PAIA Manual

PAIA MANUAL

WEDDING STUFF PTY LTD T/A

SMOOCHES BRIDAL

Registration Number:

2019/095098/07

Prepared and compiled in accordance with Section 51

of the Promotion of Access to Information Act

02 of 2000 (as amended)

Date of revision: 17 April 2026Index

01 List of acronyms and abbreviations 1

02 Purpose of the PAIA Manual 2

03 Key contact details for access to information of the Private Body 2

04 05 07 Guide on how to use PAIA and how to obtain access to the Guide 3

Categories of records of the Private Body which are available

without a person having to request access 5

06 Description of the records of the Private Body which are

available in accordance with any other 5

Description of the subjects on which the Private Body holds

records and categories of records held on each subject by the

Private Body

08 Processing of personal information 7

09 Request procedure to obtain access to records held by the

Private Body 10

10 Availability of the Manual 12

11 Updating of the Manual 12

12 Annexure A: Applicable fees 13

13 Annexure B: Form 2 14

14 Annexure C: Form 3 181. List of acronyms and abbreviations

Term Definition

“Data

Subject”

means the person to whom Personal Information relates, as contemplated

in terms of section 1 of the POPIA;

“Deputy

Information

Officer”

means a Deputy Information Officer designated in terms of section 56 of

the POPIA;

“Information

Officer”

means in the case of a juristic person,

i. the chief executive officer or equivalent officer of the juristic person or

any person duly authorised by that officer; or

ii. the person who is acting as such or any person duly authorised by

such acting person as contemplated in section 1 of the Act;

“Information

Regulator”

means the Information Regulator established in terms of section 39 of

POPIA;

“Manual” means this manual compiled by Wedding Stuff Pty Ltd t/a Smooches Bridal

in terms of PAIA and POPIA;

“PAIA” means the Promotion of Access to Information Act, 2 of 2000, including the

PAIA regulations, as amended from time to time;

“Personal

Information”

means information relating to an identified, or identifiable, living natural

person and, where applicable, an identifiable existing juristic person as

contemplated in the POPIA;

“Personnel” means all partners, directors, officers, employees, individual contractors

and other personnel of Wedding Stuff Pty Ltd t/a Smooches Bridal;

“POPIA” means the Protection of Personal Information Act, 4 of 2013, including the

POPIA regulations, as amended from time to time;

“Processing” means any operation, activity or set of operations, whether or not by

automated means, concerning Personal Information as contemplated in

the POPIA;

“Private

Body”

means any former or existing juristic person, as contemplated in the Act

and POPIA;

“Record” means a record as contemplated in PAIA and includes Personal

Information;

“Requester” means, in relation to a Private Body,

i. any person, including, but not limited to, a public body or an official

thereof, making a request for access to a Record of that Private Body;

ii. a person acting on behalf of such person as contemplated in the Act;

“Responsible

Party”

means a public or Private Body or any other person which, alone or in

conjunction with others, determines the purpose of and means for

Processing Personal Information as contemplated in the POPIA;

Page 1 of 212. 3. Purpose of the PAIA Manual

To promote effective governance of private bodies, it is necessary to ensure that

everyone is empowered and educated to understand their rights in terms of PAIA, in

order for them to exercise their rights in relation to public and private bodies.

Wherever reference is made to “Private Body” in this manual, it will refer to Wedding

Stuff Pty Ltd t/a Smooches Bridal.

This PAIA Manual is useful for the public to –

2.1. check the categories of records held by a body which are available without a

person having to submit a formal PAIA request;

2.2. have a sufficient understanding of how to make a request for access to a

record of the body, by providing a description of the subjects on which the

body holds records and the categories of records held on each subject;

2.3. know the description of the records of the body which are available in

accordance with any other legislation;

2.4. access all the relevant contact details of the Information Officer and Deputy

Information Officer who will assist the public with the records they intend to

access;

2.5. know the description of the guide on how to use PAIA, as updated by the

Information Regulator and how to obtain access to it;

2.6. know if the body will process personal information, the purpose of processing

of personal information and the description of the categories of data subjects

and of the information or categories of information relating thereto;

2.7. know the description of the categories of data subjects and of the information

or categories of information relating thereto;

2.8. know the recipients or categories of recipients to whom the personal

information may be supplied;

2.9. know if the body has planned to transfer or process personal information

outside the Republic of South Africa and the recipients or categories of

recipients to whom the personal information may be supplied; and

2.10. know whether the body has appropriate security measures to ensure the

confidentiality, integrity and availability of the personal information which is to

be processed.

