PAIA Manual


Dionne Lamprecht Incorporated
Reg. No.: 2008 / 026518 / 21



PAIA Manual

prepared in accordance with Section 51 of
The Promotion of Access to Information Act, No 2 of 2000

(“the Act”)



INDEX

1. Introduction

2. Purpose of the Manual

3. Definitions

4. Contact Information

5. Guide on the Act

6. Applicable Legislation

7. Schedule of Records

8. Access to records

9. Prescribed Fees

10. Availability of the Manual

11. Divisions of the Dionne Lamprecht Incorporated

12. Remedies available to a requester upon refusal of access

13. Request Procedure

14. Annexure 1



1. Introduction

1.1 The aim of the Promotion of Access to Information Act, No 2 of 2000 is to give effect to the constitutional right of access to any information that is held by another person, which is required for the exercise or protection of any rights, as well as to provide for matters connected therewith.

1.2 This manual is to assist potential Requesters as to the procedure to be followed when requesting access to information from Dionne Lamprecht Incorporated in terms of the Act.

1.3 Dionne Lamprecht Incorporated is a personal liability company, duly registered as contemplated in the Companies Act, No 71 of 2008, that conducts the business of a law firm which mainly specialises in Insolvency Law, related litigation and debt solutions rendered over the internet, as well as Family Law.

1.4 This manual may be amended from time to time and any new versions of the manual will be made public.

  
2. Purpose of the Manual


2.1 This manual forms an integral part of Dionne Lamprecht Incorporated’s commitment to fostering a culture of transparency and accountability within the company as a whole, by giving effect to the right to access information that is required for the exercise or protection of any right; and to actively promote a society in which the people of South Africa have effective access to information to enable them to more fully exercise and protect their rights.

2.2 In order to promote the effective governance of all private institutions, Dionne Lamprecht Incorporated recognises the fundamental requirement that all the people of South Africa be empowered and educated to understand their rights in terms of this Act in order for them to exercise their rights in relation to all institutions, whether those institutions are of a private or public nature.

2.3 In terms of Chapter 2, Section 36 of the Constitution of South Africa (Act 108 of 1996), subsection 1 of the Act recognises that such right to access information cannot be unlimited and should be subject to justifiable limitations.


3. Definitions

3.1 “the Client” refers to any natural or juristic entity that receives services from Dionne Lamprecht Incorporated;

3.2 “the Company” refers to the Dionne Lamprecht Incorporated;

3.3 “the Customer” has a similar meaning as Client, as listed above;

3.4 “Dionne Lamprecht Incorporated” refers to all and or any of the divisions that forms part of the Company.

3.5 “Employees” refer to any person who works for, or provides services to or on behalf of Dionne Lamprecht Incorporated, and receives or is entitled to receive remuneration, and any other person who assists in carrying out or conducting the business of the Company, who has a written contract of employment with Dionne Lamprecht Incorporated.

3.6 “the Information Officer” means a person acting on behalf of Dionne Lamprecht Incorporated, who is responsible for discharging the duties and responsibilities assigned to the “head” of Dionne Lamprecht Incorporated, as prescribed in terms of this Act, and may include a Deputy Information Officer.

3.7 “Other Requester” means any Requester other than a Personal Requester.

3.8 “Personal Requester” means a Requester who is seeking to access a record containing personal information about that specific Requester.

3.9 “Requester” means any person making a request for access to a record that is under the control of Dionne Lamprecht Incorporated.

3.10 “Third Party” means any natural or juristic person other than the Requester or such party acting on behalf of the Requester, or Dionne Lamprecht Incorporated itself.

  
4. Contact Information


4.1 Chief Executive Officer: Petrus Gerhardus Louwrens Koen

4.2 Information Officer: Dionne Rohan Lamprecht

4.3 Deputy Information Officer: Chantelle Cheries Botha

4.5 Postal Address: P.O. Box 1998, Rustenburg, 0300

4.6 Physical Address: 155 Bethlehem Drive, Rustenburg, 0299

4.7 Telephone: +27 (014) 592 9217

4.8 Fax: +27 (086) 696 0601

4.9 E-mail Address: info@dlinc.co.za


5. Guide on the Act

5.1 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.

