{"id":2047,"date":"2014-10-20T12:17:43","date_gmt":"2014-10-20T10:17:43","guid":{"rendered":"https:\/\/www.remgro.com\/paia-2\/"},"modified":"2024-06-25T15:56:52","modified_gmt":"2024-06-25T13:56:52","slug":"paia","status":"publish","type":"page","link":"https:\/\/www.remgro.com\/af\/paia\/","title":{"rendered":"PAIA"},"content":{"rendered":"

(This Manual pertains to Remgro Limited and the group companies listed in Annexure A hereto hereinafter collectively referred to as \u201cRemgro<\/strong>\u201d)<\/span><\/p>\n

THE PROMOTION OF ACCESS TO INFORMATION MANUAL (\u201cMANUAL\u201d)<\/h2>\n\n\n\n\n\n\n\n\n\n
\n

1.<\/h2>\n<\/td>\n

\n

PREAMBLE<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\n\n

The Promotion of Access to Information Act<\/em>, 2000 (“PAIA<\/strong>“) came into operation on 9 March 2001. PAIA seeks, among other things, to give effect to the Constitutional right of access to any information held by the State or by any other person where such information is required for the exercise or protection of any right and gives natural and juristic persons the right of access to records held by either a private or public body, subject to certain limitations, in order to enable them to exercise or protect their rights. Where a request is made in terms of PAIA to a private body, that private body must disclose the information if the requester is able to show that the record is required for the exercise or protection of any rights, and provided that no grounds of refusal contained in PAIA are applicable. PAIA sets out the requisite procedural issues attached to information requests.<\/p>\n

Section 51 of PAIA obliges private bodies to compile a manual to enable a person to obtain access to information held by such private body and stipulates the minimum requirements that the manual has to comply with.<\/p>\n

This Manual constitutes Remgro\u2019s PAIA manual. This Manual is compiled in accordance with section 51 of PAIA as amended by the Protection of Personal Information Act, 2013 (“POPIA<\/strong>“), which gives effect to everyone\u2019s Constitutional right to privacy. POPIA promotes the protection of personal information processed by public and private bodies, including certain conditions so as to establish minimum requirements for the processing of personal information. POPIA amends certain provisions of PAIA, balancing the need for access to information against the need to ensure the protection of personal information by providing for the establishment of an Information Regulator to exercise certain powers and perform certain duties and functions in terms of POPIA and PAIA, providing for the issuing of codes of conduct and providing for the rights of persons regarding unsolicited electronic communications and automated decision making in order to regulate the flow of personal information and to provide for matters concerned therewith.<\/p>\n

This PAIA manual also includes information on the submission of objections to the processing of personal information and requests to delete or destroy personal information or records thereof in terms of POPIA.<\/p>\n<\/td>\n<\/tr>\n

\n

2.<\/h2>\n<\/td>\n

\n

ABOUT REMGRO<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\n\n

Originally established in the 1940s by the late Dr Anton Rupert, Remgro\u2019s investment portfolio has evolved substantially and currently includes more than 30 investee companies. The Company is listed on the Johannesburg Securities Exchange (JSE), operated by the JSE Limited in South Africa under the \u201cIndustrial \u2013 Diversified Industrial\u201d sector (as at 19 September 2019), with the share code \u201cREM\u201d. <\/p>\n<\/td>\n<\/tr>\n

\n

3.<\/h2>\n<\/td>\n

\n

CONTACT DETAILS<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\n\n

All requests for access to records in terms of PAIA and\/or POPIA must be in writing and must be addressed to the contact details below:<\/p>\n<\/td>\n<\/tr>\n

 <\/td>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Name of Body:<\/td>\nRemgro Limited (and the companies listed in Annexure A hereto) (\u201cRemgro<\/strong>\u201d)<\/td>\n<\/tr>\n
Information Officer:<\/td>\nMr L Joubert<\/td>\n<\/tr>\n
Deputy Information Officer:<\/td>\nMrs A Geldenhuys<\/td>\n<\/tr>\n
Email address of Information Officer and Deputy Information Officer:<\/td>\nprivacy@remgro.com<\/a><\/td>\n<\/tr>\n
Postal address:<\/td>\nPO Box 456
\nCape Town
\n8000\n<\/td>\n<\/tr>\n
Street address:<\/td>\nMillennia Park
\n16 Stellentia Avenue
\nStellenbosch
\n7600\n<\/td>\n<\/tr>\n
Phone number:<\/td>\n+27 21 888 3000<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n
\n