Key contact details for access to information of the Private Body

3.1. Information Officer

Name: Maggi Carless

Telephone Number: 0871380010

E-mail address: info@smoochesbridal.com

Page 2 of 214. 3.2. Access to information general contact

E-mail address: info@smoochesbridal.com

3.3. Head Office

Physical Address: Building 3, Waterford Office Park, 1 Waterford Drive,

Maroeledal, Fourways 2191.

Postal Address: PO Box 1328

Telephone Number: 0871380010

E-mail Address: info@smoochesbridal.com

Website: www.smoochesbridal.co.za

Guide on how to use PAIA and how to obtain access to the Guide

4.1. 4.2. 4.3. The Information Regulator has, in terms of section 10(1) of PAIA, as

amended, updated, and made available the revised Guide on how to use

PAIA (“Guide”), in an easily comprehensible form and manner, as may

reasonably be required by a person who wishes to exercise any right

contemplated in PAIA and POPIA.

The Guide is available in each of the official languages and in braille.

The aforesaid Guide contains the description of-

4.3.1 the objects of PAIA and POPIA;

4.3.2 the postal and street address, phone and fax number and, if

available, electronic mail address of –

4.3.2.1 the Information Officer of every public body, and

4.3.2.2 every Deputy Information Officer of every public and private

body designated in terms of section 17(1) of PAIA1 and

section 56 of POPIA2;

4.3.3 the manner and form of a request for-

4.3.3.1 access to a record of a public body contemplated in section

113; and

4.3.3.2 access to a record of a private body contemplated in section

504;

1 Section 17(1) of PAIA - For the purposes of PAIA, each public body must, subject to legislation governing the employment of

personnel of the public body concerned, designate such number of persons as deputy information officers as are necessary to

render the public body as accessible as reasonably possible for requesters of its records.

2 Section 56(a) of POPIA - Each public and private body must make provision, in the manner prescribed in section 17 of the

Promotion of Access to Information Act, with the necessary changes, for the designation of such a number of persons, if any, as

deputy information officers as is necessary to perform the duties and responsibilities as set out in section 55(1) of POPIA.

3 Section 11(1) of PAIA - A requester must be given access to a record of a public body if that requester complies with all the

procedural requirements in PAIA relating to a request for access to that record; and access to that record is not refused in terms

of any ground for refusal contemplated in Chapter 4 of this Part.

4 Section 50(1) of PAIA - A requester must be given access to any record of a private body if-

a) b) c) that record is required for the exercise or protection of any rights;

that person complies with the procedural requirements in PAIA relating to a request for access to that record; and

access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.

Page 3 of 214.4. 4.5. 4.3.4 4.3.5 4.3.6 4.3.7 4.3.8 4.3.9 the assistance available from the Information Officer of a public

body in terms of PAIA and POPIA;

the assistance available from the Information Regulator in terms of

PAIA and POPIA;

all remedies in law available regarding an act or failure to act in

respect of a right or duty conferred or imposed by PAIA and POPIA,

including the manner of lodging-

4.3.6.1 an internal appeal;

4.3.6.2 a complaint to the Information Regulator; and

4.3.6.3 an application with a court against a decision by the

information officer of a public body, a decision on internal

appeal or a decision by the Information Regulator or a

decision of the head of a private body;

the provisions of sections 145 and 516 requiring a public body and

private body, respectively, to compile a manual, and how to obtain

access to a manual;

the provisions of sections 157 and 528 providing for the voluntary

disclosure of categories of records by a public body and private

body, respectively;

the notices issued in terms of sections 229 and 5410 regarding fees

to be paid in relation to requests for access; and

4.3.10 the regulations made in terms of section 9211

Members of the public can inspect or make copies of the Guide from the

offices of the public and private bodies, including the office of the Information

Regulator, during normal working hours.

The Guide can also be obtained -

5 Section 14(1) of PAIA - The information officer of a public body must, in at least three official languages, make available a

manual containing information listed in paragraph 4 above.

6 Section 51(1) of PAIA - The head of a private body must make available a manual containing the description of the information

listed in paragraph 4 above.

7 Section 15(1) of PAIA - The information officer of a public body, must make available in the prescribed manner a description of

the categories of records of the public body that are automatically available without a person having to request access.