5.2 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 paragraphs 6 and 7 of the Act.

5.3 Any Requester is referred to the Guide in terms of Section 10 of the Act, which has been compiled by the South African Human Rights Commission, which contains information for the purposes of exercising Constitutional Rights. The Guide is available from the Human Rights Commission at any of the following offices, or on their website: www.sahrc.org.za

The contact details of the Commission are:

Johannesburg: Private Bag 2700, Houghton, 2041
Tel: 011 484 8300 Fax: 011 484 1360

Bloemfontein: P.O. Box 4245, Bloemfontein, 9300
Tel: (051) 447 1130 Fax: (051) 447 1128

Port Elizabeth: P.O. Box 1854, Port Elizabeth, 6001
Tel: (041) 582 2611 Fax: (041) 582 2204

Polokwane: P.O. Box 55796, Polokwane, 0700
Tel: (015) 291 3500 Fax: (015) 291 3505

Durban: P.O. Box 1456, Durban, 4000
Tel/Fax: (031) 304 7323/4/5

Cape Town: P.O. Box 3563, Cape Town, 8000
Tel: (021) 426 2277 Fax: (021) 426 2875

6. Applicable Legislation
No Act Applicable
 Name of Act
 6.1No 24 of 1936
Insolvency Act
 6.2No 95 of 1967
Income Tax Act
 6.3No 98 of 1978
Copyright Act
 6.4No 99 of 1978
Protection of Businesses Act
 6.5No 53 of 1979
Attorneys Act
 6.6No 89 of 1991
Value Added Tax Act
 6.7No 85 of 1993
Occupational Health and Safety Act
 6.9No 69 of 1984
Close Corporations Act
 6.10No 66 of 1995
Labour Relations Act
 6.11No 30 of 1996
Unemployment Insurance Act
 6.12No 108 of 1996
The Constitution of the Republic of South Africa
 6.13No 75 of 1997
Basic Conditions of Employment Act
 6.14No 55 of 1998
Employment Equity Act
 6.15No 97 of 1998
Skills Development Act
 6.16  No 114 of 1998
Debtor Collectors Act
 6.17No 23 of 1999
Harmful Business Practices Act
 6.18No 2 of 2000
Promotion of Access of Information Act
 6.19No 38 of 2001
Financial Intelligence Centre Act
 6.20No 25 of 2002
Electronic Communications and Transactions Act
 6.21No 37 of 2002
Financial Advisory and Intermediary Service Act
 6.22No 68 of 2008
Consumer Protection Act
 6.23No 71 of 2008
Companies Act
 

7. Schedule of Records

Company Record Classification Key

ClassificationAccessClassification
AMay be disclosedPublic Access Document
BMay be disclosedSubject to Copyright
CLimited disclosurePersonal information pertaining to the Requester
DMay not be disclosedUnreasonable disclosure of personal information
EMay not be disclosedRequest after commencement of criminal proceedings
FMay not be disclosedWould breach duty of confidence owed to a third party
GMay not be disclosedCould harm the commercial or financial interests of a third party
HMay not be disclosedCould harm the Company or a third party in contract, or other negotiations
IMay not be disclosedCould compromise the safety of individuals or protection of property
JMay not be disclosedLegally privileged document
KMay not be disclosedCommercial information of Company Records
 
