Access to Information Manual As required by Section 51 of the Promotion to Access of Information Act No. 2 of 2000 ( “ P R O AT I A” )

Hero Strategic Marketing (Pty) Ltd (“The Company”) 1 INTRODUCTION

H E R O S T R ATEG IC MARKETING ( P TY ) LT D | CAPE TOWN & JOHANNESBURG 4T H F L O O R , ICON BUILDING , LOW ER L ONG ST REET, CAPE TOWN, 8001 | PO BOX 7 1 5 2 , R OG G EB A A I 8 0 1 2 | TEL : 0 2 1 4 0 3 1 9 0 0 | FA X: 0 8 6 5 2 8 2 0 0 7 | i nf o @he ro . c o . z a | w w w.h e r o .co .z a D I R E C T O R S: J J H BURTON , AJ S H ALL , DC L OCKHART, DT PATHER, HJ SONN, CF SO NN

R EG I S TR ATI ON NU M B ER : 2 0 1 2 /0 1 9 3 7 3 /0 7

1 INTRODUCTION T h e o b j e c t o f P R O AT I A i s t o g i v e y o u a c c e s s t o t h e r e c o r d s o f t h e C o m p a n y u n d e r c e r t a i n circumstances. P R O AT I A s e e k s t o p r o m o t e a s o c i e t y i n w h i c h y o u h a v e a c c e s s t o i n f o r m a t i o n t o e n a b l e y o u t o e x e r c i s e a n d p r o t e c t y o u r r i g h t s , a n d t o p r o m o t e a c u l t u r e o f t r a n s p a r e n c y a n d a c c o u n t a b i l i t y. S e c t i o n 5 1 o f P R O AT I A r e q u i r e s a l l p r i v a t e b o d i e s t o c o m p i l e a m a n u a l c o n t a i n i n g v a r i o u s i n f o r m a t i o n e l e m e n t s i n c l u d i n g t h e C o m p a n y d e t a i l s , a d e s c r i p t i o n o f t h e r e c o r d s o f t h e C o m p a n y, as well as the means by which a record may be accessed. The Company is a private body and therefore this manual has been compiled in terms of, and in o r d e r t o c o m p l y w i t h , S e c t i o n 5 1 o f P R O AT I A . 2 I N F O R M AT I O N R E Q U I R E D U N D E R S E C T I O N 5 1 ( 1 ) ( A ) O F T H E A C T R o b e r t A n t h o n y L o v e i s t h e a p p o i n t e d I n f o r m a t i o n O f f i c e r f o r t h e C o m p a n y. Registration Number

2012/019373/07

Postal Address

PO Box 7152 Roggebaai 8012

Street Address

4th Floor Icon Building Lower Long Street C a p e To w n 8001

Te l . N o .

021 403 1900

Fax. No.

086 528 2997

General email address for the Company

[email protected]

Email address for the heads of the Company

[email protected]

3 DESCRIPTION OF GUIDE REFERRED TO IN SECTION 10: SECTION 51(1)(B) A G u i d e h a s b e e n c o m p i l e d i n t e r m s o f S e c t i o n 1 0 o f PA I A b y t h e H u m a n R i g h t s C o m m i s s i o n . I t c o n t a i n s i n f o r m a t i o n r e q u i r e d b y a p e r s o n w i s h i n g t o e x e r c i s e a n y r i g h t , c o n t e m p l a t e d b y PA I A . It is available in all of the official languages. The Guide is available for inspection, inter alia, at the office of the offices of the Human Rights C o m m i s s i o n a t 2 n d F l o o r, B r a a m p a r k F o r u m 3 , 3 3 H o o f d S t r e e t , B r a a m f o n t e i n a n d o n i t s w e b s i t e a t w w w. s a h r c . o r g . z a .

