PAIA Manual in terms of the POPIA Act

Industrial Engine Parts (PTY) Ltd
(Registration Number: 2019/629916/07)
Manual in terms of section 51 of the Promotion of
Access to Information Act, 2 of 2000
Date of Compilation: 2021/06/30 Date of Revision: 2021/06/30

PROMOTION OF ACCESS TO INFORMATION ACT, 2 OF 2000 (THE ACT)

Section 51 Manual of Industrial Engine Parts (PTY) Ltd
(Registration number: 2019/629916/07)
1. Contact particulars
2. Introduction
3. Guide in terms of section 10 of The Act
4. Facilitation of a request for access to information
5. Information available in terms of other applicable legislation
6. Information automatically available
7. Information available in terms of the act – On Request
8. General
9. Requesting Procedures
10. Prescribed Fees
11. Protection of Personal Information Processed
12. Availability of the manual

1. Contact Particulars

Head of business: Gustav Spanjer
Information officer: Gustav Spanjer
Deputy Information officer(s): Gustav Spanjer
Postal Address: PO Box 1067, Alberton, 1450
Physical Address: 79 De Beer Street, Alrode South, Alberton, 1448
Telephone Number: 0118685436
E-mail Address: gustav@ieppower.co.za
Website: www.ieppowerproducts.co.za

2. Introduction

Retail of generator and diesel engine parts.

3. Guide in terms of section 10 of The Act

3.1 The ACT grants a requester access to records of a private body, if the record is required for the exercise or protection of any rights. If a public body lodges a request, the public body must be acting in the public interest.
3.2 Requests in terms of the ACT shall be made in accordance with the prescribed procedures, at the rates provided. The forms and tariff are dealt with in section 53 and 54 of the Act.
3.3 Requesters are referred to the Guide in terms of Section 10 which has been compiled by the South African Human Rights Commission, which will contain information for the purposes of exercising Constitutional Rights. The Guide is available from the SAHRC. The contact details of the Commission are:

Postal Address: Private Bag 2700, Houghton, 2041
Telephone Number: (+27)11 877 3600
Fax Number: (+27)11 403 0625
Website: www.sahrc.org.za

4. Facilitation of a request for access to information

Information which is not readily available as indicated in this manual, may be requested in accordance with the procedure prescribed in terms of The Act. Copies of the prescribed forms to be completed for submitting a request, are available from Industrial Engine Parts (PTY) Ltd, www.ieppowerproducts.co.za.

5. Information available in terms of other applicable legislation

Basic Conditions of Employment Act 75 of 1997
Businesses Act, 71 of 1991
Credit Rating Services Act 24 of 2012
Companies Act 71 of 2008
Consumer Protection Act 68 of 2008
Competition Act 89 of 1998
Compensation for Occupational Injuries and Health Diseases Act 130 of 1993
Copyright Act 98 of 1978
Currency and Exchanges Act 9 of 1933
Customs and Excise Act 91 of 1964
Electronic Communications Act 36 of 2005
Electronic Communications and Transactions Act, 25 of 2002
Employment Equity Act 55 of 1998
Employment Services Act 4 of 2014
Employment Tax Incentive Act 26 of 2013
Health Professions Act 56 of 1974
Income Tax Act 58 of 1962
Labour Relations Act 66 of 1995
National Environmental Management Act 107 of 1998
National Credit Act 34 of 2005
National Energy Act 34 of 2008
National Health Act 61 of 2003
National Minimum Wage Act, 9 of 2018
Occupational Health and Safety Act 85 of 1993
Promotion of Access to Information Act 2 of 2000
Protected Disclosures Act 26 of 2000
Protection of Businesses Act 99 of 1978
Protection of Personal Information Act 4 of 2013
Skills Development Levies Act 9 of 1999
Skills Development Act 97 of 1998
Tax Administration Act 28 of 2011
Unemployment Contributions Act 4 of 2002
Unemployment Insurance Act 63 of 2001
Value Added Tax Act 89 of 1991

6. Information automatically available

Newsletters
Pamphlets \ Brochures
Posters
Pricelists
Reports
Marketing and Promotional Material
www.ieppowerproducts.co.za

7. Information available in terms of the act – On Request

Statutory Business Records

Certificate of Change of Name
Certificate of Incorporation
Certificate to Commence Business
Dividend Register
Directors Attendance Register
Index of Members
Memorandum of Incorporation
Minutes of Shareholders Meetings
Minutes of Directors Meetings
Other Minute Books
Proxy Documents
Proxy forms used at Court Convened Meetings
Register of Allotments
Register of Debenture Holders and Mortgages
Register of Directors and Officers
Register of Directors Shareholding
Resolutions
Shareholders Agreements
Members Register
Cooperation Agreements
Founding Statements and Amendments
Minute Books
Resolutions Passed at Meetings

Accounting Records

Annual financial statements and working papers
General ledger
Subsidiary ledgers (receivables, payables, etc.)
Bank statements, cheque books, cheques
Customer and supplier statements and invoices
Deposit slips
Cash books and petty cash books
Fixed asset register
Tax returns and assessments
VAT returns
Lease or instalment sale agreements
Budgets and business plans
Insurance records
Investment records
Internal auditors’ reports
Inventory records
Systems documentation
Management reviews
Capital expenditure
Credit agreements

Distribution and Transportation

Permits and licenses

Fixed Property

Mortgage bonds or other encumbrances
Title deeds

Information Technology

Agreements
Audits
Capacity and utilisation of current systems
Client database
Development or investment plans
Disaster recovery
Hardware
Internet
Intranet
Licenses
Systems support, programming and development
LAN Installations
Operating systems
Software packages
Telephone exchange equipment
Telephone lines, leased lines and data lines