8 Section 52(1) of PAIA - The head of a private body may, on a voluntary basis, make available in the prescribed manner a

description of the categories of records of the private body that are automatically available without a person having to request

access.

9 Section 22(1) of PAIA - The information officer of a public body to whom a request for access is made, must by notice require

the requester to pay the prescribed request fee (if any), before further processing the request.

10 Section 54(1) of PAIA - The head of a private body to whom a request for access is made must by notice require the requester

to pay the prescribed request fee (if any), before further processing the request.

11 Section 92(1) of PAIA provides that – “The Minister may, by notice in the Gazette, make regulations regarding-

a) b) c) d) any matter which is required or permitted by this Act to be prescribed;

any matter relating to the fees contemplated in sections 22 and 54;

any notice required by this Act;

uniform criteria to be applied by the information officer of a public body when deciding which categories of records

are to be made available in terms of section 15; and

e) any administrative or procedural matter necessary to give effect to the provisions of this Act.

Page 4 of 215. 4.5.1 upon request to the Information Officer;

4.6. 4.5.2 from the website of the Information Regulator

(https://inforegulator.org.za/).

A copy of the Guide is also available in the following two official languages,

for public inspection during normal office hours - in English and Afrikaans.

Categories of records of the Private Body which are available without a person

having to request access

This table details records that are generally made public by the private bodies and

can be accessed, for instance, on their websites or by simple request, without needing

to follow the formal PAIA request procedure.

Types of the Record Category of

Available

records

upon

Website

request

Corporate

Information and

business profile

General information, corporate

X X

profile, areas of service and

product information

Publications

and

communications

Communications, newsletters, and

X X

various publications,

Marketing

materials

Brochures, pamphlets, posters and

X X

other marketing or promotional

material.

Privacy

compliance

records

PAIA Manual and Privacy Notices X X

Terms of the

Private Body

Terms and conditions X

6. Description of the records of the Private Body which are available in

accordance with any other legislation

This table lists the types of records the private bodies are required to keep by various

South African laws, along with the relevant legislation that mandates their retention.

These include, but are not limited to the below:

Category

of records

Types of records Applicable legislation

Governance

records

- Memorandum of

- Companies Act 71 of 2008

Incorporation

- Registration documents

- Information on director

- Other corporate

governance information

Employment

records

- Personal information and

employee details for

employment related

purposes

- Employment contracts

and conditions of service

- Basic Conditions of

Employment Act 75 of 1997

- Labour Relations Act 66 of 1995

- Employment Equity Act 55 of

1998

Page 5 of 21- Payroll, leave and

remuneration records

- Disciplinary, grievance

and other labour related

records,

- Employment Equity and

skills development plans

and reports

- Health and safety

records

- Workmen’s

compensation records

- Occupational Health and Safety

Act 85 of 1993

- Compensation for Occupational

Injuries and Diseases Act 130

of 1993

- Income Tax Act 58 of 1962

- Skills Development Act 97 of

1998

- Skills Development Levies Act 9

of 1999

- Unemployment Insurance Act

63 of 2001

Financial and

Tax records

- Financial statements and

- Income Tax Act 58 of 1962

accounting records

- Tax records (Income

TAX, VAT, PAYE, SDL,

- Value Added Tax Act 89 of

1991

UIF)

Privacy

records

- PAIA Manual

- Privacy Notice

- Records relating to

electronic

communications and

transactions

- Promotion of Access to

Information Act 02 of 2000

- Protection of Personal

Information Act 04 of 2013

- Electronic Communications and

Transactions Act 25 of 2002

Other

records

- Client engagement

records

- Consumer Protection Act 68 of

2008

- Records of consumer

transactions and

Complaints

7. While we have made every reasonable effort to compile a comprehensive list of

applicable legislation, it remains possible that the list may be incomplete. Should it

come to our attention that existing or newly enacted legislation provides for access to

records on a basis other than that prescribed by PAIA, we will update the list

accordingly.

If a requester believes that a right of access to a record exists under any legislation,

whether listed or not, they are required to clearly indicate the specific legislative

provision upon which the request is based.

Description of the subjects on which the Private Body holds records and

categories of records held on each subject by the Private Body

This table outlines the various business functions (subjects) and provides examples

of the types of records kept for each function. These include, but are not limited to the

below:

Subjects on which the body holds

Categories of records

records

Corporate and Company Secretarial

Records

Memorandum of Incorporation,

Company registration documents,

Records related to trademarks and other

intellectual property, Insurance records

(e.g., professional indemnity)

Page 6 of 21Financial and accounting records Annual financial statements, accounting

records, audit reports, tax records, bank

statements, asset registers, budgets,

Invoices, receipts, and source

documents for creditors and debtors.

