PAIA Manual

PROMOTION OF ACCESS TO INFORMATION ACT MANUAL
Ajuda Health Proprietary Limited (Registration Number 2022/394625/07) (the "Company")

1. INTRODUCTION

  • 1.1. Your privacy is very important to us and The Company is committed to protecting your right to privacy as well as your right to access any information that The Company has on you.
  • 1.2. The Access to Information Manual (“Manual”) is prepared in compliance with the Promotion of Access to Information Act 2 of 2000 (“PAIA”) and the Protection of Personal Information Act 4 of 2013 (“POPIA”). It is intended to enable requesters to obtain records, to which they are entitled, in a quick, easy and accessible manner and give effect to the constitutional right of access to information
  • 1.3. Section 32(1)(a) of the Constitution of the Republic of South Africa of 1996 (hereinafter referred to as ‘the Constitution’) provides that everyone has a right of access to any information held by the state and any information held by another person that is required for the exercise or protection of any rights. PAIA gives effect to the right of access to information as provided for in section 32 of the Constitution, subject to justifiable limitations, including, but not limited to, limitations aimed at the reasonable protection of privacy, commercial confidentiality, and effective, efficient, and good governance.
  • 1.4. PAIA came into operation on 9 March 2001, except for sections 10, 14, 15 and 51, which came into operation on 15 February 2002. The Protection of Personal Information Act 4 of 2013 (hereinafter referred to as ‘POPIA’) was enacted to give effect to the Constitutional right to privacy and to promote the protection of personal information processed by public and privacy bodies. POPIA was signed into law on 19 November 2013 and is fully enforceable from 1 July 2021.

2. PURPOSE

  • 2.1. The purpose of the PAIA is to foster a culture of transparency and accountability in both the public and private sectors by affording any person the right of access to information to enable them to exercise and protect all their rights to the full extent required.
  • 2.2. Where such a request is made, The Company is obliged to give access to the requested information, except where the law expressly provides that the information must not be released.
  • 2.3. It is important to note that PAIA recognises certain limitations to the right of access to information, which includes:
    • • Limitations aimed at the reasonable protection of the right to privacy;
    • • Commercial confidentiality; and
    • • Effective, efficient, and good governance.
  • 2.4. The limitation should be in a manner that balances that right of access to information with any other rights.
  • 2.5. The main objective of POPIA is to promote the protection of personal information processed by public and private bodies. POPIA amended certain provisions of PAIA, balancing the need for access to information against the need to ensure the protection of personal information.
  • 2.6. This Manual serves as a guide on how a requester of information may request access to that information (record) held by The Company. The purpose of this Manual is to set out procedures to be followed and criteria that must be met for anyone (“the requester”) to request access to records in the possession or under the control of the Company.

This manual is made available for inspection, free of charge, at the physical address of the Company.

3. GLOSSARY OF ABBREVIATIONS AND DEFINITIONS

TERM ACRONYM DEFINITION
The Company Ajuda Health Proprietary Limited, registration number 2022/394625/07, a limited liability private company duly incorporated in South Africa, including its subsidiaries, namely, Mammoth X Proprietary Limited, registration number 2025/525827/07, and Ajuda ScreenCo Proprietary Limited, registration number 2025/534981/07; with registered address at 67 Roscommon Road, Parkview, Gauteng, 2192.
Data Subject Any natural (i.e. an individual) or juristic (e.g. a company or other legally recognized entity) person that receives products or services from the Company, or any other person as defined in POPIA.
Information Officer IO A person or persons Acting on Behalf of the Company and who is responsible for discharging the duties and responsibilities assigned to the Information Officer as prescribed in terms of PAIA and POPIA and includes a Deputy Information Officer as considered by these laws.
Deputy Information Officer DIO A person or persons Acting on Behalf of the Company and who is responsible for discharging the duties and responsibilities assigned to the Information Officer as prescribed in terms of PAIA and POPIA and includes a Deputy Information Officer as considered by these laws.
Employee Includes all permanent staff members, temporary staff, and third-party contractors who work for The Company.
Requester Any person making a request for access to a record that is under the control and custody of The Company.
Other Requester Any requester other than a personal requester.
Personal Requester A requester who is seeking to access a record containing personal information about themselves.
Third party Any natural or juristic person other than the requester, or such party acting on behalf of the requester, or The Company itself.