4.<\/h2>\n<\/td>\n

\n

INFORMATION REGULATORS GUIDE<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\n\n<\/p>\n

An official PAIA Guide has been compiled which contains information to assist a person wishing to exercise a right of access to information in terms of PAIA and POPIA. Copies of the PAIA Guides are available, in three official languages (English, Afrikaans and Xhosa), for public inspection at our registered head office during normal business hours (08h30 \u2013 16h30). The PAIA Guide is also available on the Regulator\u2019s website https:\/\/inforegulator.org.za\/paia-guidelines\/<\/a>, in all eleven (11) official languages and copies thereof, including braille, are available at the Office of the Information Regulator, for inspection, during normal office hours. The Information Regulator can be reached at:<\/p>\n

\n\tThe Information Regulator<\/strong>
\n\tP.O Box 31533
\n\tBraamfontein
\n\tJohannesburg
\n\t2017<\/p>\n

\n\tE-mail address: enquiries@inforegulator.org.za<\/a>
\n\tTelephone number: +27 (0) 10 023 5200<\/p>\n

Information Officer<\/strong>
\n\tName: Mr. Mosalanyane Mosala
\n\tTelephone number: +27 (0) 10 023 5251
\n\tEmail: MMosala@inforegulator.org.za<\/a><\/p>\n

Deputy Information Officer<\/strong>
\n\tName: Mr. Jaco Jansen
\n\tTelephone number: +27 (0) 10 023 5237
\n\tEmail: JJJansen@inforegulator.org.za<\/a><\/p>\n<\/td>\n<\/tr>\n

\n

5.<\/h2>\n<\/td>\n

\n

OBJECTIVES OF THIS MANUAL<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\nThe objectives of this Manual are:<\/td>\n<\/tr>\n
 <\/td>\n\n
    \n
  • to provide a list of all records held by Remgro;<\/li>\n
  • to set out the requirements with regard to who may request information in terms of PAIA as well as the grounds on which a request may be denied;<\/li>\n
  • to define the manner and form in which a request for information must be submitted;<\/li>\n
  • to check the categories of records held by Remgro which are available without having to submit a formal PAIA request; and<\/li>\n
  • to comply with the additional requirements imposed by POPIA.<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
\n

6.<\/h2>\n<\/td>\n

\n

ENTRY POINT FOR REQUESTS<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\n\n

PAIA provides that a person may only make a request for information, if the information is required for the exercise or protection of a legitimate right.<\/p>\n

Information will therefore not be furnished unless a person provides sufficient particulars to enable Remgro to identify the right that the requester is seeking to protect as well as an explanation as to why the requested information is required for the exercise or protection of that right. The exercise of an individual\u2019s rights is subject to justifiable limitations, including the reasonable protection of privacy, commercial confidentiality and effective, efficient and good governance. PAIA and the request procedure contained in this Manual may not be used for access to a record for criminal or civil proceedings, nor should information be requested after the commencement of such proceedings.<\/p>\n

The Information Officer has been delegated with the task of receiving and co-ordinating all requests for access to records in terms of PAIA, in order to ensure proper compliance with PAIA and POPIA.<\/p>\n

The Information Officer will facilitate the liaison with the internal legal team on all of these requests.<\/p>\n

All requests in terms of PAIA and this Manual must be addressed to the Information Officer using the details in paragraph 3 above.<\/p>\n<\/td>\n<\/tr>\n