Company Records

AreaSubjectClassification
Public RecordsPublic Corporate Records (CIPC)A
 Company Records defined by Companies Act, 2008A
CommunicationPublic Product InformationB
 Media ReleasesB
 Promotion of Access to Information Act ManualB
WebsitesCompany and divisional profilesB
 News and PublicationsB
 Company StructureB
Marketing RecordsMarket InformationH, K
 Marketing StrategiesH, K
 Marketing StatisticsH, K
 Performance RecordsH, K
Human ResourcesStaff RecordsC, D, H, I
 Employment ContractsC, D, H, I
 Policies and ProceduresC, K
 Information Pertaining to Staff BenefitsC, D, H
Financial RecordsFinancial StatementsK
 Financial and Tax Records (Company & Employees)K
 Management AccountsK
 Asset RegisterK
 Trade MarksB
Legal RecordsStatutory Records (including Income Tax)K
 Records kept in Terms of GAAPK
 Agreements and ContractsF, G, H, I, K
 Policy RecordsC, K
Operational RecordsMinutes of MeetingsC, K
 Voice recording/other electronic recording of meetingsC, K
 Policy DocumentsB
 Services Sales RecordsC, K
 Client Records & DatabaseI, K
 Security RecordsI
 Internal Communication RecordsC, K
 Supplier RecordsF, G, H, K
 

8. Access to records

To facilitate the processing of a request, the Requester must:-

8.1 Use the prescribed form attached to this manual as Annexure 1, or on the Dionne Lamprecht Incorporated website: www.dlinc.co.za

8.2 Address the request to the Information Officer listed above in paragraph 4.2 and fax or e-mail the request form, duly completed, as provided for in this manual;

8.3 Provide sufficient particulars to enable the Information Officer of the Company to identify the record/s requested;

8.4 The Requester must indicate:

a) In which form (medium/method) access is required;

b) Specify a postal address or fax number of the Requester in the Republic;

8.5 Identify the right the Requester is seeking to exercise or protect and provide an explanation of why the requested record is required;

8.6 If the Requester, in addition to a written reply, wishes to be informed of the decision on the request in any other manner, state that manner and the necessary particulars thereof;

8.7 If the request is made on behalf of another person, submit proof of the capacity in which the Requester is making the request, to the reasonable satisfaction of the Company.


9. Prescribed Fees

9.1 On request of access to information, the Information Officer, or duly authorised person, will by notice require the Requester, other than a Personal Requester, to pay the prescribed fee as set out below in paragraph 9.5, before the request is processed.

9.2 If the search for the record has been made and the preparation of the record for disclosure, including arrangement to make it available in the requested form, requires more than the hours prescribed in the regulations for this purpose, the authorised person shall notify the Requester of the deposit payable as the prescribed portion of the access fee.

9.3 A Requester, whose request for access has been granted, must pay an access fee for reproduction, and for search and preparation, and for any time reasonably required in excess of the prescribed hours, to search for and prepare the record for disclosure, including making arrangement to make it available in the request form.

9.4 If a deposit has been paid in respect of a request for access, which is refused, the deposit will be repaid to the Requester.

9.5 Prescribed Fees

If you require access to records of your personal information, you do not have to pay a request fee. The following is a breakdown of the fee structure for the purposes of determining the fees relating to a request for access to a record of a private body, as per Part III of Regulation 187 published in the Government Gazette on the 15 February 2002:

9.5.1 The fee for a copy of the manual as contemplated in regulation 9(2)(c) is R1,10 for every photocopy of an A4-size page or part thereof.

9.5.2 The fees for reproduction referred to in regulation 11(1) are as follows:

(a) For every photocopy of an A4-size page or part thereofR1.10
(b) For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine readable form 
R0.75
(c) For a copy in a computer-readable form on - 
 (i)stiffy discR7.50
 (ii)compact discR70.00
(d)(i)For a transcription of visual images, for an A4-size page or part thereofR40.00
 (ii)For a copy of visual imagesR60.00
(e)(i)For a transcription of an audio record, for an A4-size page or part thereofR20.00
 (ii)For a copy of an audio recordR30.00
 
9.5.3 The request fee payable by a Requester, other than a Personal Requester, as
referred to in Regulation 11(2) is R50.00

9.5.4 The access fees payable by a Requester referred to in Regulation 11(3) are as
follows:

(1)(a) For every photocopy of an A4-size page or part thereofR1.10
 (b) For every printed copy of an A4-size page or part thereof held on a
computer or in electronic or machine-readable form
 
R0.75
 (c) For a copy in a computer-readable form on - 
  (i)stiffy discR7.50
  (ii)compact discR70.00
 (d)(i)For a transcription of visual images, for an A4-size page or part thereofR40.00
  (ii)For a copy of visual imagesR60.00
 (e)(i)For a transcription of an audio record, for anA4-size page or part thereofR20.00
  (ii)For a copy of an audio recordR30.00
 (f) To search for and prepare the record for disclosure, R30,00 for each hour or part of an hour reasonably required for such search and preparation. 
 