Insurance

Claim records
Details of coverage, limits and insurers
Insurance policies

Intellectual Property

Agreements relating to intellectual property
Copyrights
Litigation and other disputes involving intellectual property
Patents, patent applications and inventions
Designs, trademarks, trade names and protected names Legal, Agreements and Contracts
Acquisition or disposal documentation
Agreements with contractors, suppliers and clients
Agreements with customers
Agreements with governmental agencies
Agreements with shareholders, officers or directors
Complaints, pleadings, briefs and other documents pertaining to actual, pending or threatened litigation, arbitration or investigation
Distributor, dealer or agency agreements
Joint venture agreements, partnership agreements, participation, franchise, co-marketing, co-promotion or other alliance agreements
Material agreements relating to provision of services or materials
Material licenses, permits and authorisations
Contracts, including lease agreements and finance agreements
Restraint agreements
Sale agreements
Settlement agreements
Warranty agreements

Personnel Records

Attendance register
Employee evaluation and performance records
Employee information records
Employment applications
Employment contracts
Health and safety records
IRP 5 and IT 3 certificates
Organisational design
Payroll
Personnel File
Policies and procedures
Recruitment and appointments
Salary and wage registers
Salary slips and wage cards
Time records
Training and development
UIF, PAYE and SDL returns
Workmen’s Compensation Documents

Sales and Marketing

Brochures, newsletters and marketing material
Customers
Domestic and export orders
Media releases
Products
Public relations policies and procedures
Sales
Service and product information

8. General

N/A

9. Requesting Procedures

A person who wants access to the records must complete the necessary request forms that is available at the offices of Industrial Engine Parts (PTY) Ltd, or can be accessed on www.justice.gov.za/inforeg. The completed request form must be sent to the address or fax number provided in this manual and marked for the attention of the Information Officer.
Please provide sufficient details to enable the company to identify:

The record(s) requested
The requester (and if an agent is lodging the request, proof of capacity)
The form of access required
The postal address or fax number of the requester in the Republic
If the requester wishes to be informed of the decision in any manner (in addition to written) the manner and particulars thereof
The right which the requester is seeking to exercise or protect with an explanation of the reason the record is required to exercise or protect the right.

10. Prescribed Fees

A requestor is required to pay the prescribed fees before a request will be processed;
If the preparation of the record requested requires more than the prescribed hours (six), a deposit shall be paid (of not more than one third of the access fee which would be payable if the request were granted);
A requestor may lodge an application with a court against the tender/payment of the request fee and/or deposit
Records may be withheld until the fees have been paid.
The fee structure is available on the website of the SOUTH AFRICAN HUMAN RIGHTS COMMISSION at www.sahrc.org.za and as an appendix to this manual.

11. Protection of Personal Information Processed

COMPANY is committed to protecting the privacy of personal information of our data subjects. The information you share with us as a data subject allows us to provide you with the best experience with our products and services, or as a stakeholder.

COMPANY has dedicated policies and procedures in place to protect all personal information collected and processed by us. Please read below for more information on how we collect, process, use and disclose personal information.

11.1 The purpose of processing of personal information
We process personal information for various reasons, including but not limited to the following:

To manage information, products and/or services requested by data subjects
To help us identify data subjects when they contact us
Manage customers
To maintain customer records
Recruitment purposes
Employment purposes
Training purposes
General administration
Financial and tax purposes
Legal or contractual purposes
Health and safety purposes
To transact with our suppliers
To improve the quality of our products and services
To help us recover debts
Marketing purposes

11.2 Data subject categories and personal information processed

11.3 Recipients with whom personal information is shared

In processing your personal information, we may share it within the group of companies or with other third parties.
These include but are not limited to:

Statutory authorities
Industry bodies
Contractors, vendors, or suppliers
Payment processors
Email management and distribution tools
Data storage providers
Service providers

11.4 Security measures implemented to protect personal information
We have identified our security risks over the personal information we process in line with the Protection of Personal Information Act, and we have implemented various security measures to ensure reasonable protection against the risk of loss, misuse, unauthorised access and disclosure, alteration and destruction of the personal information.

We also take steps to ensure that operators that process personal information on behalf of company name apply adequate
safeguards as outlined above.

11.5 Trans-border flows of personal information
We may transfer to, and store personal information we collect about you, in countries other than South Africa, if the relevant business transactions or situation requires trans-border processing. These countries may not have the same data protection laws as South Africa, and in this instance, we will only transfer the information if we have consent from you, or it is necessary for the performance or conclusion of a contract between us.

11.6 Personal information received from third parties
When we receive personal information from a third party on behalf of a data subject, we require confirmation that they have written consent from the data subject that they are aware of the contents of this PAIA manual and the Privacy Policy, and do not have any objection to our processing their information in accordance with this policy.
Where information on third parties is provided by a data subject, or a third party provides information on a data subject, that information may be taken into account with other personal information.

11.7 Data Breaches
Where there are reasonable grounds to believe that the personal information of a data subject has been accessed or acquired by any unauthorised person, INDUSTRIAL ENGINE PARTS (PTY) LTD shall notify:
a) the Regulator; and
b) the data subject, unless the identity of such data subject cannot be established.

The notification will be made as soon as reasonably possible after the discovery of the compromise, taking into account the legitimate needs of law enforcement or any measures reasonably necessary to determine the scope of the compromise and to restore the integrity of the responsible party’s information system.

12. Availability of the manual

Copies of the manual are available for inspection, free of charge, at the offices of Industrial Engine Parts (PTY) Ltd, from the South African Human Rights Commission and at: www.ieppowerproducts.co.za.