Human resources / employee records Personnel files, employment contracts,

and conditions of service, payroll,

remuneration, leave, performance

evaluations, disciplinary records,

grievance procedures, employment

equity plans, skills development reports,

training records.

Client-related records Client engagement letters and

agreements, correspondence with

clients and third parties, files related to

client matters.

Administration, operations, and

property

Agreements with suppliers and service

providers, lease agreements for

property, Internal and external

correspondence, tender documentation,

security records

Information Technology Computer software, licensing, and

maintenance agreements, records

regarding computer systems, IT usage

policies

8. Processing of personal information

These tables detail Wedding Stuff Pty Ltd t/a Smooches Bridal’s practices regarding

the processing of personal data. These include, but are not limited to the below:

8.1. Purpose of processing personal information

Categories

Personal Information that may be processed

of Data

Subjects

Clients

(and related

parties)

Identifying information, such as:

- Entity Name and trading as name or Individual’s

Name and Surname

- Entity registration number or Individual’s identity

number

Contact information, such as:

- E-mail, postal and/or physical address

- Contact numbers (landline and/or mobile)

Transaction information, such as:

- Contact person’s details

- Contact person’s designation

- VAT numbers

- Service delivery addresses and related details

Financial Information, such as:

- Banking and account details

Employees

and Job

Applicants

Identifying information, such as:

- Full name and surname

- Identity / Passport / Work Visa / Asylum numbers

- Employee number

- Date of birth

- Gender

Contact information, such as:

- Contact numbers (landline and/or mobile numbers)

- E-mail, physical and/or postal address

Emergency contact information, such as:

- Full name and Surname of emergency contact

- Emergency contact relationship

- Contact numbers (landline and/or mobile numbers)

Remuneration information, such as:

- Banking and account details

Human resources and employment information, such

as:

Page 8 of 21- Employment contracts

- Employee personnel files

- Leave records

- Disciplinary records

Background information, such as:

- Curriculum Vitae

- Spoken and written language

- Academic qualifications

- Trade Information

- Work experience and employment history

Legislation required information, such as:

- Tax related information

Suppliers,

Service

Providers,

and Business

Partners

Identifying information, such as:

- Entity Name and trading as name or Individual’s

Name and Surname

- Entity registration number or Individual’s identity

number

Contact information, such as:

- E-mail, postal and/or physical address

- Contact numbers (landline and/or mobile)

Transaction information, such as:

- Contact person’s details

- Contact person’s designation

- VAT numbers

- Invoicing required details

Financial Information, such as:

- Banking and account details

Visitors to

Premises

CCTV footage and other personal information for security

and access monitoring

8.3. The recipients or categories of recipients to whom the personal

information may be supplied

Category of personal information Recipients or Categories of

Recipients to whom the personal

information may be supplied

Identity number and names, for

criminal checks

- South African Police Services

- Criminal Background Verification

Agencies

Qualifications, for qualification

verifications

- South African Qualifications

Authority

- Qualification Verification Agencies

Credit and payment history, for

Creditworthy verification

- Credit Bureaus

- Credit verification agencies

Tax and VAT information of clients,

service providers, suppliers and/or

employees

- South African Revenue Services

Employee Information, for

legislative compliance and payroll

- Department of Labour

- Payroll service providers

Page 9 of 21Personal Information of our clients,

service providers, suppliers, and/or

employees

- Our cloud storage and/or

productivity solution providers like

Microsoft 365 and/or Google

Business

- Other service providers or third-

party suppliers, should the

transaction/service require

information sharing.

Personal Information may also be shared with other service providers or third-

party suppliers should the transaction/service rendering require the sharing

of information.

8.4. Planned transborder flow of personal information

Generally, we do not transfer your personal information to another country.

However, in certain cases this may be necessary, for example, when our

suppliers are based outside South Africa or when the service we provide

involves a foreign party. Such transfers will only take place if:

• They are essential to the nature of the transaction, and

• They comply with the requirements of POPIA and/or other applicable

South African laws.

When we do transfer your information across South African boarders, we will

take steps to ensure that the country or organisation receiving it has strong

safeguards in place. This includes:

• Ensuring the destination country’s laws offer similar protection to

POPIA,

• Confirming that binding corporate rules are in place, or

• Relying on legal agreements that guarantee your information is

handled securely and respectfully.