4. CONTACT DETAILS

  • 4.1. Information Officer: Kegomoditswe Magobe
  • 4.2. Email address: kego@ajuda.co.za
  • 4.3. Physical address: 67 Roscommon Road, Parkview, Gauteng, 2193
  • 4.4. Postal Address: Postnet suite 103, Private bag X782, Bedfordview, Gauteng, 2008

5. GENERAL INFORMATION

  • 5.1. Name of private body: Ajuda Health (Pty) Limited
  • 5.2. Registration number: 2022/394625/07
  • 5.3. Website: www.ajuda.co.za
  • 5.4. Email address: hello@ajuda.co.za

6. FURTHER GUIDANCE

  • 6.1. PAIA grants a requester access to records of a private body, if the record is required for the exercise or protection of any rights, specifically around access to personal information rights as described in POPIA. If a public body lodges a request, the public body must be acting in the public interest. Requests in terms of PAIA or POPIA must 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 PAIA and may be amended from time to time. Requesters are referred to the guide in terms of Section 10, compiled by the South African Human Rights Commission (SAHRC), which will contain information for the purposes of exercising constitutional rights. The guide is available from the SAHRC.
  • 6.2. For further information, either of these regulatory bodies may be contacted using the details below:
SA HUMAN RIGHTS COMMISSION THE INFORMATION REGULATOR SOUTH AFRICA
Address: Sentinel House, Sunnyside Office Park, 32 Princess of Wales Terrace, Parktown, Johannesburg Woodmead North Office Park, 54 Maxwell Drive Woodmead, Johannesburg, 2191
Phone number: (011) 877 3600, (011) 877 3645 Landline: 010 023 5200, Toll Free: 0800 017 160
Facsimile: (086) 410 0149 n/a
Website: http://www.sahrc.org.za/ https://inforegulator.org.za/contact-us/
Email: tsebulela@sahrc.org.za enquiries@inforegulator.org.za

7. REQUEST FOR INFORMATION

  • You may submit your request for information records to the IO and it is recommended that you read this manual first, before submitting any requests.

8. PRIVACY PRACTICES

  • 8.1. The Company collects personal or other information to:
    • 8.1.1. Meet our responsibilities to members, employers and other natural or juristic persons;
    • 8.1.2. Follow your instructions;
    • 8.1.3. Inform you of new services;
    • 8.1.4. Make sure our business suits your needs.
  • 8.2. Personal information may be received from or provided to:
    • 8.2.1. any regulatory authority (like the Financial Sector Conduct Authority) and the regulators they appoint for the various financial sectors.
    • 8.2.2. comply with any regulation passed under the relevant legislation, or any legal process.
    • 8.2.3. protect and defend The Company’s rights and property (including The Company’s intellectual property).
    • 8.2.4. protect public interest.
    • 8.2.5. Third party service providers in order to uphold contractual obligations or to service Members.
  • 8.3. Trans border information flows
    • The Company may share with or receive personal information from parties as set out above, where these parties reside outside of the Republic of South Africa. All operations are required to abide by The Company’s policies, procedures and guidelines, regardless of legislative requirements for Information in these countries.
  • 8.4. Our security practices
    • 8.4.1. We are committed and obliged to implement all reasonable controls to safeguard access to your personal information.
    • 8.4.2. Where third parties are required to process your personal information in relation to the purposes set out in this manual and for other legal requirements, we ensure that they are contractually bound to apply the appropriate security practices.
    • 8.4.3. All use of our website and transactions through it are protected by encryption (secret codes) in line with international standards.

