (hereafter referred to as “the Act”). The objects of the Act is to give effect to the constitutional right of access to any information held by the State and any information that is held by another person and that is required for the exercise or protection of any rights; and to provide for matters connected therewith. Where a request is made in terms of this Act, the public or private body to whom the request is made needs to make swift, inexpensive and effortless access available or release the information, except where the Act expressly provides that the information must not or need not be released.
2. CONTACT DETAILS The following contact details can be used to obtain information from Vortex Cleaning Services in accordance with the Act and this Manual.
Vortex Cleaning Services conducts its business from Silverton Pretoria, Gauteng. Information Officer : Hannes Buys Phone : 012 5489217 Fax : 0866893257 E-mail : hannes@cleaningservice.co.za Website : www.cleaningservice.co.za Postal Address : PO Box 15839 Lynn East 0039
Physical Address : 585 Krige Street Silverton Pretoria 0127
3. HUMAN RIGHTS COMMISSION GUIDELINE In terms of section 10 of the Act the South African Human Rights Commission (SAHRC) is responsible for developing a guide containing a description of the aims of the Act, the contact details of the information officers of all the public bodies, particulars of the public bodies, the manner of access to the records of those public bodies and the remedies available in law regarding a breach of any of the provisions of the Act. The guide is intended to assist users in the interpretation of the Act and is available at the offices of the SAHRC.
Contact details of the SAHRC: Postal Address : Private Bag X2700 Houghton 2041 Phone : + 27 (11) 484 8300 Fax : + 27 (11) 484 1360 E-mail : PAIA@sahrc.org.za Website : www.sahrc.org.za
4. WHO MAY REQUEST INFORMATION
Any person may request access to information from Vortex Cleaning Services, in terms of section 50(1) of the Act, provided that: The record is required for the exercise or protection of any rights; The requestor complies with the procedural requirements defined in the Act relating to a request for access to that record; Access to the record is not refused in terms of any ground for refusal contemplated in the Act.
5. CATEGORIES OF RECORDS
All information held by Vortex Cleaning Services is classified and grouped according to records relating to the following subjects and categories:
5.1 Personnel Records Records which contain information of employees that include: Any personal records provided to Vortex by the employee/personnel Any records a third party has provided Vortex about its personnel Conditions of employment and other employee-related contractual and quasi-legal records 5.2 Client related Records Records which contain information of clients (any natural or juristic entity) that receive a service from Vortex that include: Any records a client has provided to Vortex or to a third party acting for and on behalf of Vortex Any records a third party has provided to Vortex Records generated by or within Vortex pertaining to its clients 5.3 Vortex Records Records that include, but are not limited to, information relating to: Annual Financial reports Operations (sales, client services and claims) Databases Product, documentation and conditions Marketing Newsletters Information technology Internal policies and procedures
Each request will be evaluated on its own merits and should a request be made for records that fall under any of the categories of exemption, such a request will be refused. 5.4 Other Party Records Records pertaining to other parties held by Vortex or vice versa. Other parties include, but are not limited to suppliers, service providers and subsidiary/holding/sister companies. 6. ACCESS TO A RECORD 6.1 Prescribed Access Form Any person who wishes to request information from Vortex with the aim of protecting or exercising a right may contact the information officer as described under point 3 above. In order for the request to be entertained the request must be received by the information officer on the prescribed form. The prescribed time periods will not commence until all pertinent information has been furnished to Vortex by the requestor. Refer to Annexure A to this manual for the format of the prescribed form. 6.2 Prescribed Fee In terms of section 54 of the Act, unless it is a personal request, a request fee will be levied as prescribed before any further processing is made. A personal request means a requestor seeking access to a record containing personal information that concerns them. An access fee is payable by all requestors only when access is granted. This fee is intended to reimburse the private body for the costs involved in searching for the record and preparing it for delivery to the requestor. Vortex require a deposit from the requestor, unless it is a personal requestor, in cases where searching for the record exceeds 6 hours. The deposit will represent one third of the access fee that would be payable if the request is granted. If the request is denied/ declined the deposit must be repaid to the requestor. Vortex may withhold a record until the request fee and the deposit (if applicable) have been paid. Refer to Annexure B to this manual for a list of applicable fees.