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4 T H E L AT E S T N O T I C E I N T E R M S O F S E C T I O N 5 2 ( 2 ) ( I F A N Y ) : At this stage no notice(s) has/have been published on the categories of records that are a u t o m a t i c a l l y a v a i l a b l e w i t h o u t a p e r s o n h a v i n g t o r e q u e s t a c c e s s i n t e r m s o f PA I A . 5 R E C O R D S A V A I L A B L E I N T E R M S O F O T H E R L E G I S L AT I O N : S E C T I O N 5 1 ( 1 ) ( D ) Records available in terms of other legislation are as follows: • Labour Relations Act 66 of 1995 • Employment Equity Act 55 of 1998 • Basic Conditions of Employment Act 75 of 1997 • Compensation for Occupational Injuries and Disease Act 130 of 1993 • Companies Act 61 of 1973 • Unemployment Insurance Act 63 of 2001 • V a l u e A d d e d Ta x A c t 8 9 o f 1 9 9 1 • I n c o m e Ta x A c t 5 8 o f 1 9 6 2 • Skills Development Act 9 of 1999 Please note that the above list of legislation is not exhaustive. 6 S U B J E C T S A N D C AT E G O R I E S O F R E C O R D S H E L D B Y T H E C O M PA N Y : S E C T I O N 5 1 ( 1 ) ( E ) 6 . 1 C O M PA N I E S A C T R E C O R D S • • • • •

Documents of incorporation Memorandum and Articles of Association Minutes of Board of Directors meetings Records relating to the appointment of directors/auditor/secretary/public officer and other officers Share Register and other statutory registers

6.2 FINANCIAL RECORDS • • • • • • • • • •

Annual Financial Statements Ta x R e t u r n s Accounting Records Banking Records Bank Statements Paid Cheques Electronic banking records Asset Registeree Rental Agreements Invoices

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6 . 3 I N C O M E TA X R E C O R D S • • • •

P AY E R e c o r d s Documents issued to employees for income tax purposes Records of payments made to SARS on behalf of employees All other statutory compliances: • V AT • Regional Services Levies • Skills Development Levies • UIF • W o r k m e n ’s C o m p e n s a t i o n

6.4 PERSONNEL DOCUMENTS AND RECORDS • • • • • • • • • • •

Employment contracts Employment Equity Plan (if applicable) Medical Aid records Pension Fund records Disciplinary records Salary records S E TA r e c o r d s Disciplinary code Leave records Tr a i n i n g r e c o r d s Tr a i n i n g M a n u a l s

7 D E TA I L S O N H O W T O M A K E A R E Q U E S T F O R A C C E S S – S E C T I O N 5 1 ( E ) The requester must complete the Request for Access Form (Appendix B) and submit this form – t o g e t h e r w i t h a r e q u e s t f e e – t o t h e h e a d o f t h e C o m p a n y. T h e f o r m m u s t b e s u b m i t t e d t o t h e h e a d o f t h e C o m p a n y a t h i s / h e r a d d r e s s , f a x n u m b e r, o r electronic mail address The form must: • • • • •

•

provide sufficient particulars to enable the head of the Company to identify the record/s requested and to identify the requester indicate which form of access is required specify a postal address or fax number of the requester in the Republic identify the right that the requester is seeking to exercise or protect, and provide an explanation of why the requested record is required for the exercise or protection of that right i f i n a d d i t i o n t o a w r i t t e n r e p l y, t h e r e q u e s t e r w i s h e s t o b e i n f o r m e d o f t h e d e c i s i o n o n t h e r e q u e s t i n a n y o t h e r m a n n e r, t o s t a t e t h a t m a n n e r a n d t h e n e c e s s a r y p a r t i c u l a r s t o b e i n f o r m e d in the other manner if the request is made on behalf of another person, to submit proof of the capacity in which the requester is making the request, to the reasonable satisfaction of the head of the Company

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8 DECISION REGARDING THE REQUEST P R O AT I A p r o v i d e s f o r n u m e r o u s g r o u n d s u p o n w h i c h t h e c o m p a n y m a y r e f u s e t o g r a n t y o u a c c e s s t o a r e c o r d o f t h e C o m p a n y. T h e s e g r o u n d s f o r r e f u s a l a r e t o p r o t e c t : • • • • • •

the privacy of another person commercial information of another company confidential information of another person the safety of individuals and property records privileged from production in legal proceedings research information