9. TYPES OF RECORDS HELD BY THE COMPANY

  • The Company maintains records on the following categories and subject matters. However, please note that recording a category or subject matter in this Manual does not imply that a request for access to such records would be granted. All requests for access will be evaluated on a case-by-case basis in accordance with the provisions of the Act.
  • 9.1. Records held in accordance with other legislation
    • A requester may also request information that is available in terms of other legislation, and may request access to related information outside this process, such as:
    • • Constitution of the Republic of South Africa
    • • Compensation for Occupational Injuries and Diseases Act 130 of 1993;
    • • Consumer Protection Act 68 of 2008;
    • • Electronic Communications and Transactions Act 25 of 2002;
    • • Employment Equity Act 55 of 1998;
    • • Employment Equity Act 55 of 1998;
    • • Financial Intelligence Centre Act 38 of 2001;
    • • Financial Sector Regulation 9 of 2017
    • • Insurance Act 18 of 2017
    • • Long Term Insurance Act 52 of 1998;
    • • National Credit Act 34 of 2005.
    • • Occupational Health and Safety Act 85 of 1993;
    • • Short Term Insurance Act 53 of 1998;
    • • The Companies Act 71 of 2008;
    • • The Financial Advisory and Intermediary Services Act 37 of 2002;
    • • The Medical Schemes Act 131 of 1998
    • • Unemployment Insurance Act 63 of 2001;
    • • Value-added Tax Act 89 of 1991;
    • • Divorce Act 70 of 1979
    • • Financial Advisory and Intermediary Services Act 37 of 2002
    • • Financial Intelligence Centre 38 of 2001
    • The above is not an exhaustive list of statutes that may require The Company to keep records.
  • 9.2. Company records
    • The following are records pertaining to The Company’s own affairs:
    • • Finance and accounting records
    • • Human Resources;
    • • Strategy;
    • • Shareholders;
    • • Intermediaries;
    • • Operational records;
    • • Technology;
    • • Compliance and Risk;
    • • Subsidiary;
    • • Contractors; and
    • • Directors
  • 9.3. Types of personal information held by the Company
CATEGORIES OF DATA SUBJECTS CATEGORIES OF INFORMATION HELD
Directors ID numbers, name, financial information as required for statutory reporting
Employees Includes ID number, contact details, physical and postal address, date of birth, age, marital status, race, disability information, employment history, criminal / background checks, fingerprints, CVs, education history, banking details, income tax reference number, remuneration and benefit information (including medical aid, pension / provident fund information), details related to employee performance, disciplinary procedures. “Employee” refers to any person who works for or provides services to or on behalf of The Company and receives or is entitled to receive any remuneration and any other person who assists in carrying out or conducting any work or services for The Company. This includes, without limitation, heads of departments, managers, all permanent, temporary and part-time staff as well as contract workers.
Consultants / contractors Dependent on the nature of the consultant or contractor, but may include any details under “Employees” or “Service Providers” categories.
Service Providers, including outsourced / hosted services, auditors Includes company registration details, income tax and VAT registration details, BEE certificates, payment details including bank accounts, invoices, contractual agreements, addresses, contact details, any records a third party has provided to The Company; and Records generated by or within The Company pertaining to work or services, including transactional records
Users Includes ID number, contact details, physical and postal address, date of birth, age, marital status, race, disability information, medical aid and medical information
  • 9.4. Other Parties
    • Records are kept in respect of other parties, including without limitation contractors, suppliers, departments, service providers. Alternatively, such other parties may possess records which can be said to belong to The Company. The following records fall under this category:
    • 9.4.1. Employee, work or service related records which are held by another party as opposed to being held by The Company; and
    • 9.4.2. Records held by The Company pertaining to other parties, including financial records, correspondence, contractual records, records provided by the other party, and records third parties have provided about the contractors/suppliers.
  • 9.5. Publicly available records
    • The records which are already publicly available without a request for access in terms of the Act being necessary:
    • 9.5.1. Annual Financial statements; and
    • 9.5.2. Interim audited report.