6.3 Request Procedure The following is the basic procedure to be followed when requesting a record:
Vortex will only process your application if it is received on the prescribed form. Please refer to point 7.1 above. The prescribed form must be completed providing as much detail as possible and all attachments/additional folios attached to the form must be signed by the requestor. When completing the form: Provide full personal and contact details. If acting on behalf of another person state in what capacity, for example, legal guardian, next of kin etc. Note that proof of capacity must be attached. If making the request on behalf of another person, you must provide that persons full names and identity number. Provide a detailed description of the record required providing any reference numbers if possible. Mark with an (X) the appropriate record type option as provided on the form i.e., written, visual, audio or data that is require. The “right” to be exercised or protected by the requestor must be detailed as well as the reason for exercising or protecting this right. The form must be dated and signed in the places provided for this purpose. If the request is for a record other than a record containing personal information about the requestor, then prescribed fees are payable. Refer to point 7.2 above. Should the requestor qualify for exemption full details must be provided. If the requestor, due to a disability, is unable to read, view or listen to the record requested, details of the disability needs to be provided. The requestor further needs to supply details in what form the record needs to be supplied. Once the application form is completed it must be posted to, the Information Officer at the address given on the form or, faxed/delivered to the offices of Vortex as provided under point 3 above. On receipt the application, the Information Officer at Vortex will make a decision based on the information provided. The requestor will receive a written notification based on the decision made and advising them further. 7. AVAILABILITY OF THE MANUAL Copies of this manual, prescribed forms and fees payable can be obtained from Vortex’s office and website www.cleaningservice.co.za.
ANNEXURE A
REQUEST FOR ACCESS TO A RECORD OF PRIVATE BODY
(Section 53(1) of the Promotion of Access to Information Act, 2 of 2000)
The Information Officer Vortex Cleaning Services PO Box 15839 Lynn East 0039
REQUEST DETAILS A. Particulars of person requesting access to the record
Full names and surname
Identity Number
Postal Address
Postal code
Fax Number
Telephone Number
E-mail Address
Capacity in which request is made, when made on behalf of another person
(Proof of the capacity in which the request is made, if applicable, must be attached.)
B. Particulars of person on whose behalf request is made
(This section must be completed only if a request for information is made on behalf of another person.)
Full names and surname
Identity Number
C. Particulars of record
(a) 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.
(b) If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all additional folios.
Description of record or relevant part of the record
Reference Number (if available)
Any further particulars of record
D. Fees
a) A request for access to a record, other than a record containing personal information about you, will be processed only after a request fee has been paid. b) You will be notified of the amount to be paid as a request fee. c) The fee payable for access to a record depends on the form in which access is required and the time reasonably 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 for exemption from payment of fees (if applicable)
E. Form of access to record
If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 hereunder, state your disability and indicate in which form the record is required.
Disability
Form in which record is required
Notes:
a) Compliance with your request in the specified form may depend on the form in which the record is available. b) Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form. c) The fee payable for access to the record, if any, will be determined partly by the form in which access is requested.
(Mark the appropriate box with an X)
If the record is in written or printed form
Copy of record*
Inspection of record
If the record consists of visual images
View the images
Copy of images*
Transcription of images*
If the record consists of recorded words or information which can be reproduced in sound
Listen to the soundtrack (audio cassette)
Transcription of soundtrack* (written/printed document)
If the record is held on computer or in an electronic or machine-readable form
Printed copy of record*
Printed copy of information from the record*
Copy in computer readable form* (compact disc)
*If you requested a copy or transcription of a record, do you wish the copy or transcription to be posted to you? If yes, postage is payable.
Y
N
F. Particulars of right to be exercised or protected
(a) If the provided space is inadequate, please continue on a separate folio and attach it to this form.
(b) The requester must sign all the additional folios.
Indicate which right is to be exercised or protected
Explain why the record requested is required for the exercise or protection of the said right
G. Notice of decision regarding request for access
You will be notified in writing whether your request has been approved/denied. If you wish to be advised in another manner, please specify the manner and provide the necessary particulars to enable compliance with your request.
How would you prefer to be informed of the decision regarding your request for access to the record?
Signed at ________________________ on this _______ day of _____________________ 20____
……………………………………………
SIGNATURE OF REQUESTER / PERSON ON BEHALF OF REQUESTER
ANNEXURE B
TABLE OF FEES IN RESPECT OF PRIVATE BODIES
1. Electronic PDF copy of the Manual Free
2. Posted Paper Copy of the Manual R 15.00
3. Request Fee (Other than a personal requestor) R 50.00
4. Access Fee: Electronic Record Format: A4 per page R 00.75
Reproduce: Electronic Record Format: A4 per page R 00.75
5. Access Fee: Photocopy Record Format: A4 per page R 1.10
Reproduce: Photocopy Record Format: A4 per page R 1.10
6. Access Fee: Record on Compact Disc R 70.00
7. Access Fee: Transcription of Visual Images: A4 page R 40.00
Reproduce: Transcription of Visual Images: A4 page R 40.00
8. Access Fee: Copy of Visual Images R 60.00
Reproduce: Copy of Visual Images R 60.00
9. Access Fee: Transcription of Audio record: A4 page R 20.00
Reproduce: Transcription of Audio record: A4 page R 20.00
10. Access Fee: Copy of Audio record R 30.00
Reproduce: Copy of Audio record R 30.00 |