\n

7.<\/h2>\n<\/td>\n

\n

CATEGORIES OF RECORDS AVAILABLE WITHOUT HAVING TO REQUEST ACCESS<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\nThe following information is obtainable via the Remgro website about Remgro is automatically available and need not be formally requested in terms of this Manual.
\nThe following categories of records are automatically available via the Remgro website or by sending an email to privacy@remgro.com or by visiting our offices:\n<\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Category of records<\/strong><\/td>\nTypes of record<\/strong><\/td>\nAvailable on website<\/strong><\/td>\nAvailable upon request<\/strong><\/td>\n<\/tr>\n
Corporate Financial<\/td>\nSENS Announcements<\/td>\n✓<\/td>\n✓<\/td>\n<\/tr>\n
Company Press Releases<\/td>\n✓<\/td>\n✓<\/td>\n<\/tr>\n
Interim Financial Statements<\/td>\n✓<\/td>\n✓<\/td>\n<\/tr>\n
Annual Financial Statements<\/td>\n✓<\/td>\n✓<\/td>\n<\/tr>\n
Legislative<\/td>\nBasic Conditions of Employment Act<\/td>\n <\/td>\n✓<\/td>\n<\/tr>\n
Employment Equity Act<\/td>\n <\/td>\n✓<\/td>\n<\/tr>\n
Financial Advisory and Intermediary Service Act<\/td>\n <\/td>\n✓<\/td>\n<\/tr>\n
Occupational Health & Safety Act<\/td>\n <\/td>\n✓<\/td>\n<\/tr>\n
Media Releases<\/td>\nVarious Remgro Media Articles<\/td>\n✓<\/td>\n✓<\/td>\n<\/tr>\n
Certificates<\/td>\nFinancial Services Provider Registration Certificate (FSB)<\/td>\n <\/td>\n✓<\/td>\n<\/tr>\n
Occupancy Certificate<\/td>\n <\/td>\n✓<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n
\n