10. STEPS TO CONSIDER BEFORE SUBMITTING A REQUEST

  • The following steps must be considered before submitting a request:
  • 10.1. Step 1:
    • Are you requesting your own information?
    • Data Subjects are allowed access to their own information without having to use the request for access to information procedures as set out in the Promotion of Access to Information Act, including, but not limited to:
    • • Account information
    • • Personal Records
    • • Voice recordings
    • Data Subjects should contact the relevant call centre or department to request access to their own information. Please note that there may be administration costs associated with retrieval of certain types of information records.
  • 10.2. Step 2:
    • Are you entitled to use the Act to request access?
    • Please take note of section 7(1) of the Act which states:
    • "This Act does not apply to a record of a public body or a private body if:
    • (a) that record is requested for the purpose of criminal or civil proceedings;
    • (b) so requested after the commencement of such criminal or civil proceedings, as the case may be; and
    • (c) the production of or access to that record for the purpose referred to in paragraph (a) is provided for in any other law."
    • If section 7(1) applies, you may not bring a request in terms of this Act. You must use the rules and procedures for discovery of information of the relevant legal forum and proceedings you are involved in. The Company reserves the right to claim all expenses and other damages incurred as a result of a requester submitting a request in contravention of section 7(1).
  • 10.3. Step 3:
    • Does the information requested exist in the form of a record?
    • Please note that the Act only applies to records that are in existence at the time when The Company receives your request. The Act does not compel anyone to create a record which is not yet in existence at the time the request is made. For instance, the Act cannot be used to obtain reasons for a decision taken by The Company if such reasons are not in the form of a record.
  • 10.4. Step 4:
    • Is the record in the possession or under the control or custody of The Company?
    • The Act provides that the record requested must be in possession or under the control of The Company. Therefore, even if a record was created by The Company or at some point in The Company’s possession (but no longer in The Company’s control at the time of your request), you must seek access to the record from the party under whose possession or control it is.

11. ACCESS TO RECORDS AND PROCEDURE RECORDS

  • Records held by The Company may be accessed by the Requester only once the prerequisite requirements for access have been met.
  • 11.1. Who may request information?
    • Any person who requires information for the exercise or protection of any rights may request information from a private body. Section 50 of PAIA states that a Requester must be given access to any record of a private body if:
    • • that record is required for the exercise or protection of any rights,
    • • that person complies with the procedural requirements in PAIA relating to a request for access to that record, and
    • • access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4, Part 3 of PAIA.
  • 11.2. Two types of requesters
    • Personal Requester
    • The Company will voluntarily provide the requested information or give access to any record about the Requester's personal information without the Requester having to pay an access fee. However, the prescribed fee for reproduction of the information requested will be charged.
    • Other Requester
    • This Requester (other than a Personal Requester) is entitled to request access to information on third party or parties. However, The Company is not obliged to voluntarily grant access, and such a request may be denied. The Requester must fulfil the prerequisite requirements for access in terms of PAIA and POPIA, including the payment of a request and access fee where applicable.