Yo u w i l l b e n o t i f i e d i n w r i t i n g w h e t h e r y o u r r e q u e s t h a s b e e n a p p r o v e d o r d e n i e d w i t h i n 3 0 c a l e n d a r days after receipt by the Company of the completed Request for Access Form. Should any record of the Company requested by you not be found or not exist, the Company will, by way of affidavit, notify you that it is not possible to give access to that particular record. 9 ACCESS TO RECORDS If your request for access to records of the company is approved, access will be provided in the form as the Company reasonably determines, unless you have requested access in a specific form. 10 FEES Section 52(3) states that fees payable for access to records are to be prescribed. The prescribed f e e s a r e a s s e t o u t i n t h e Fe e S c h e d u l e w h i c h i s a v a i l a b l e a t w w w. s a h r c . o r g . z a , a s u m m a r y o f w h i c h is attached to this manual marked Annexure C. 1 1 F R E Q U E N T LY A S K E D Q U E S T I O N S Who may request access to a record? Any person including a department of state and a person acting on behalf of another person.

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ANNEXURE A D E S C R I P T I O N O F R E C O R D S TA B L E

C AT E G O R I E S O F R E C O R D S O N E A C H S U B J E C T

FORM HELD

AVA I L A B I L I T Y

Company Incorporation Documents

Physical

Automatically available

Names of Members

Physical

Automatically available

Salaries of Members

Physical

Not automatically available

Financial statements

Physical

Ye s , i n a c c o r d a n c e w i t h t h e Companies Act

Documents relating to taxation of the company

Physical

Not automatically available

Financial Agreements

Physical

Not automatically available

Banking Details

Physical

Automatically available.

Insurance Policies held by the Company

Physical

Not automatically available

Register of all immovable property owned by the company

Physical

Not automatically available

List of Employees

Physical

Not automatically available

Personal information of employees

Physical

Not automatically available

Employee contracts of employment

Physical

Not automatically available

Pension Funds & Provident Fund

Physical

Not automatically available

Salaries of Employees

Physical

Not automatically available

Leave records

Physical

Not automatically available

Internal relating to employees and the company

Physical

Not automatically available

External relating to clients and other third parties

Physical

Automatically available

1 . C O M PA N Y S E C R E TA R I A L R E C O R D S

2 . F I N A N C I A L R E C O R D S O F T H E C O M PA N Y

3 . I N S U R A N C E O F C O M PA N Y

4. EMPLOYEES

5 . C O M PA N Y P O L I C I E S A N D D I R E C T I V E S

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6. AGREEMENTS OR CONTRACTS Standard Agreements

Physical

Not automatically available

Contracts concluded with customers

Physical

Not automatically available

NDA's

Physical

Not automatically available

Letters of Intent, MOU's

Physical

Not automatically available

T h i r d p a r t y c o n t r a c t s ( s u c h a s J V a g r e e m e n t s , VA R Agreements, etc.)

Physical

Not automatically available

Office management contracts

Physical

Not automatically available

Supplier contracts

Physical

Not automatically available

Physical

Not automatically available

External Newsletters and Circulars

physical

Automatically available

Internal Newsletters and Circulars

physical

Not automatically available

Information on the company published by third parties

physical

Not automatically available

Customer Details

physical

Not automatically available

Contact details of individuals within customers

physical

Not automatically available

Communications with customers

physical

Not automatically available

Books

Physical

Not automatically available

Newsletters and journals articles

physical

Not automatically available

Magazines

Physical

Not automatically available

Newspaper articles

Physical

Not automatically available

7 . R E G U L AT O R Y Permits, Licences or Authorities 8 . P U B L I S H E D I N F O R M AT I O N

9 . C U S T O M E R I N F O R M AT I O N

1 0 . R E F E R E N C E M AT E R I A L S

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ANNEXURE B REQUEST FOR ACCESS FORM (FORM C) REQUEST 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]

R E Q U E S T F O R A C C E S S F O R M ( I N T E R M S O F T H E P R O M O T I O N O F A C C E S S T O I N F O R M AT I O N A C T ) N A M E O F T H E C O M PA N Y T O W H O M T H E R E Q U E S T I S M A D E

[Insert full name of company] PA R T I C U L A R S O F P E R S O N R E Q U E S T I N G A C C E S S T O I N F O R M AT I O N

Surname

First names

Identity number

E-mail address

Telephone no.

