PAIA Manual

KIDZ PHYSIO (PTY) LTD

(trading as Early Bird Therapy Centre)

Initial approval date

18/06/2021 Revision number

0 Date of last review

N/A Date of next review

18/06/2022

Table of Contents

1. INTRODUCTION TO THE COMPANY ....................................................................................................... 3

2. CONTACT DETAILS ............................................................................................................................... 3

3. GUIDE OF THE SA HUMAN RIGHTS COMMISSION / INFORMATION REGULATOR ............................................. 3

4. RECORDS ............................................................................................................................................ 4

5. INFORMATION AVAILABLE IN TERMS OF OTHER LEGISLATION ...................................................................... 5

6. RECORDS AUTOMATICALLY AVAILABLE .................................................................................................... 6

7. PURPOSE OF PROCESSING PERSONAL INFORMATION ................................................................................. 6

8. DATA SUBJECTS, THEIR PERSONAL INFORMATION AND POTENTIAL RECIPIENTS OF THIS INFORMATION .............. 6

9. PLANNED TRANSBORDER FLOWS OF PERSONAL INFORMATION .................................................................... 8

10. SECURITY MEASURES TO PROTECT PERSONAL INFORMATION ...................................................................... 9

11. PROCEDURE TO OBTAIN ACCESS TO RECORDS OR INFORMATION ................................................................. 9

12. FEES PAYABLE TO OBTAIN THE REQUESTED RECORDS OR INFORMATION ..................................................... 10

13. AVAILABILITY OF THIS MANUAL ............................................................................................................ 10

ANNEXURE A: INFORMATION AND RECORD REQUEST FORM ............................................................................. 11

ANNEXURE B: FEES .................................................................................................................................... 12

1. INTRODUCTION TO THE COMPANY

KIDZ PHYSIO (PTY) LTD (trading as Early Bird Therapy Centre) is a private therapy facility, which is conducted in accordance with the requirements of the Companies Act 71 of 2008. The Company is registered with the Companies and Intellectual Property Commission (CIPC).

2. CONTACT DETAILS

Company Name: KIDZ PHYSIO (PTY) LTD (trading as Early Bird Therapy Centre)

Registration Number: 2018/242147/07

Head of the Company: Jessica Tucker and Samantha Rosie

Information Officer: Samantha Rosie

Physical Address:

Telephone Number: 0796310596

E-mail address: info@earlybirdtherapy.co.za

Website address: www.earlybirdtherapy.co.za

3. GUIDE OF THE SA HUMAN RIGHTS COMMISSION / INFORMATION REGULATOR

The South African Human Rights Commission (“SAHRC”) / Information Regulator compiled a Guide, in terms of Section 10 of the Promotion of Access to Information Act (Act 2 of 2000) (“PAIA”), to assist persons wishing to exercise their rights in terms of this Act. This Guide is available in all the official languages and contains, amongst others, the following information:

• The purpose of PAIA;

• The manner, form and costs of a request for access to information held by a body;

• Legal remedies when access to information is denied;

• When access to information may be denied; and

• The contact details of Information Officers in the national, provincial and local government.

Any person wishing to obtain the Guide may either access it through the website of the SAHRC at https://www.sahrc.org.za/home/21/files/Section%2010%20guide%202014.pdf or should contact the Information Regulator at:

Physical address: 33 Hoofd Street, Forum III, 3rd Floor Braampark, Braamfontein, Johannesburg

Postal address: PO Box 31533, Braamfontein, Johannesburg, 2017

Telephone: +27 (0) 10 023 5207 / +27 (0) 82 746 4173

E-mail address: inforeg@justice.gov.za

Website: https://www.justice.gov.za/inforeg/

The publication of the abovementioned Guide will be the responsibility of the Information Regulator with effect from 30 June 2021.

4. RECORDS

The Company holds the following categories of records:

4.1 Records relating to the form of company:

Documents related to the establishment of the company, such as documents required in terms of the Companies Act 71 of 2008 / a shareholders’ agreement; other statutory records; governance documents (e.g. company policies); minutes of meetings; and other related documents.