Use of cloud-based software: We use trusted software tools such as

Microsoft 365 and Google Business to support our business operations and

store personal information. These tools may store data on servers located

outside South Africa. We believe these providers offer adequate protection

for the personal information we entrust to them.

8.5. General description of information security measures to be

implemented by the responsible party to ensure the confidentiality,

integrity, and availability of the information

Wedding Stuff Pty Ltd t/a Smooches Bridal has implemented a range of

reasonable and technical and organisational security measures to protect

personal information against unauthorised access, unlawful processing, loss,

destruction, or damage. These measures are reviews and updated on a

regular basis, with the key security measures including, among other things:

Technical Measures:

• Network and System Security: Utilisation of firewalls, malware and

anti-virus protection, software patching, and data loss prevention

technologies.

Page 10 of 219. • Data Protection: Encryption of sensitive data and regular data

backups with testing to ensure recoverability.

• Access Control: Use of unique user IDs and strong passwords, with

access to information restricted on a "need-to-know" basis.

• Monitoring and Testing: Regular system monitoring, vulnerability

scanning, and penetration testing to identify and mitigate threats.

Organisational Measures:

• Policies and Procedures: Implementation of documented

information security policies, business continuity plans, and risk

assessments.

• Employee Awareness: Regular training for employees on security

and privacy practices.

• Third-Party Management: Ensuring third-party operators and

service providers apply adequate security safeguards through

contractual agreements.

Physical Security:

• Access Control: Restricting physical access to offices and sensitive

areas.

• Secure Disposal: Implementing procedures for the appropriate

disposal of assets containing personal information

Request procedure to obtain access to records held by the Private Body

9.1. 9.2. To access records held by Wedding Stuff Pty Ltd t/a Smooches Bridal, the

requester must complete Form 2 (Annexure B) and submit it, along with the

required request fee and any applicable deposit (as set out in Annexure A),

to the Information Officer using the contact details provided.

The form must include enough detail to identify -

9.2.1 the record;

9.2.2 the requester’s identity;

9.3. 9.4. 9.5. 9.6. 9.7. 9.2.3 the preferred method of access, and the reason the information is

needed to exercise or protect a specific right

Requests submitted on behalf of another person must be accompanied by

proof of authority.

Where the requester is unable to complete the form due to illiteracy or

disability, the request may be made orally at the address of Wedding Stuff Pty

Ltd t/a Smooches Bridal and assistance will be provided to record the request.

Upon receipt of the request, the Information Officer will notify the requester of

any fees due and will only proceed once payment has been received.

If access is granted, additional fees may apply for reproduction or preparation.

In cases where access is denied, any deposit paid will be refunded. The

requester will be informed of the outcome within 30 days using Form 3

(Annexure C).

Wedding Stuff Pty Ltd t/a Smooches Bridal may refuse access to records if

disclosure would compromise another person’s privacy, reveal confidential

Page 11 of 21third-party or company information, expose trade secrets, commercially

sensitive information or could harm the competitive position. Access may also

be denied for legally privileged or contractually protected content, research

that could be disadvantaged by disclosure, or requests that are frivolous or

unduly burdensome.

10. Availability of the Manual

10.1. A copy of the manual is available -

10.1.1 on the website of the Private Body at www.smoochesbridal.co.za;

10.1.2 At the head office of Wedding Stuff Pty Ltd t/a Smooches Bridal for

public inspection during normal business hours;

10.1.3 To any person upon request upon the payment of a reasonable

prescribed fee; and

10.2. 10.1.4 To the Information Regulator upon request.

A fee for a copy of the Manual, as contemplated in annexure B of the PAIA

Regulations, attached to this PAIA Manual as annexure A, shall be payable

per each A4-size photocopy made.

11. Updating of the Manual

The head of Wedding Stuff Pty Ltd t/a Smooches Bridal will on a regular basis update

this manual.

Issued by: Maggi Carless (Information Officer)

Page 12 of 2112. Annexure A: Applicable fees

The table below sets out the fees applicable to any request for a record of information held by

Wedding Stuff Pty Ltd t/a Smooches Bridal:

ITEM DESCRIPTION AMOUNT

1. The request fee payable by every

R 140.00

requester

2. Photocopy/printed black & white copy of

R 2.00 per page or part thereof

A4-size page

3. Printed copy of A4-size page R 2.00 per page or part thereof

4. For a copy of computer-readable form on:

(i) Flash drive (to be provided by the

requestor)

(ii) Compact Disk:

R 40.00

R 60.00

a. If provided by requester

b. If provided to the requester

5. For a transcription of visual images per

A4-size page

Service to be outsourced. Will

depend on quotation from service

6. For a copy of visual images

provider.