8.<\/h2>\n<\/td>\n

\n

INFORMATION AVAILABLE IN TERMS OF POPIA<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\nIn terms of POPIA, personal information must be processed for a specified purpose. The purpose for which data is processed by Remgro will depend on the nature of the data and the particular data subject. This purpose is ordinarily disclosed, explicitly or implicitly, at the time the data is collected. Please also refer to the Remgro Privacy Policy<\/a><\/strong> for further information.<\/td>\n<\/tr>\n
 <\/td>\n8.1.<\/td>\nCategories of data subjects and personal information collected by Remgro <\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Categories of data subjects<\/strong><\/td>\nCategories of Personal Information collected<\/strong><\/td>\n<\/tr>\n
Shareholders<\/td>\nShareholder personal information<\/td>\n<\/tr>\n
Clients (including potential and previous clients)<\/td>\npersonal\/special personal information<\/td>\n<\/tr>\n
contact information <\/td>\n<\/tr>\n
bank details, e.g. account number, etc.<\/td>\n<\/tr>\n
biometric information<\/td>\n<\/tr>\n
surveillance information (e.g. CCTV footage)<\/td>\n<\/tr>\n
client contracts<\/td>\n<\/tr>\n
location information<\/td>\n<\/tr>\n
data collected through cookies and tracking technologies<\/td>\n<\/tr>\n
data collected through surveys<\/td>\n<\/tr>\n
third-party information, such as from credit bureaux and the Companies and Intellectual Property Commission (CIPC).<\/td>\n<\/tr>\n
Suppliers, service providers, or contractors<\/td>\nSupplier or supplier representative personal information<\/td>\n<\/tr>\n
Supplier contracts<\/td>\n<\/tr>\n
Supplier bank details<\/td>\n<\/tr>\n
Biometric information of supplier representatives<\/td>\n<\/tr>\n
Surveillance information of supplier representatives (e.g. CCTV footage)<\/td>\n<\/tr>\n
third-party information, such as from credit bureau and the Companies and Intellectual Property Commission (CIPC).<\/td>\n<\/tr>\n
Employees (prospective, previous and existing employees)<\/td>\nEmployee personal information <\/td>\n<\/tr>\n
Employee education and psychometrics records<\/td>\n<\/tr>\n
Employee medical information<\/td>\n<\/tr>\n
Employee disability information<\/td>\n<\/tr>\n
Employee biometric information<\/td>\n<\/tr>\n
Employee pension and provident fund information<\/td>\n<\/tr>\n
Employee bank details<\/td>\n<\/tr>\n
Employee tax and financial information<\/td>\n<\/tr>\n
Employee contracts<\/td>\n<\/tr>\n
Employee beneficiary information<\/td>\n<\/tr>\n
Employee performance records<\/td>\n<\/tr>\n
Payroll records<\/td>\n<\/tr>\n
Electronic access records<\/td>\n<\/tr>\n
Physical access records<\/td>\n<\/tr>\n
Surveillance records<\/td>\n<\/tr>\n
Health and safety records<\/td>\n<\/tr>\n
Training records<\/td>\n<\/tr>\n
Background checks<\/td>\n<\/tr>\n
Criminal checks<\/td>\n<\/tr>\n
Employment history<\/td>\n<\/tr>\n
Employee vehicle registration<\/td>\n<\/tr>\n
Job applicants<\/td>\nCurriculum vitae and application forms<\/td>\n<\/tr>\n
Criminal checks<\/td>\n<\/tr>\n
Background checks<\/td>\n<\/tr>\n
Family members of Employees <\/td>\nPersonal information<\/td>\n<\/tr>\n
Medical and disability information<\/td>\n<\/tr>\n
Personal information acquired for processing travel documents<\/td>\n<\/tr>\n
Children of Employees<\/td>\nChild\u2019s personal information processed e.g. birth certificate, etc.<\/td>\n<\/tr>\n
Child\u2019s medical information and disability information<\/td>\n<\/tr>\n
Child\u2019s information acquired for processing travel documents<\/td>\n<\/tr>\n
Visitors<\/td>\nPhysical access records<\/td>\n<\/tr>\n
Electronic access records, scans and photographs<\/td>\n<\/tr>\n
Surveillance records (e.g CCTV footage)<\/td>\n<\/tr>\n
Biometric information<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n
 <\/td>\n8.2.<\/td>\n\tThe purpose of processing personal information<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nDepending on the category of personal information which is collected, the purposes for processing may include: <\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
8.2.1.<\/td>\n\tto provide you with a service which you have requested from Remgro; <\/td>\n<\/tr>\n
8.2.2.<\/td>\n\tcommunication with data subjects; <\/td>\n<\/tr>\n
8.2.3.<\/td>\n\tto improve our services;<\/td>\n<\/tr>\n
8.2.4.<\/td>\n\tconducting research and compiling research reports;<\/td>\n<\/tr>\n
8.2.5.<\/td>\n\tprovision of support services to data subjects; <\/td>\n<\/tr>\n
8.2.6.<\/td>\n\tpreparing aggregated and anonymised reports; <\/td>\n<\/tr>\n
8.2.7.<\/td>\n\tto manage accounts, receive services and process payments; <\/td>\n<\/tr>\n
8.2.8.<\/td>\n\tto assess the suitability of job applicants for employment; <\/td>\n<\/tr>\n
8.2.9. <\/td>\n\tmeeting legal obligations in respect of employment equity and to comply with other applicable laws.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n
 <\/td>\n8.3.<\/td>\n\tThe recipients or categories of recipients to whom the personal information may be supplied<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nDepending on the nature of the personal information, Remgro may supply information or records to the following categories of recipients:<\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\n
    \n
  • companies in the Remgro group;<\/li>\n
  • business partners;<\/li>\n
  • statutory oversight bodies, regulators or judicial commissions of enquiry making a request for data;<\/li>\n
  • any court, administrative or judicial forum, arbitration making a request for data or discovery in terms of the applicable rules (i.e. South African Revenue Services, or another similar authority) and anyone making a successful application for access in terms of PAIA; and<\/li>\n
  • any person who conducts business with the Remgro, in the ordinary course of business;<\/li>\n
  • companies that provide services to Remgro or act on its behalf may have access to information about data subjects; and<\/li>\n
  • third parties where the data subject provides consent.<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
 <\/td>\n8.4.<\/td>\n\tPlanned transborder flows of personal information<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\n\n\n\n\n\n\n\n\n\n
8.4.1.<\/td>\n\tRemgro has not planned transborder flows of personal information. However, should it become necessary to transfer personal information to another country for any lawful purpose, Remgro will ensure that the information is subject to a law, binding corporate rules or binding agreement which provides an adequate level of protection, and the third party agrees to treat that personal information with the same level of protection as the Regulator is obliged under the Protection of Personal Information Act.<\/td>\n<\/tr>\n
8.4.2.<\/td>\n\tAny transfers of personal information cross border shall be with the data subject\u2019s consent, however, should it not be reasonably practicable to obtain data subject\u2019s consent, Remgro shall transfer the personal information if (a) it will be for the data subject\u2019s benefit; and (b) the data subject would have given consent should it have been reasonably practicable to obtain such consent.\u202f <\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n
 <\/td>\n8.5.<\/td>\nA general description of information security measures to be implemented by Remgro<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nRemgro takes appropriate technical and organisational measures designed to ensure that personal information remains confidential and secure against unauthorised or unlawful processing and against accidental loss, destruction or damage.<\/td>\n<\/tr>\n
\n

