1. About this manual

If you need access to information, this manual will provide you with the necessary contact details and procedures to ask us for that information. In addition, it provides a clear overview of our structure, functions, and services and includes an index of information we hold to help identify where the required information could be. It also provides the forms you need to complete and sets out the fees you may need to pay before we can assist you.

2. Our details

Independent Agency Network
22 Gemini Lane
Croydon Vineyard Estate
Somerset West
Cape Town
7130
www.ianetwork.co.za

3. Information officer

Our Information Officer and Deputy Information Officer(s) will tend to your PAIA request.

Name and Surname: Mark Smith
Postal Code: 22 Gemini Lane, Croydon Vineyard Estate, Somerset West, Cape Town 7130
Physical Address: 22 Gemini Lane, Croydon Vineyard Estate, Somerset West, Cape Town 7130
Phone: 082 857 6737
Email: mark@ianetwork.co.za

4. The information and categories of records we hold

Here is a description of the different subjects about which we have information and the categories of records we hold for each subject.

All requests for access will be evaluated on a case-by-case basis in accordance with the provisions of PAIA. In particular, there may be applicable grounds for refusal of such request, as set out in PAIA.

Subject	Category of records	Availability
Client records	Client orders Delivery records Invoices Client company records; name, contact details, email address	PAIA request required
Marketing & Sales	Client company records; name, contact details, email address	PAIA request required
Supplier records	Supplier & order records Delivery records Invoices Banking details	PAIA request required
Human resources	Employment Contracts Training and development records Salary records Leave records Medical aid records Employee personal details Disciplinary records EEA1 records	PAIA request required
Finances	Financial and tax records Asset register Management accounts Bank statements Rental agreements Supplier Invoices Audit reports Annual budget Annual forecast Annual Financial statements	PAIA request required

5. Protection of personal information

Our company uses personal information to deliver our services and make sure our operations run smoothly. You can learn more about how we use personal information in our privacy notices & terms and conditions available at:   www.ianetwork.co.za

6. Records that are automatically available

The following categories of records are automatically available:

• Information available on our public website
• Register of directors

7. Records available in terms of other legislation

The company keeps records in accordance with applicable legislation, which includes, but is not limited to the following:

1. The Constitution of the Republic of South Africa No.3 of 1994
2. Basic Conditions of Employment Act 75 of 1997
3. Compensation for Occupational Injuries and Diseases Act 130 of 1993
4. Companies Act No. 71 of 2008
5. Income Tax Act 58 of 1962
6. Labour Relations Act 66 of 1995
7. Skills Development Levies Act 9 of 1999
8. Unemployment Insurance Fund Act No. 63 of 2001;
9. Unemployment Insurance Contributions Act No. 4 of 2002;
10. Value Added Tax Act 89 of 1991
11. Employment Equity Act 55 of 1998
12. Consumer Protection Act 2008
13. Competition Act No. 89 of 1998;
14. Income Tax Act No. 58 of 1962;
15. South African Revenue Services Act, 34 of 1997;
16. Promotion of Equality and Prevention of Unfair Discrimination Act No. 4 of 2000
17. The Occupational Health and Safety Act No. 85 of 1993;
18. Manpower Training Act No. 56 of 1981;
19. Skills Development Act No. 97 of 1998;
20. Skills Development Levies Act No. 9 of 1999;
21. Broad-Based Economic Empowerment Act No. 53 of 2003;
22. Copyright Act No. 98 of 1978
23. Trademarks Act No. 194 of 1993;

8. How to request access to records

You can request access to records by completing Form 1. If your request does not comply with the formalities in this manual, we will let you know which steps you should take to comply. If you are making a request on behalf of someone else, you must submit reasonable proof of authority to act on that person’s behalf.

You must provide us with proof of identity before we can process any request.

9. Outcome of your request and fees payable

We will decide within 30 days of receiving your request whether to grant or decline the request. We will notify you of our decision and explain why we accepted or refused your request.

If your request is successful, we will let you know what the related fees are and how you can pay them. We may require that you pay a deposit before we process your request. The fee structure is available at PAIAComplaince@inforegulator.org.za  (link sends e-mail) or contact the office of The Information Regulator (Regulator).

If you request large quantities of information or if we cannot reasonably obtain the information you request within the original 30 days, we might have to extend the period by another 30 days. We will notify you in writing if we require an extension.

If you do not hear from us within the period stipulated above, it means that we refused your request in terms of section 58 of PAIA.

10. Reasons why we may refuse your request

The Information regulators guide to understanding PAIA sets out all the reasons why an entity may or must refuse a PAIA request. These reasons include refusal based on the grounds that the information requested will:

• compromise South Africa’s defense, security, and international relations;
• hamper the operations of Independent Agency Network (PTY)Ltd
• be unreasonably time-consuming and lead to waste of resources, or
• is manifestly frivolous or vexatious.

11. If we cannot find a record

If there are records that we cannot find despite a reasonable and diligent search, we will notify you with an affidavit explaining the measures we have taken to locate the record. If we find the records after we have issued such an affidavit, we will grant you access to the records unless we have a reason to refuse your request.

12. If you need assistance or more information

If you require further assistance, The Information Regulator has published a guide that introduces PAIA, describes where to find information and how to request access to information. It explains when access to information may be refused and offers key references and resources. The guide is available in each official language and is intended to assist you in exercising your rights to access information.