4.2 Company management records:

Documentation relevant to the management structure and the management of the company; protocols, guidelines and related documentation in respect of the management of the company.

4.3 Employment / Appointment records:

Employment contracts; conditions of employment and work place policies; employment equity and skills development plans and reports; attendance records; salary and wage register; performance management records; collective agreements; complaints and disciplinary records; relevant tax records; training records; leave records; medical scheme and pension fund membership records; essential services’ permits; correspondence.

4.4 Health and safety records:

Evacuation plan; information related to the Health and Safety Committee / health and safety officer; and health and safety incident reports.

4.5 Financial records:

South African Revenue Services (“SARS”) registration; Annual Financial Statements; auditor’s reports; accounting records; bank statements; invoices, statements, receipts and related documents; VAT records; tax returns and related documentation.

4.6 Records related to assets:

Asset register; purchase records; financing and lease agreements; sale and purchase agreements; delivery notes and orders.

4.7 Agreements:

Agreements (and related documentation) with contractors, consultants, suppliers and vendors, including agreements with funders.

4.8 Public and private body records:

Documents published in the public domain; correspondence.

4.9 Legal records:

Legal opinions and advice; complaints, pleadings, briefs and other documents pertaining to any actual, pending or threatened litigation, mediation, and arbitration.

4.10 Insurance records:

Insurance policies and related records; claims records.

5. INFORMATION AVAILABLE IN TERMS OF OTHER LEGISLATION

The company as may be required in terms of the following legislation subject to the specific protection offered by these laws:

1. Basic Conditions of Employment Act 75 of 1997;

2. Companies Act 71 of 2008;

3. Compensation for Occupational Injuries and Diseases Act 130 of 1993;

4. Consumer Protection Act 68 of 2008;

5. Disaster Management Act 57 of 2002;

6. Electronic Communications and Transactions Act 25 of 2002;

7. Employment Equity Act 55 of 1998;

8. Income Tax Act 58 of 1962;

9. Labour Relations Act 66 of 1995;

10. Occupational Health and Safety Act 85 of 1993;

11. Promotion of Access to Information Act 2 of 2000;

12. Protection of Personal Information Act 4 of 2013;

13. Skills Development Levies Act 9 of 1999;

14. Skills Development Act 97 of 1998;

15. Unemployment Contributions Act 4 of 2002;

16. Unemployment Insurance Act 63 of 2001; and

17. Value Added Tax Act 89 of 1991.

6. RECORDS AUTOMATICALLY AVAILABLE

No notice has been submitted by the company to the Minister of Justice and Correctional Services regarding the categories of records, which are available without a person having to request access in terms of Section 52(2) of PAIA. However, the information on the website of the company is automatically available without having to request access in terms of PAIA. Access and usage of the information on the website are subject to the Website Terms and Conditions as well as the Privacy Statement of the company.

7. PURPOSE OF PROCESSING PERSONAL INFORMATION

The company processes personal information of data subjects for the following purposes:

1. to conduct and manage the company in accordance with the law, including the administration of the company and claiming and collecting payment for services rendered;

2. for communication purposes;

3. for the maintenance of tenant records;

4. for employment and related matters of employees;

5. for reporting to persons and bodies as required and authorised in terms of the law or by the data subjects;

6. for historical, statistical and research purposes;

7. for proof;

8. for enforcement of the Company’s rights; and/or

9. for any other lawful purpose related to the activities of a private company.

8. DATA SUBJECTS, THEIR PERSONAL INFORMATION AND POTENTIAL RECIPIENTS OF THIS INFORMATION

The company holds the categories of records and personal information in respect of the categories of data subjects specified below. The potential recipients of the personal information processed by the company are also specified. Information and records are only disclosed as may be necessary in the circumstances and authorised in terms of the law or otherwise with the consent of the relevant data subjects.

8.1 Employees