9.<\/h2>\n<\/td>\n

\n

\tCATEGORIES OF RECORDS AVAILABLE IN TERMS OF OTHER LEGISLATION<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\nRecords are kept in accordance with legislation applicable to Remgro, which includes but is not limited to, the following:<\/td>\n<\/tr>\n

<\/p>\n

 <\/td>\n <\/td>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Legislation<\/strong><\/td>\nRecords<\/strong><\/td>\n<\/tr>\n
\n Basic Conditions of Employment Act 75 of 1997<\/strong>\n <\/td>\n\n Employee details
\n Dismissals for dishonesty-related behaviour
\n Information on disability, trade union membership, race, and religion
\n Employee next-of-kin or emergency contact details
\n Conflict-of-interest declarations
\n Education information
\n Health and safety records
\n Pension and provident fund records
\n Leave records
\n Internal evaluations and performance records
\n Disciplinary records
\n Training records
\n Background checks\n <\/td>\n<\/tr>\n
\n Broad-Based Black Economic Empowerment Act 53 of 2003<\/strong\n >\n <\/td>\n\n Skills development section on the Financial Services Council report
\n BBBEE status
\n BBBEE status of suppliers
\n Supplier employee information
\n Contractor and supplier agreements
\n List of suppliers, products, services, and distributors\n <\/td>\n<\/tr>\n
Companies Act 71 of 2008<\/strong><\/td>\n\n Company registration records
\n Corporate governance documents
\n Engagement letters
\n Meeting minutes
\n Correspondence or enquiries from client\n <\/td>\n<\/tr>\n
\n Compensation for Occupational Injuries and Diseases Act 130 of
\n 1993<\/strong\n >\n <\/td>\n		\n Records of employees’ earnings and particulars\n <\/td>\n<\/tr>\n
\n Electronic Communications and Transactions Act 25 of 2002<\/strong\n >\n <\/td>\n\n Electronic transaction records
\n Records of electronic communications with clients or partners\n <\/td>\n<\/tr>\n
Employment Equity Act 55 of 1998<\/strong><\/td>\n\n Employment equity plans and records
\n Records of employment equity assessments and targets
\n Recruitment and promotion records\n <\/td>\n<\/tr>\n
Financial Intelligence Centre Act 38 of 2001<\/strong><\/td>\n\n Identification and verification records
\n Client due diligence records
\n Risk Management and Compliance Program
\n Training records
\n Records of financial transactions conducted on behalf of clients, including details of the transaction, parties involved, and purpose of the transaction.
\n Suspicious Transaction Reports (STRs)
\n Cash Threshold Reports (CTRs)
\n Risk assessments
\n Compliance procedures\n <\/td>\n<\/tr>\n
Income Tax Act 58 of 1962<\/strong><\/td>\n\n Tax returns and filings
\n Records of income, expenses, and deductions
\n Tax compliance certificates and correspondence\n <\/td>\n<\/tr>\n
\n Occupational Health and Safety (OHS) Act 85 of 1993<\/strong>\n <\/td>\n\n OHS agreements and appointment letters
\n Incident reports
\n Personal information for workmen’s compensation
\n Personal information of visitors
\n CCTV footage\n <\/td>\n<\/tr>\n
\n Prevention and Combating of Corrupt Activities Act 12 of
\n 2004<\/strong\n >\n <\/td>\n		\n Anti-Bribery and Corruption Policy
\n Whistleblowing Policy
\n Gifts and Benefits Policy
\n Reports on corrupt and fraudulent activities
\n Code of Conduct
\n Training reports on Code of Conduct
\n Tender awards\n <\/td>\n<\/tr>\n
\n Promotion of Access to Information Act 2 of 2000<\/strong>\n <\/td>\n\n PAIA Manual
\n PAIA guides and forms
\n Voluntarily available information\n <\/td>\n<\/tr>\n
\n Protection of Personal Information Act 4 of 2013<\/strong>\n <\/td>\n\n Document Retention Policy
\n Data Privacy Policy
\n Protection of Personal Information
\n Policy for Employees
\n Data Subject Access Request Policy
\n Data Processing Agreements\n <\/td>\n<\/tr>\n
Skills Development Act 97 of 1998<\/strong><\/td>\n\n Learning history reports
\n Skills development levies
\n Certificates of completion\n <\/td>\n<\/tr>\n
\n Unemployment Insurance Contributions Act 4 of 2002 and
\n Unemployment Insurance Act 30 of 1996<\/strong\n >\n <\/td>\n		\n Tax invoices, credit notes, debit notes
\n Bank statements, deposit slips
\n Employee details and employment contracts
\n Employer registration and contribution records
\n UIF claims records
\n Audit and inspection records\n <\/td>\n<\/tr>\n
Value Added Tax Act 89 of 1991<\/strong><\/td>\n\n VAT registration documents
\n Tax invoices and credit notes
\n VAT returns and filings
\n VAT payment records
\n VAT exemption certificates
\n Input VAT documentation
\n Records for cross-border transactions
\n VAT compliance records\n <\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n
\n