You can find this guide at the head office of the Information Regulator:

JD House
27 Stiemens Street
Braamfontein
Johannesburg 2001

Alternatively, you can find it at all the provincial offices and on the website: https://inforegulator.org.za/

FORMS:

• Form 1: request for access to a record
• Form 2: Outcome of request and fees payable

FORM 1

Request for access to a record¹

1. If the space provided in the form is inadequate, please submit additional information as an annexure to this form and sign each page.
2. We will process a request for access to a record other than a record containing your personal information after you have paid the request fee.
3. The fee depends on the form in which you need to access the record and the time we have to search for and prepare the record.
4. We will let you know in writing whether your request has been approved or denied, and if we approve your request, we will let you know what the related fees are.

To: The information officer

Address:

E-mail Address:

Fax Number:

This request is in my own name

I’m making this request on behalf of someone else — [please attach proof of the capacity in which you are making this request].

YOUR DETAILS:

Name and Surname:
Identity Number:
Postal Address:
Residential Address:
E-mail Address:
Telephone Number:
Cell Number:
Fax Number:

HOW DO YOU PREFER TO BE CONTACTED?

Postal Address:
Residential Address:
E-mail Address:
Fax:

 

DETAILS OF THE PERSON ON WHOSE BEHALF YOU ARE MAKING THIS REQUEST (IF APPLICABLE)

Name and Surname:
Identity Number:
Postal Address:
Residential Address:
E-mail Address:
Telephone Number:
Cell Number:
Fax Number:

 

WHICH RIGHT ARE YOU EXERCISING OR PROTECTING?

Which right are you exercising or protecting?
Explain why you need this record to exercise or protect that right.

 

DETAILS OF THE RECORD YOU ARE REQUESTING

Please provide full particulars of the record that you wish to access, including the reference number if you have it to help us find the record.

Describe the record or relevant part of the record
Reference number (if you have it)
Any further information about the record?

 

TYPE OF RECORD

Written or printed record
Visual images (including photographs, slides, video recordings, computer-generated images, sketches, etc.)
Recorded words or information that can be reproduced in sound
Held on a computer or in an electronic or machine-readable form

 

FORMAT IN WHICH YOU WOULD LIKE TO RECEIVE THE RECORD

A printed copy of a record (including copies of any virtual images, transcriptions, and information held on a computer or in an electronic or machine-readable form.
Written or printed transcription of virtual images (including photographs, slides, video recordings, computer-generated images, sketches, etc.)
Transcription of a soundtrack (written or printed)
Copy of record on a flash drive (including virtual images and soundtracks)
Copy of record on a compact disc drive (including virtual images and soundtracks)

 

HOW WOULD YOU LIKE TO ACCESS THE RECORD?

Personal inspection of the record at our registered address (including listening to recorded words, information that can be reproduced in sound, or information held on a computer or in electronic or machine-readable form)
Postal services to a postal address
Postal services to a street address
Fax information in written or printed format (including transcriptions)
E-mail information (including soundtracks if possible)
Preferred language

(If the record is not available in the language you prefer, we may give you access in the language in which the record is available.)

FOR OFFICE USE

Reference number
Date received
Access fees (if any)
Deposit (if any)

 

DETAILS OF THE PERSON WHO RECEIVED THE REQUEST

Job Title
Name and surname of Information Officer

 

FORM 2

Outcome of request for access to a record, and fees payable²

1. If your request is granted
   • You must pay the deposit (if any) before we can process your request, and
   • We will only release the record you requested once we receive the full

2. Please note your reference number in all future

To:
Address:
E-mail Address:
Fax Number:
Reference Number:

 

YOUR REQUEST HAS BEEN

Approved
Denied

Because

 

YOU REQUESTED

Personal inspection of the record at our registered address (including listening to recorded words, information that can be reproduced in sound, or information held on computer or in electronic or machine-readable form)

Please take these steps:

1. Make an appointment to inspect the
2. Bring this form with

Accessing a record this way is free. However, if you need copies of the information, you will be charged the appropriate fees as set out in Annexure B.

OR

YOU REQUESTED

A printed copy of a record (including copies of any virtual images, transcriptions, and information held on a computer or in an electronic or machine-readable form.
Written or printed transcription of virtual images (including photographs, slides, video recordings, computer-generated images, sketches, etc.)
Transcription of soundtrack (written or printed)
Copy of record on a flash drive (including virtual images and soundtracks)
Copy of record on compact disc drive (including virtual images and soundtracks)

 

YOU ASKED TO ACCESS THE RECORD AS FOLLOWS

Postal services to a postal address
Postal services to a street address
Fax information in written or printed format (including transcriptions)
E-mail information (including soundtracks if possible)
Preferred language

 

FEES PAYABLE WITH REGARDS TO YOUR REQUEST (please check the information regulator for updated fees)

Item	Cost per A4-size page or part  thereof/item	Number of pages/items	Total
Copy of Guide	R3.90
Photocopy	R3.90
Printed copy	R4.80
Copy in a computer-readable form on:
a) Flash drive	R40.00
b) Compact disc	R60.00
Transcription of visual images	Service to be outsourcedWill depend on a quotation from a service provider.
Copy of visual images	Service to be outsourcedWill depend on a quotation from a service provider.
Transcription of an audio record	Service to be outsourcedWill depend on a quotation from a service provider.
Copy of an audio record	R56.00
Postage	Actual Cost
TOTAL:

DEPOSIT PAYABLE

If the search exceeds six hours.

How many hours did the search take?
What is the deposit payable? (Calculated as a third of the total amount per request)

OUR BANK DETAILS

Bank
Account holder
Type of account
Account number
Branch Code
Reference number
Proof of payment address