12. HOW TO SUBMIT REQUEST FOR ACCESS

  • Please consider the steps in paragraph 10 above before submitting your request. Once satisfied that none of the foregoing prohibitions apply to you, you may proceed to submit a request as follows:
  • 12.1. Request form
    • The requester will be expected to complete the request Form 2 in this Manual (the “Request Form”). You can send the completed request form as is or under cover of a separate letterhead or fax cover.
    • In the Request Form, you need to provide sufficient information to enable us to adequately identify:
    • • The record or records requested;
    • • The identity of the requester,
    • • Which form of access is required, if the request is granted;
    • • The postal address, fax number or email address of the requester.
  • 12.2. Request procedure
    • 12.2.1. A requester requiring access to information held by The Company must complete the prescribed Form 2 in this Manual.
    • 12.2.2. Submit the completed form to the Information Officer at the postal or physical address, fax number or electronic mail address recorded in paragraph 4 of this manual and pay a request fee and a deposit, where so advised.
    • 12.2.3. The prescribed form must be completed with enough particularity to at least enable the Information Officer to identify:
      • • The record or records requested;
      • • The identity number of the requester;
      • • The form of access required, if the request is granted;
      • • The e-mail, postal address, or fax number of the requester.
    • 12.2.4. If a request is made on behalf of another person, then the requester must submit proof of the capacity in which the requester is making the request to the reasonable satisfaction of the Information Officer.
    • 12.2.5. The requester must state that he/she requires the information in order to exercise or protect a right and clearly state what the nature of the right to be exercised or protected. In addition, the requester must clearly specify why the record is necessary to exercise or protect such a right.
    • 12.2.6. The Company will process the request within 30 days, unless the requester has stated special reasons which would satisfy the Information Officer that circumstances dictate that the above time periods could not be complied with.
    • 12.2.7. The requester will be informed in writing whether access has been granted or denied. If, in addition, the requester requires the reasons for the decision in any other manner, he must state the manner and the particulars so required.
    • 12.2.8. If an individual is unable to complete the prescribed form because of illiteracy or disability, such a person may make the request orally to the Information Officer.
    • 12.2.9. Where applicable, the requester must pay the prescribed fee if applicable, before any further processing can take place.
  • 12.3. Description of the right
    • 12.3.1. Take care to adequately describe the right which you are seeking to protect or enforce by means of the records requested. Please note that the courts have indicated that access to the records must be “necessary” for the exercise or protection of the right so stated.
    • 12.3.2. It is important to note that The Company may refuse you access to the records requested if the right is not clearly defined or where the right you claim to seek to exercise or protect does not qualify as a right as contemplated in the Act.
  • 12.4. Representatives
    • If a request is made on behalf of another person, then the requester must submit proof of the capacity in which the requester is making the request to the reasonable satisfaction of The Company.
  • 12.5. Illiteracy or disability
    • If an individual is unable to complete the prescribed form because of illiteracy or disability, such a person may make the request orally.

13. PRESCRIBED FEES

  • 13.1. The prescribed fees, where applicable, as provided for in paragraph 13.5 below must be paid and proof of payment (e.g. copy of deposit slip) must be submitted following your request.
  • 13.2. The requester will be notified where the Information Officer requires a deposit (calculated from the access fee).
  • 13.3. You must submit proof of payment before your request can be processed.
  • 13.4. If you qualify for exemption of the payment of any fee, please state the reason for exemption.
  • 13.5. The Act provides for two types of fees, namely:
    • • A request fee, which will be a standard fee; and
    • • An access fee, which must be calculated by taking into account reproduction costs, search and preparation time and cost, as well as postal costs.
  • 13.6. The requester, other than a personal requester, must pay the prescribed R50.00 (fifty rand) request fee, following submission of the request and provide a deposit slip as proof of payment which must follow the Request Form.
  • 13.7. If the search for and 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 Company will request you to pay as a deposit the prescribed portion of the access fee which would be payable if the request is granted.
  • 13.8. The Company may withhold a record until the requester has paid the prescribed fee.
  • 13.9. A requester whose request has been granted must pay the applicable 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 arrangements to make it available in the request form.
  • 13.10. You may ask for a refund of the deposit if your request for access is refused.

