PAIA Manual

De Villiers & Nagel (Pty) Ltd T/A West Rand Panel Beaters – (WRPB) (REG 1978/001309/07)

PROMOTION OF ACCESS TO INFORMATION ACT 2, 2000

WRPB PAIA MANUAL

1. Introduction

De Villiers & Nagel (Pty) Ltd T/A West Rand Panel Beaters ("WRPB") is a panel beater of motor vehicles, vehicle spares and parts, as well as vehicle accessories.

The Promotion of Access to Information Act 2 of 2000 ("PAIA") requires that a company, such as WRPB, adopt a Promotion of Access to Information Manual ("the PAIA Manual").

The PAIA Manual is required to confirm and describe the type of records and personal information held by WRPB and set out the procedural requirements as to how one might submit a request for access to such records and information in terms of the PAIA. Specifically, the PAIA Manual must explain how to access or object to the personal information held by WRPB, or request the correction of personal information held by WRPB, as envisaged in section 23 and 24 of the Protection of Personal Information Act 4 of 2013 ("POPI Act").

The legislation (PAIA and POPI Act) has been enacted to give credence to the constitutional right of access to relevant and personal information held by private and public bodies, necessary for the protection of any rights.

WRPB is a private body to whom requests for access to information may be made, subject to the relevant legislation. Requests for access to information shall be made in accordance with the procedures set out herein, at the cost applicable and indicated in this PAIA Manual.

Access to WRPB PAIA Manual

This PAIA Manual is available on the WRPB website at https://wrpb.co.za/paia-manuel/. A copy can also be requested from Customer Care by email at customercare@wrpb.co.za.

2. Company Details

De Villiers & Nagel (Pty) Ltd T/A West Rand Panel Beaters (WRPB)

84 Main Reef Road, Technikon, Roodepoort, Gauteng, 1710

PO Box 3338, Florida, 1710

Email: customercare@wrpb.co.za   Tel: +27 11 760 1705

Authorized WRPB representatives

Information Officer

Name: Nikita Nagel   Email: customercare@wrpb.co.za   Tel: +27 11 760 1705

3. Company Records

3.1 Available records held by WRPB, available only on request in terms of s51 of PAIA

Note: the accessibility of records may be subject to grounds of refusal as set out in PAIA and this PAIA Manual. Amongst others, records deemed confidential on the part of a third party will necessitate permission from the third party concerned, in addition to the normal requirements, before WRPB can properly consider such a request.

Personnel Records

Personnel refers to any person who works for, or provides services to, or on behalf of WRPB, and receives or is entitled to receive remuneration, and any other person who assists in carrying out or conducting the business of WRPB. This includes all directors (executive and non-executive), all permanent, temporary and part-time staff, as well as contract workers.

• Personal records provided by WRPB personnel
• Records provided by third parties relating to personnel
• Conditions of employment and other personnel-related contractual and legal records
• Correspondence with personnel
• Training schedules and training material

Customer Records

Customer includes any juristic entity or natural person that receives / uses the products or services of WRPB.

• Records provided by a customer to a third party acting for or on behalf of WRPB
• Records provided by a third party
• Records generated or created by WRPB regarding its customers, including transaction records

Internal WRPB Records

• Financial records and statements
• Operational records
• Databases
• Information technology documents
• Marketing records and research
• Internal WRPB correspondence

Records of Other Parties

• Product records
• Service records
• Internal policies and procedures
• Records held by the officials of WRPB

3.2 Records available

Personnel, customer or WRPB records held by a third party, as opposed to by WRPB, including financial information, financial records, correspondence, contractual records and records relating to contractors provided by a third party.

Records of a public nature, typically those displayed on the WRPB website and publicly available reports, may be requested and accessed without the need of submitting a formal application/request in terms of PAIA and the PAIA Manual. Other confidential records, such as statutory records lodged and maintained at CIPC, may also be requested and accessed without the need of making formal application; however, should an inspection of these documents be required and same be maintained at the premises of WRPB, an appointment will have to be made with WRPB to arrange a suitable time.

WRPB, in addition to PAIA and this PAIA Manual, will also make available records as may be required by statutes other than PAIA, provided the necessary statutory requirements and procedures for such access are properly complied with.

4. Request Procedure and Fees

4.1 Request for Information form

To facilitate a request for access to information held by WRPB in terms of PAIA, we request that you consider and complete the Request for Information Form (Annexure A to this manual), providing:

• A description of the records requested
• The name and details of the requestor, including if acting as an agent on behalf of another party/person
• The requestor's contact details, including physical address, email address and telephone number
• The nature of access required (copies or inspection)
• A description of the nature of the right the requestor is seeking to exercise or protect, together with a short explanation of why the requested record is necessary for the protection of the identified right

Prescribed Fees

A request will be subject to payment of the prescribed fees. See the fee schedule below.

5. Internal Remedies

WRPB does not have any internal appeal procedures relating to PAIA or POPI Act requests. As such, any decision taken by the authorized representative of WRPB is final. The requestor shall be informed of the decision in writing. If the request is denied, the requestor is entitled to apply to the court with the necessary jurisdiction, or to the Information Regulator, to seek appropriate relief.

Annexure A — Request for Access to Record of Private Body

(Section 53(1) of the Promotion of Access to Information Act, 2000 — Regulation 10)

The prescribed request form covers: particulars of the private body; particulars of the person requesting access (full names, identity number, postal/email address, telephone number, and — where the request is made on behalf of another person — proof of that capacity); particulars of the person on whose behalf the request is made, if applicable; particulars of the record being requested (with reference number where known); the applicable fees; the form of access required (copy or inspection, and any accommodation needed for a disability); particulars of the right to be exercised or protected and why the record is required for it; and how the requestor wishes to be notified of the decision. To obtain this form, contact Customer Care at customercare@wrpb.co.za.

Annexure B — Prescribed Fees for PAIA Request from Private Body

The following fees apply to PAIA requests (other than personal requests):

• A requestor is required to pay the prescribed request fee (R50.00) before a request will be processed.
• If the preparation of the record requires more than six hours, a deposit shall be paid (not more than one third of the applicable access fee).
• 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.

For purposes of section 54(2) of the Act: six hours is the threshold before a deposit is payable, and one third of the access fee is payable as a deposit by the requester. Actual postage is payable where a copy of a record must be posted to a requester.