(2) For purposes of section 54(2) of the Act, the following applies:
 (a) Six hours as the hours to be exceeded before a deposit is payable; 
   and 
 (b) One third of the access fee is payable as a deposit by the Requester. 
     
 
(3) The actual postage is payable when a copy of a record must be posted to a requester.

*All fees exclude VAT


10. Availability of the Manual

10.1 This manual is available for inspection at the offices of Dionne Lamprecht Incorporated free of charge;

10.2 Copies of the manual may be obtained by request, on payment of the prescribed fees, from Dionne Lamprecht Incorporated;

10.3 The manual can also be accessed on:

(i) the Dionne Lamprecht Incorporated website at www.dlinc.co.za; and

(ii) the South African Human Rights Commission website at www.sahrc.org.za;

  
11. Divisions of the Dionne Lamprecht Incorporated


11.1 Administrative Division (CEO & Board)

11.2 Accounting Division and Finance Division;

11.3 Insolvency Law Division;

11.4 Litigation & Divorce Division;

11.5 General Division.


12. Remedies available to a requester upon refusal of access

12.1 Internal remedies:

Dionne Lamprecht Incorporated does not have any internal appeal procedures that may be followed after a request for access information has been refused. As such, the decision made by the Information Officer is final, and Requesters will have to exercise the external remedies at their disposal, if the Requester is not satisfied with the answer supplied by the Information Officer when the request for information is refused.

12.2 External remedies:

a) A Requester that is dissatisfied with the Information Officer’s refusal to disclose information, may within 30 days of notification of the decision, apply to a competent court for relief.

b) Likewise, a Third Party that is dissatisfied with the Information Officer’s decision not to grant a request for information, may within 30 days of notification of the decision, apply to a competent court for relief.

c) For purposes of the Act, the courts that have jurisdiction over these applications are the Constitutional Court, the High Court or another court with similar status.


13. Request Procedure

13.1 The Requester must comply with all the procedural requirements contained in the Act, relating to the request for access to a record.

13.2 The Requester must complete the prescribed form enclosed hereunder as ANNEXURE 1 and submit same as well as payment of a request fee (if applicable) and a deposit, where a request is made for access to information relating to a Third Party, to the Information Officer at the postal or physical address, fax number or electronic mail address as stated above in paragraph 4.2.

13.2 The prescribed form must be completed with at least enough particularity to enable the Information Officer to identify the following:

a) The record or records required by the Requester;

b) The identity of the Requester and such person acting on behalf of the Requester where applicable;

c) What form of access is required, if the request is granted;

d) The telephone number, postal address or fax number of the Requester (within the Republic of South Africa).

=============================================================




ANNEXURE 1

REQUEST FORM FOR ACCESS TO RECORD OF PRIVATE BODY  
(Section 53(1) of the Promotion of Access to Information Act, 2000 (Act No.2 of 2000))

[Regulation 10]


A. Particulars of private body:                                                               
        Registered name:        
 Dionne Lamprecht Incorporated        

 Registration number :        2008 / 026518 / 21         
    Authorised Person: Dionne Rohan Lamprecht          

 Postal Address:           P.O. Box 1998, Rustenburg, 0300   

 Physical Address:                          155 Bethlehem Drive, Rustenburg, 0299
         Telephone:                (014) 592 9217
           Fax:
 (086) 696 0601
        E-mail address:  info@dlinc.co.za



B. Particulars of person requesting access to the record                                                                                              
 (a)  The particulars of the person who requests access to the record must be given below.
 (b)  The address and/or fax number in the Republic to which the information is to be sent must be given.             
 (c)  Proof of the capacity in which the request is made, if applicable, must be attached.
                                                                                                                                                                                                                      