14. CONSIDERING THE REQUEST

  • 14.1. The Company will have deemed to have received your request when all of the requirements in respect of the Act have been met.
  • 14.2. Subject to the provisions in the Act in respect of extension of time periods, The Company will process the request within 30 days, unless you have stated special reasons which would satisfy The Company that circumstances dictate that the above time periods not be complied with.
  • 14.3. You will be informed in writing whether access has been granted or denied.
  • 14.4. The main grounds for The Company to refuse a request for information relate to the:
    • 14.4.1. mandatory protection of the privacy of a third party who is a natural person, which would involve the unreasonable disclosure of personal information of that natural person;
    • 14.4.2. mandatory protection of the commercial information of a third party, if the record contains:
    • 14.4.3. trade secrets of that third party;
    • 14.4.4. financial, commercial, scientific or technical information which disclosure could likely cause harm to the financial or commercial interests of that third party; and
    • 14.4.5. information disclosed in confidence by a third party to The Company, if the disclosure could put that third party at a disadvantage in negotiations or commercial competition;
    • 14.4.6. mandatory protection of confidential information of third parties if it is protected in terms of any agreement;
    • 14.4.7. mandatory protection of the safety of individuals and the protection of property;
    • 14.4.8. mandatory protection of records which would be regarded as privileged in legal proceedings;
    • 14.4.9. the commercial activities of The Company, which may include:
      • • trade secrets of The Company;
      • • financial, commercial, scientific or technical information which disclosure could likely cause harm to the financial or commercial interests of The Company; and
      • • information which, if disclosed could put The Company at a disadvantage in negotiations or be it commercial competition;
      • • a computer program which is owned by The Company, and which is protected by copyright; and
      • • the research information of The Company or a third party, if its disclosure would disclose the identity of The Company, the researcher or the subject matter of the research and would place the research at a serious disadvantage.

15. DECISION

  • 15.1. The Company will, within 30 days of receipt of the request, decide whether to grant or decline the request and give notice with reasons (if required) to that effect. The Information Officer will take all reasonable steps to find a record that has been requested. If the record cannot be found or does not exist, the Information Officer must notify the Requester by way of affidavit or affirmation that it is not possible to give access to the record. This is deemed to be a refusal of the request. If, however, the record is later found, the Requester must be given access if the request would otherwise have been granted.
  • 15.2. The 30-day period with which The Company has to decide whether to grant or refuse the request, may be extended for a further period of not more than 30 days if the request is for a large number of information records, or the request requires a search for information held at another office of The Company and the information cannot reasonably be obtained within the original 30-day period. Should an extension be given, The Company will notify the Requester in writing and will also provide the procedure involved should the Requester wish to apply to court against the extension.
  • 15.3. If a request is GRANTED:
    • 15.3.1. The notification must state the applicable access fee required to be paid, together with the procedure to be followed should the Requester wish to apply to court against such fee, and the form in which access will be given.
    • 15.3.2. If access is granted, access must be given in the form that is reasonably required by the Requester, or if the Requester has not identified a preference, in a form reasonably determined by the Information Officer.
  • 15.4. If a request is DECLINED:
    • 15.4.1. The notification must include adequate reasons for the decision, together with the relevant provisions of PAIA relied upon and provide the procedure to be followed should the Requester wish to apply to court against the decision. The Information Officer’s failure to respond to the Requester within the 30-day period constitutes a deemed refusal of the request.
    • 15.4.2. Section 59 of PAIA provides that the Information Officer may redact a record and grant access only to that portion which the law does not prohibit access to.
  • 15.5. Grounds for Refusal
    • 15.5.1. The main grounds for The Company to refuse a request for information relates to the:
      • 15.1.1.1. Mandatory protection of the privacy of a third party who is a natural person, which would involve the unreasonable disclosure of personal information of that natural person
      • 15.1.1.2. Mandatory protection of the commercial information of a third party, if the record contains:
        • • trade secrets of that third party
        • • the disclosure of financial, commercial, scientific or technical information which could likely cause harm to the financial or commercial interests of that third party
        • • information disclosed in confidence by a third party to The Company, if the disclosure could put that third party at a disadvantage in negotiations or commercial competition
      • 15.1.1.3. Mandatory protection of confidential information of third parties if it is protected in terms of any agreement
      • 15.1.1.4. Mandatory protection of the safety of individuals and the protection of property
      • 15.1.1.5. Mandatory protection of records which would be regarded as privileged in legal proceedings
      • 15.1.1.6. The research information of The Company or a third party, if its disclosure would place the research at a serious disadvantage
      • 15.1.1.7. The commercial activities of The Company, which may include, without limitation:
        • • trade secrets of The Company
        • • the disclosure of financial, commercial, scientific or technical information which could likely cause harm to the financial or commercial interests of The Company
        • • information which, if disclosed could put The Company at a disadvantage in negotiations or commercial competition
        • • a computer program which is owned by The Company, and which is protected by copyright
    • 15.5.2. Requests for information that are clearly not legitimate, trivial, or nuisance, or which involve an unreasonable diversion of resources must be refused.
    • 15.5.3. Notwithstanding the above, disclosure is mandatory where it would reveal a contravention of or failure to comply with the law, or imminent and serious public safety or environmental risk and the public.