10.<\/h2>\n<\/td>\n

\n

\tCATEGORIES OF RECORDS AVAILABLE UPON REQUEST<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\nRemgro maintains records on the categories and subject matters listed below. Please note that recording a category or subject matter in this Manual does not imply that a request for access to such records would be honoured. All requests for access will be evaluated on a case by case basis in accordance with the provisions of PAIA.<\/strong><\/p>\n

Please note further that many of the records held by Remgro are those of third parties, such as clients and employees, and Remgro takes the protection of third party confidential information very seriously. In particular, where Remgro acts as professional advisors to clients, many of the records held are confidential and others are the property of the client and not of Remgro. For further information on the grounds of refusal of access to a record please see paragraph 11.5 below. Requests for access to these records will be considered very carefully. Please ensure that requests for such records are carefully motivated.<\/p>\n<\/td>\n<\/tr>\n

 <\/td>\n <\/td>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Category of records<\/strong><\/td>\nRecords<\/strong><\/td>\n<\/tr>\n
Internal records<\/strong><\/p>\n

The records listed pertain to Remgro\u2019s own affairs<\/p>\n<\/td>\n

\n\t\t\t\t Memoranda and Articles of Association
\n\t\t\t\t Financial records
\n\t\t\t\t Operational records
\n\t\t\t\t Intellectual property
\n\t\t\t\t Marketing records;
\n\t\t\t\t Internal correspondence;
\n\t\t\t\t Service records;
\n\t\t\t\t Statutory records;
\n\t\t\t\t Internal policies and procedures;
\n\t\t\t\t Minutes of meetings;<\/p>\n<\/td>\n<\/tr>\n
Personnel records<\/strong><\/p>\n

For the purposes of this section, \u201cpersonnel\u201d means any person who works for or provides services to or on behalf of Remgro and receives or is entitled to receive any remuneration and any other person who assists in carrying out or conducting the business of Remgro. This includes partners, directors, all permanent, temporary and part-time staff as well as consultants and contract workers.<\/p>\n<\/td>\n

\n\t\t\t\tAny personal records provided to us by our personnel;
\n\t\t\t\tAny records a third party has provided to us about any of their personnel;
\n\t\t\t\tConditions of employment and other personnel-related contractual and quasi legal records;
\n\t\t\t\tEmployment policies and procedures;
\n\t\t\t\tInternal evaluation and disciplinary records; and
\n\t\t\t\tOther internal records and correspondence.<\/p>\n<\/td>\n<\/tr>\n
Client-related records<\/strong><\/td>\nContracts with the client and between the client and other persons;<\/td>\n<\/tr>\n
Other third party records<\/strong><\/p>\n

Records are kept in respect of other parties, including without limitation joint ventures and consortia to which Remgro is a party, contractors and sub-contractors, suppliers, service providers, and providers of information regarding general market conditions. In addition, such other parties may possess records which can be said to belong to Remgro.<\/p>\n<\/td>\n

\n\t\t\t\tPersonnel, client, or Remgro records which are held by another party as opposed to being held by Remgro; and
\n\t\t\t\tRecords held by Remgro pertaining to other parties, including financial records, correspondence, contractual records, records provided by the other party, and records third parties have provided about the contractors or suppliers.\n\t\t\t<\/td>\n<\/tr>\n
Other records<\/strong><\/td>\n\n\t\t\t\tInformation relating to Remgro; and
\n\t\t\t\tResearch information belonging to Remgro or carried out on behalf of a third party.\n <\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/td>\n<\/tr>\n
\n

11.<\/h2>\n<\/td>\n

\n

\tREQUEST PROCEDURE<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\n11.1.<\/td>\n\tCompletion of the prescribed form<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\nAny request for access to a record in terms of PAIA must correspond with the PAIA Form 2: Request for Access to Record and should be specific in terms of the record requested. (See PAIA Form 2<\/a> hereto.) A request for access to information which does not comply with the formalities as prescribed by PAIA will be returned to you.<\/p>\n

