Promotion of Access to Information Act Manual

This Manual is published in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”).

PAIA gives effect to the constitutional right of access to information contained in Section 32 of the Constitution of the Republic of South Africa, 1996.

This Manual also addresses the relevant requirements of the Protection of Personal Information Act (POPIA) insofar as it relates to the protection and processing of personal information.

Eastgate Logistics Express (Pty) Ltd (“EG-EXPRESS”)

Registration Number: 2015/135158/07

Physical & postal address

Telephone: +27 (0) 83 229 8037

General email: prem@eg-express.co.za

In terms of POPIA and PAIA, the Chief Executive Officer is the default Information Officer of the organisation.

Prem Naidoo — Chief Executive Officer

Email: prem@eg-express.co.za

Telephone: +27 83 229 8037

Requests for access to information and all POPIA-related enquiries must be directed to the Information Officer.

A guide on how to use PAIA is available from the Information Regulator (South Africa). The guide contains information on:

• the purpose of PAIA;
• how to access records;
• how to lodge requests;
• applicable fees;
• remedies available where requests are refused.

Contact details of the Information Regulator

Website: inforegulator.org.za

Email: PAIAComplaints@inforegulator.org.za

Telephone: 010 023 5200

Records are held in accordance with, but not limited to, the following legislation:

• Companies Act 71 of 2008
• Promotion of Access to Information Act 2 of 2000
• Protection of Personal Information Act 4 of 2013
• Electronic Communications and Transactions Act 25 of 2002
• Income Tax Act 58 of 1962
• Nonprofit Organisations Act 71 of 1997
• Labour Relations Act 66 of 1995
• Basic Conditions of Employment Act 75 of 1997

6.1 Records automatically available without formal request

The following records may be accessed without submitting a formal PAIA request, subject to operational requirements:

• Public website content
• Published policies
• Public media statements
• Public reports
• Marketing and promotional material

6.2 Records available upon formal request

Company and governance records:

• Memorandum of Incorporation
• Registration certificates
• Director registers
• Minutes and resolutions

Financial records:

• Financial statements
• Accounting records
• Banking records
• Tax records
• Invoices and payment records

Operational records:

• Contracts and agreements
• Supplier records
• Service provider agreements
• Project documentation

Human resources records:

• Employment contracts
• Personnel records
• Leave records
• Payroll information

Information technology records:

• Software agreements
• System implementation records
• Security and disaster recovery plans

Intellectual property records:

• Licences
• Trademark or branding records

EG-EXPRESS processes personal information in accordance with POPIA.

Categories of personal information processed

• Names and surnames
• Contact details
• Identity / passport numbers
• Employment details
• Financial information
• Electronic communication records

Purpose of processing

Personal information may be processed for:

• service delivery;
• administration;
• legal compliance;
• communication;
• recruitment;
• contractual obligations.

Data subject rights

Data subjects have the right to:

• request access to personal information;
• request correction or deletion;
• object to processing;
• lodge complaints with the Information Regulator.

A requester seeking access to records must complete the prescribed PAIA request form. The applicable form for private bodies is Form 2: Request for Access to Record. The form must be submitted to the Information Officer using the contact details in this Manual.

8.1 Required information

The requester must provide:

• sufficient details to identify the requested record;
• proof of identity;
• contact details;
• the form of access required;
• the right sought to be exercised or protected;
• reasons why the requested information is required.

8.2 Fees

Applicable request and access fees may apply in accordance with the PAIA Regulations. A requester will be notified if any fees are payable before processing.

8.3 Response time

EG-EXPRESS will respond within the statutory period prescribed by PAIA, unless an extension is lawfully required.

Access to records may be refused on lawful grounds, including:

• protection of personal privacy;
• protection of commercial information;
• confidential third-party information;
• legally privileged information;
• protection of safety and security;
• protection of research information.

If a request is refused, the requester may:

• lodge a complaint with the Information Regulator;
• apply to a competent court for appropriate relief.

This Manual is available:

• on the EG-EXPRESS website;
• at the offices of EG-EXPRESS;
• upon request from the Information Officer.

The following prescribed forms should accompany this Manual:

• Form 2 — Request for Access to Record
• PAIA Fee Structure (where applicable)

The latest prescribed forms are available from the Information Regulator at inforegulator.org.za/paia-forms.