 
 Full names and surname:          
 

                    
 Identity number:               
               
                    
 Postal address: 
    
                 
 Fax number: 
         
     
       
 Telephone number: 

                  
 E-mail address: 
               
       
Capacity in which request is made, when made on behalf of another person:

____________________________________________________________________


C. Particulars of person on whose behalf request is made
This section must be completed ONLY if a request for information is made on behalf of another person.
                                                                                                                              
                       
 Full names and surname: 
               
                        
 Identity number: 
               


D. Particulars of record
               (a)
          
 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.              
          
               (b)
          
 If  the provided space is inadequate, please continue on a separate annexure and attach it to this form. The requester   must sign all  the additional annexures.              
          

1. Description of record or relevant part of the record:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

2. Reference number, if available: _______________________________________

3. Any further particulars of record: ______________________________________


E. Fees
Request fee:
Where a requester submits a request for access to information held by a company on a person other than the requester himself/herself/itself. A request fee in the amount of R50,00 is payable up-front before the institution will further process the request received.

Access fee:
An access fee is payable in all instances where a request for access to information is granted, except in those instances where payment of an access fee is specially excluded in terms of the Act or an exclusion is determined by the Minister in terms of Section 54(8).
                                                                                                                          
 (a)
          
 A request for access to a record, other than record containing personal information about yourself, will be processed only after a request fee has been paid.
          
 (b)
          
You will be notified of the amount required to be paid as the request fee (currently R50.00).        
 (c)
          
The fee payable for access to a record depends on the form (mode) in which access is required and the reasonable time required to search for and prepare a record. You will be notified of the amount required to be paid as the request fee (currently R 50.00).                              
          
 (d)
          
 If you qualify for exemption of the payment of any fee, please state the reason for exemption.              
          

Reason for exemption from payment of fees: ___________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________


F. Form of access to record                        
 If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 hereunder, state your disability and indicate in which form the record is required.
          
 
Disability: ___________________________________________________________________

Form in which record is required: _____________________________________________

                        
 Mark the appropriate box with an X                             
 NOTES:            
 (a)
          
Compliance with your request in the specified form may depend on the form in which the record  is available.              
 (b)                             Access in the form requested may be refused in certain circumstances. In such instances you will be informed if access  will be granted in another form.              
          
 (c)                   The fee payable for access to the record, if any, will be determined partly by the form in which access is requested.
   

1. If the record is in written or printed form:
                                                                    

 copy of record         inspection of record

2. If record consists of visual images:
(this includes photographs, slides, video recordings, computer-generated images, sketches, etc)
                                                                                                  
       
 view the images          copy of the images      transcription of the image

3. If record consists of recorded words or information which can be reproduced in sound:
                                                                    

 listen to the soundtrack          transcription of soundtrack

4. If record is held on computer or in an electronic or machine-readable form:
                                                                                                  


    
 printed copy of record*              
          
               

          
 printed                copy of information derived              
from record*
          
               

          
  copy in computer            
readable form* (stiffy or
compact disc)
          
 
  *If you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you?  Postage is payable.uio)(_
    YES      NO


G. Particulars of right to be exercised or protected
                        
If the provided space is inadequate, please continue on a separate annexure and attach it to this form. The requester must sign all  the additional annexures. 

1. Indicate which right is to be exercised or protected: ____________________________

_________________________________________________________________________________


2. Explain why the record requested is required for the exercise or protection of the aforementioned right:

_________________________________________________


H. Notice of decision regarding request for access

 You will be notified in writing whether you request has been   approved/denied. If you wish to be informed in another manner,  please specify the manner and provide the necessary particulars to  enable compliance with your request.   

How would you prefer to be informed of the decision regarding your request for access to the record?

____________________________________________________________



Signed at ______________________ this _________ day of _______________ 20 ____



___________________________________________
SIGNATURE OF REQUESTER  or  
PERSON ON WHOSE BEHALF REQUEST IS MADE