16. REMEDIES AVAILABLE TO REFUSAL OF A REQUEST FOR INFORMATION

  • 16.1. Internal remedies
    • The Company does not have internal appeal procedures. For this reason, the decision made by the Information Officer is final, and Requesters will have to exercise such external remedies at their disposal if the request for information is refused, and the Requester is not satisfied with the answer supplied by the Information Officer.
  • 16.2. External remedies
    • 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 court for relief. Likewise, a third party dissatisfied with the Information Officer’s decision to grant a request for information may, within 30 days of notification of the decision, apply to a court for relief. For purposes of PAIA and POPIA, the courts that have jurisdiction over these applications are the Constitutional Court, the High Court or another court of similar status.

17. AVAILABILITY OF THE MANUAL

  • This manual will be available on the website of the Company at www.ajuda.co.za. Copies of this manual can also be freely obtained at the Company offices at 67 Roscommon Road, Parkview, Gauteng, 2193.
Manual Details Information
Manual Name PAIA Manual
Manual Owner Information Officer
Effective Date 17 September 2024
Last Approved Date 4 September 2025
Approval Information Officer and Board
Last Review Date 7 August 2025
Next Review Date 7 August 2026

18. DISCLAIMER

  • 18.1. This Manual is not exhaustive of, nor does it comprehensively deal with, every procedure provided for in PAIA. Requestors are advised to familiarise themselves with the provisions of PAIA and POPIA before making any requests to the Company in terms of these Acts. However, in terms of PAIA paragraph 19, and POPIA Regulations paragraphs 2 and 3, the Company will provide such assistance as is required in completing the necessary forms, by parties applying for access to information or personal information.
  • 18.2. The Company makes no representation and gives no undertaking or warranty that the information in this Manual or any information provided by it to a requestor is complete or accurate, or that such information is fit for any purpose. All users of any such information use such information entirely at their own risk, and the Company will not be liable for any loss, expense, liability or claims, howsoever arising, resulting from the use of this Manual or of any information provided by the Company or from any error therein.

PRESCRIBED FEES
1. PAIA sets out two (2) types of fees, namely, a request fee and an access fee, that are required to be paid prior to the Company processing the request for access to a record.
2. A personal requestor, that is a requestor who requests access to a record containing personal information about him/herself, is not required to pay the request fee. Any other requestor will be required to pay the request fee.
3. The access fee in respect of the search, preparation and disclosure of records does not apply to the personal record of a requestor.
4. A request fee of R50.00 is payable uA request fee of R50.00 is payable up front where a requestor submits a request for access to information other than for personal information relating to the requestor himself/ herself.
5. Where a copy of the record needs to be posted the actual postal fee is payable.
6. Where the Company receives a request for access to information regarding a person other than the requestor him/herself and the Information Officer is of the opinion that the preparation of the required record will take more than six (6) hours, a deposit of one third (1/3) of the amount of the applicable access fee will be payable.
7. The applicable fees which will be payable upfront are: ITEM RAND Photocopy of A4-size page or part thereof.

