PAIA manual

Introduction

PAIA gives effect to the constitutional right of access to information. It requires every private body to compile a manual describing the records it holds and how a person may request access to them. This manual is compiled in terms of section 51 of PAIA for Guideline BizTech (Pty) Ltd, the company behind RUBIQ ("the company").

The body and Information Officer

• Private body Guideline BizTech (Pty) Ltd
• Registration number 2012/018904/07
• Registered address Block B, Ground Floor, Spaces Steyn City, Capital Park, Central Ln, Riverglen, Johannesburg, 2191
• Postal address Same as the registered address
• Information Officer Werner Wilmot
• Emailprivacy@rubiqbiz.com
• Telephone +27 10 141 2593

The Information Officer is responsible for requests made under PAIA. The Information Officer is registered with the Information Regulator.

Guide of the Information Regulator

The Information Regulator has compiled a guide, in terms of section 10 of PAIA, on how to use the Act. It is available in each official language and explains how to exercise your rights. You can obtain it from the Information Regulator:

Records we hold

The company holds records in the following broad categories. Holding a record does not mean it will be released; access is subject to the grounds for refusal in PAIA.

• Company records: incorporation and statutory records, governance and policy documents.
• Financial records: accounting records, tax records, invoices, and banking records.
• Personnel records: employment contracts and related human-resources records.
• Customer and supplier records: contracts, correspondence, and enquiry records, including those from this website.
• Operational records: product, technical, and marketing records.

Records under other laws

Some records are also kept under other legislation, for example the Companies Act, the Income Tax Act, the Value-Added Tax Act, the Basic Conditions of Employment Act, and the Protection of Personal Information Act. A request under that legislation is separate from a PAIA request.

How to request access

To request access to a record held by the company:

• Complete the prescribed request form (Form 2) for access to records of a private body.
• Send it to the Information Officer at the contact details above.
• Provide enough detail to identify the record, and the right you seek to exercise.
• State the form of access you want, and how you would like to be informed of the decision.
• Identify yourself and, where you act for someone else, provide proof of your authority.

The Information Officer will respond within 30 days, a period that may be extended in the circumstances PAIA allows. We will tell you if a fee is payable before we process the request.

Forms and fees

PAIA prescribes the request form and a schedule of fees: a request fee, and an access fee that covers the cost of search, preparation, reproduction, and any postage. The amounts are those prescribed by regulation from time to time, and we will tell you what is payable, and give you the chance to withdraw the request, before we process it. The prescribed forms and the current fee schedule are published by the Information Regulator.

Grounds for refusal

The company may refuse access on the grounds set out in Chapter 4 of Part 3 of PAIA. These include:

• protection of the privacy of a third party who is a natural person;
• protection of commercial information of a third party or the company;
• protection of confidential information held under a duty of confidence;
• protection of the safety of individuals and of property;
• records privileged from production in legal proceedings;
• protection of the company's research, or that of a third party.

Where part of a record may be refused, access will be given to the rest of the record where reasonably possible.

Remedies

PAIA does not provide for an internal appeal against a decision of a private body. If your request is refused, or you are not satisfied with how it was handled, you may lodge a complaint with the Information Regulator, or apply to a court, as provided for in PAIA.

Personal information

How the company processes personal information, including information you submit through this website, is set out in our privacy policy. To ask us what personal information we hold about you, to correct it, or to have it deleted under POPIA, use the request form below or email privacy@rubiqbiz.com.

Request your personal information

Use this form to ask what personal information we hold about you, to correct it, or to have it deleted, under POPIA. It goes to our Information Officer, Werner Wilmot, who is registered with the Information Regulator of South Africa. We will acknowledge your request within 2 to 3 business days and respond in full within 30 days. We may need to confirm your identity before we act. There is no charge for a reasonable request.

Looking for a formal PAIA request for company records instead? That uses the prescribed Form 2 described under How to request access above.

Availability of this manual

This manual is available on this website and, on request, from the Information Officer. It is reviewed and updated as required.