POPIA provides that a data subject may, upon proof of identity, request the Remgro to confirm, free of charge, all the information it holds about the data subject and may request access to such information, including information about the identity of third parties who have or have had access to such information. <\/p>\n

POPIA also provides that where the data subject is required to pay a fee for services provided to him\/her, Remgro must provide the data subject with a written estimate of the payable amount before providing the service and may require that the data subject pays a deposit for all or part of the fee.<\/p>\n

Grounds for refusal of the data subject\u2019s request are set out in PAIA and are discussed below.<\/p>\n

POPIA provides that a data subject may object, at any time, to the processing of personal information by Remgro, on reasonable grounds relating to his\/her particular situation, unless legislation provides for such processing. The data subject must complete the prescribed form attached hereto as POPIA Form 1: Objection to the Processing of Personal Information<\/a> and submit it to the Information Officer at the postal or physical address or electronic mail address set out above.<\/p>\n

A data subject may also request Remgro to correct or delete personal information about the data subject in its possession or under its control that is inaccurate, irrelevant, excessive, out of date, incomplete, misleading or obtained unlawfully; or destroy or delete a record of personal information about the data subject that Remgro is no longer authorised to retain records in terms of POPIA’s retention and restriction of records provisions.<\/p>\n

A data subject that wishes to request a correction or deletion of personal information or the destruction or deletion of a record of personal information must submit a request to the Information Officer at the postal or physical address or electronic mail address set out above on the form attached hereto as POPIA Form 2: Request for Correction or Deletion of Personal Information.<\/a><\/p>\n<\/td>\n<\/tr>\n

 <\/td>\n11.2.<\/td>\n\tProof of identity<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nProof of identity is required to authenticate your identity and the request. You will, in addition to this prescribed POPIA Form 2<\/a>, be required to submit acceptable proof of identity such as a certified copy of your identity document or other legal forms of identity.<\/td>\n<\/tr>\n
 <\/td>\n11.3.<\/td>\n\tPayment of the prescribed fees<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nThere are two categories of fees which are payable:<\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\n
 <\/td>\n <\/td>\nSection 54 of PAIA entitles Remgro to levy a charge or to request a fee to enable it to recover the cost of processing a request and providing access to records. The fees that may be charged are set out in the PAIA Regulations.<\/p>\n

Where a decision to grant a request has been taken, the record will not be disclosed until the necessary fees have been paid in full.<\/p>\n<\/td>\n<\/tr>\n

 <\/td>\n11.4.<\/td>\n\tTimelines for consideration of a request for access<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nRequests will be processed within 30 (thirty) days, unless the request contains considerations that are of such a nature that an extension of the time limit is needed.<\/p>\n

The Information Officer will inform the requester of the decision, and the fees payable (if applicable) on a form that corresponds with PAIA Form 3: Outcome of Request and of Fees Payable<\/a> promulgated under the PAIA Regulations.<\/p>\n

Should an extension be required, you will be notified, together with reasons explaining why the extension is necessary. See PAIA Form 3: Outcome of Request and of Fees Payable<\/a> hereto.<\/p>\n<\/td>\n<\/tr>\n

 <\/td>\n11.5.<\/td>\nGrounds for refusal of access and protection of information<\/strong><\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nThere are various grounds upon which a request for access to a record may be refused. These grounds include:<\/td>\n<\/tr>\n
 <\/td>\n <\/td>\n\n
    \n
  • the protection of personal information of a third person (who is a natural person) from unreasonable disclosure;<\/li>\n
  • the protection of commercial information of a third party (for example: trade secrets; financial, commercial, scientific or technical information that may harm the commercial or financial interests of a third party);<\/li>\n
  • if disclosure would result in the breach of a duty of confidence owed to a third party;<\/li>\n
  • if disclosure would jeopardise the safety of an individual or prejudice or impair certain property rights of a third person;<\/li>\n
  • if the record was produced during legal proceedings, unless that legal privilege has been waived;<\/li>\n
  • if the record contains trade secrets, financial or sensitive information or any information that would put Remgro (at a disadvantage in negotiations or prejudice it in commercial competition); and\/or<\/li>\n
  • if the record contains information about research being carried out or about to be carried out on behalf of a third party or by Remgro.<\/li>\n<\/ul>\n<\/td>\n<\/tr>\n
 <\/td>\n <\/td>\nSection 70 of PAIA contains an overriding provision. Disclosure of a record is compulsory if it would reveal (i) a substantial contravention of, or failure to comply with the law; or (ii) there is an imminent and serious public safety or environmental risk; and (iii) the public interest in the disclosure of the record in question clearly outweighs the harm contemplated by its disclosure.<\/p>\n