The applicable Fee which will be payable upfront are as follows:

ITEM FEE
Photocopy of A4 size or page thereof R1.00
Printed copy of A4 size page or part thereof held on a computer or in electronic machine-readable form R0.75
Copy in computer-readable on stiffy disc R7.50
Copy in computer-readable compact disc R70.00
Transcription of visual images for an A4 size paper or part thereof R40.00
Copy of visual images R60.00
Transcription of an audio record, for an A4 size paper or part thereof R20.00
Copy of an audio record R30.00
Search for and preparation for disclosure, for such hour or part of each hour or part of an hour reasonably required for such search and preparation R30.00
Page 1 of 4
FORM 2

REQUEST FOR ACCESS TO RECORD

[Regulation 7]
NOTE:
1. Proof of identity must be attached by the requester.
2. If requests made on behalf of another person, proof of such authorisation, must be attached to this form.
Mark with an "X"
PERSONAL INFORMATION
Page 2 of 4
PARTICULARS OF RECORD REQUESTED

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.

TYPE OF RECORD

(Mark the applicable box with an "X")

Page 3 of 4
FORM OF ACCESS

(Mark the applicable box with an "X")

MANNER OF ACCESS

(Mark the applicable box with an "X")

Preferred Language

(Note that if the record is not available in the language you prefer, access may be granted in the language in which the record is available)

PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED
Page 4 of 4
FEES

a) A request fee must be paid before the request will be considered.
b) You will be notified of the amount of the access fee to be paid.
c) The fee payable for access to a record depends on the form in which access is required and the reasonable time required to search for and prepare a record.
d) If you qualify for exemption of the payment of any fee, please state the reason for exemption

You will be notified in writing whether your request has been approved or denied and if approved the costs relating to your request, if any. Please indicate your preferred manner of correspondence:

Signature of Requester / person on whose behalf request is made

FOR OFFICIAL USE

Signature of Information Officer

FORM 1

OBJECTION TO THE PROCESSING OF PERSONAL INFORMATION IN
TERMS OF SECTION 11(3) OF THE PROTECTION OF PERSONAL
INFORMATION ACT, 2013 (ACT NO. 4 OF 2013)
REGULATIONS RELATING TO THE PROTECTION OF PERSONAL INFORMATION, 2017

[Regulation 2(1)]
Note:
1. Affidavits or other documentary evidence in support of the objection must be attached.
2. If the space provided for in this Form is inadequate, submit information as an Annexure to this Form and sign each page.
A. DETAILS OF DATA SUBJECT
B. DETAILS OF RESPONSIBLE PARTY
C. REASONS FOR OBJECTION IN TERMS OF SECTION 11(3) OF THE ACT

(Please provide detailed reasons for the objection)

D. SIGN

Signature of data subject / designated person

FORM 2

REQUEST FOR CORRECTION OR DELETION OF PERSONAL INFORMATION OR
DESTROYING OR DELETION OF RECORD OF PERSONAL INFORMATION IN TERMS OF
SECTION 24(1) OF THE PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO. 4 OF 2013)

REGULATIONS RELATING TO THE PROTECTION OF PERSONAL INFORMATION, 2017
[Regulation 3(2)]
Note:
1. Affidavits or other documentary evidence in support of the objection must be attached.
2. If the space provided for in this Form is inadequate, submit information as an Annexure to this Form and sign each page.
Mark the appropriate box with an "x"

Request for:

A. DETAILS OF THE DATA SUBJECT
B. DETAILS OF RESPONSIBLE PARTY
C. INFORMATION TO BE CORRECTED/DELETED
D. SIGN

Signature of data subject / designated person

CONTACT DETAILS

Information Officer: Kegomoditswe Magobe
Email: kego@ajuda.co.za
Physical Address: 67 Roscommon Road, Parkview, Gauteng, 2193
Postal Address: Postnet suite 103, Private bag X782, Bedfordview, Gauteng, 2008

General Information:
Name of private body: Ajuda Health (Pty) Limited
Registration number: 2022/394625/07
Website: www.ajuda.co.za
Email: hello@ajuda.co.za