7. Transcription of an audio record, per A4-

R 24.00

size page

8. For a copy of audio recording on:

(i) Flash drive (to be provided by the

requestor)

(ii) Compact Disk:

a. If provided by requester

b. If provided to the requester

R 40.00

R 60.00

9. To search for and prepare the record for

R 145.00

disclosure, for each hour or part of an

hour, excluding the first hour, reasonably

required for such search and preparation.

Not to exceed a total cost of

R 435.00

10. Deposit: If search exceeds 6 hours One third of the amount per request

calculated in terms of items 2 to 8.

11. Postage, email or any other electronic

transfer

Actual expense, if any.

Page 13 of 2113. Annexure B: Form 2

REQUEST FOR ACCESS TO RECORD

[Regulation 7]

NOTE:

1. 2. Proof of identity must be attached by the requester.

If requests made on behalf of another person, proof of such authorisation, must be

attached to this form.

TO: 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 made on

behalf of another

person)

Postal Address

Street Address

E-mail Address

Contact Numbers Tel. (B): Facsimile:

Cellular:

Page 14 of 21Full 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.)

Description of

record or relevant

part of the record:

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, computer-generated images, sketches, etc.)

Record consists of recorded words or information which can be

reproduced in sound

Record is held on a computer or in an electronic, or machine-readable

form

Page 15 of 21FORM 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")

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 an 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

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

Page 16 of 21FEES

a) b) c) A request fee must be paid before the request will be considered.

You will be notified of the amount of the access fee to be paid.

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:

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

Page 17 of 2114. Annexure C: Form 3

OUTCOME OF REQUEST AND FEES PAYABLE

[Regulation 8]

NOTE:

1. (a) (b) 2. If your request is granted the—

amount of the deposit, (if any), is payable before your request is processed; and

requested record/portion of the record will only be released once proof of full payment

is received.

Please use the reference number hereunder in all future correspondence.

Reference number:

________________________________________

TO:

_____________________

Your request dated , refers.

1. 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 with you. If you then

require any form of reproduction of the information, you will be liable for the

fees prescribed in Annexure A.

2. 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 and soundtracks)

Copy of information on compact disc drive (including virtual images and

soundtracks)

Copy of record saved on cloud storage server

Page 18 of 213. To be submitted:

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 the language in which the record is available)

Kindly note that your request has been:

Approved

Denied, for the following reason:

Page 19 of 214. Fees payable with regard to your request:

ITEM DESCRIPTION AMOUNT NUMBER OF

TOTAL

PAGES/ITEMS

1. The request fee payable by

every requester

R 140.00

2. Photocopy/printed black &

white copy of A4-size page

R 2.00 per page

or part thereof

3. Printed copy of A4-size page R 2.00 per page

or part thereof

4. For a copy of computer-

readable form on:

(i) Flash drive (to be provided

by the requestor)

(ii) Compact Disk:

R 40.00

a. If provided by requester

b. If provided to the

R 40.00

R 60.00

requester

5. For a transcription of visual

Service to be

images per A4-size page

outsourced. Will

6. For a copy of visual images

depend on

quotation from

service provider.

7. Transcription of an audio

R 24.00

record, per A4-size page

8. For a copy of audio recording

on:

(i) Flash drive (to be provided

by the requestor)

(ii) Compact Disk:

a. If provided by requester

R 40.00

R 60.00

b. If provided to the

requester

9. To search for and prepare the

R 145.00

record for disclosure, for each

hour or part of an hour,

excluding the first hour,

reasonably required for such

search and preparation.

Not to exceed a total cost of

R 435.00

10. Deposit: If search exceeds 6

hours

One third of the

amount per

request

calculated in

terms of items 2

to 8.

11. Postage, email or any other

electronic transfer

Actual expense, if

any.

TOTAL:

Page 20 of 215. Deposit payable (if search exceeds six hours):

Yes No

Hours of search Amount of deposit (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 No.:

__________________________________

Submit proof of payment to: __________________________________

Signed at this day of 20

__________________

Information Officer

Page 21 of 21