If the request for access to information affects a third party, then such third party must first be informed within 21 (twenty-one) days of receipt of the request. The third party would then have a further 21 (twenty-one) days to make representations and\/or submissions regarding the granting of access to the record.<\/p>\n<\/td>\n<\/tr>\n

\n

12.<\/h2>\n<\/td>\n

\n

\tREMEDIES AVAILABLE TO A REQUESTER ON REFUSAL OF ACCESS<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\n12.1<\/strong><\/td>\nInternal remedies<\/strong><\/td>\n<\/tr>\n
 <\/td>\nA requester whose PAIA request for access to information has been refused may lodge an internal appeal by using PAIA Form 4: Internal Appeal Form and submit it<\/a> to Remgro Legal Department via email to privacy@remgro.com<\/a>. An internal appeal must be lodged within 60 days after the request was declined. The Legal Department will investigate the reason for refusal and review the decision made by the Information Officer. The Legal Department has 15 business days within which to investigate the appeal. A response will be provided to the appellant within the 15-business day period.<\/td>\n<\/tr>\n
 <\/td>\n12.2<\/strong><\/td>\nExternal remedies<\/strong><\/td>\n<\/tr>\n
 <\/td>\nA requester that is dissatisfied with the Information Officer\u2019s refusal to disclose information, may within 30 days of notification of the decision, make use of the following mechanism:<\/p>\n
\n

13.<\/h2>\n<\/td>\n

\n

\tAVAILABILITY OF THIS MANUAL<\/h2>\n<\/td>\n<\/tr>\n

 <\/td>\nCopies of this Manual are available for inspection, free of charge, at the offices of Remgro at Millennia Park, 16 Stellentia Avenue, Stellenbosch, 7600.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

 <\/p>\n

Annexure A
\nRemgro Group Companies:<\/strong><\/p>\n

    \n
  1. Remgro Limited<\/li>\n
  2. Remgro Management Service Limited<\/li>\n
  3. Invenfin Proprietary Limited<\/li>\n
  4. Falconair Proprietary Limited<\/li>\n
  5. Historical Homes of South Africa Limited<\/li>\n<\/ol>\n

     <\/p>\n

    Please note that this list is not exhaustive and may be updated from time to time as required.<\/p>\n

     <\/p>\n

    \n
    \nPAIA FORM 1: Request for a Copy of the Guide from an Information Officer [Regulation 3]<\/b>\n<\/div>\n
    \n<\/i><\/a>\n<\/div>\n
    <\/div>\n<\/div>\n
    \n
    \nPAIA FORM 2: Request for Access to Record [Regulation 7]<\/b>\n<\/div>\n
    \n<\/i><\/a>\n<\/div>\n
    <\/div>\n<\/div>\n
    \n
    \nPAIA FORM 3: Outcome of Request and Fees Payable [Regulation 8]<\/b>\n<\/div>\n
    \n<\/i><\/a>\n<\/div>\n
    <\/div>\n<\/div>\n
    \n
    \nPAIA FORM 4: Internal Appeal Form [Regulation 9]<\/b>\n<\/div>\n
    \n<\/i><\/a>\n<\/div>\n
    <\/div>\n<\/div>\n
    \n
    \nPAIA Access Fees<\/b>\n<\/div>\n
    \n<\/i><\/a>\n<\/div>\n
    <\/div>\n<\/div>\n
    \n
    \nPOPIA FORM 1: Objection to the Processing of Personal Information<\/b>\n<\/div>\n
    \n<\/i><\/a>\n<\/div>\n
    <\/div>\n<\/div>\n
    \n
    \nPOPIA FORM 2: Request for Correction or Deletion of Personal Information<\/b>\n<\/div>\n
    \n<\/i><\/a>\n<\/div>\n
    <\/div>\n<\/div>\n

     <\/p>\n","protected":false},"excerpt":{"rendered":"

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