Facsimile no.

Postal address PA R T I C U L A R S O F P E R S O N O N W H O S E B E H A L F R E Q U E S T I S M A D E ( I F A P P L I C A B L E )

Surname

First names

Identity number

E-mail address

Telephone no.

Facsimile no.

Postal address PA R T I C U L A R S O F R E C O R D S R E Q U E S T E D

REFERENCE (if applicable)

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FORM OF ACCESS TO RECORD

NOTES: The particulars of the person who requests access to the record must be given. a) The address and/or fax number in the Republic to which the information is to be sent must be given. b) Proof of the capacity in which the request is made, if applicable, must be attached. c) Compliance with your request in the specified form may depend on the form in which the record is available. d) Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form. e) The fee payable for access to the record, if any, will be determined partly by the form in which access is requested. f) 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. g) If the provided space is inadequate, please continue on a separate folio and attach it to this form. h) The requester must sign all the additional folios. (Mark the appropriate shaded box with an X.) 1. IF THE RECORD IS IN WRITTEN OR PRINTED FORM:

copy of record*

Inspection of record

2. IF THE 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 images*

3 . I F T H E R E C O R D C O N S I S T S O F R E C O R D E D W O R D S O R I N F O R M AT I O N W H I C H C A N B E REPRODUCED IN SOUND:

listen to the soundtrack

Transcription of soundtrack*(written or printed)

4 . I F R E C O R D I S H E L D O N C O M P U T E R O R I N A N E L E C T R O N I C O R M A C H I N E - R E A DA B L E F O R M :

printed copy of record

printed copy of information derived from the record*

copy in computer readable form* (flash drive or compact disc)

* If you requested a copy or transcription of a record (above), do you wish the copy or transactions to be posted to you?

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YES

N0

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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 above, state your disability and indicate in which form the record is required. Disability: Form in which record is required: PA R T I C U L A R S O F R I G H T T O B E E X E R C I S E D O R P R O T E C T E D

E X P L A N AT I O N O F W H Y R E C O R D I S R E Q U I R E D F O R E X E R C I S E O R P R O T E C T I O N O F ABOVEMENTIONED RIGHT

NOTICE OF DECISION REGARDING REQUEST FOR ACCESS

You will be notified in writing whether your 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. FEES

(a) A request for access to a record, other than a 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. (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. S I G N AT U R E

Signed at

Date

Signature of the Requester

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ANNEXURE C FEES REQUEST 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}

F E E S C H E D U L E ( E X C L U D I N G V AT ) FEES FOR REPRODUCTION

For every photocopy of an A4 page or part thereof

R1.10

For every printed copy of an A4 page or part thereof held on a computer or in electronic or machine-readable form

R0.75

For a copy in a computer readable form on flash drive

R75.00

For a copy in a computer-readable form on compact disc

R70.00

For a transcription of visual images per A4 page or part thereof

R40.00

For a copy of visual images

R60.00

For a transcription of an audio record per A4 page or part thereof

R20.00

For a copy of an audio record

R30.00

REQUEST FEE

For a person requesting access to information other than a personal requester i.e. a requester seeking access to a record containing personal information about the requester.

R50.00

SEARCH FEE

Per hour or part thereof required to search for and prepare the record for disclosure.

R30.00

DEPOSIT

A deposit of one third of the access fee is payable as a deposit if the search for a record requires more than six hours. One third of the access fee is payable as a deposit by the requester P O S TA L F E E

The actual postal fee is payable when a copy of a record must be posted to a requester NOTICE OF INTERNAL APPEAL

Notice of an internal appeal, as contemplated in section 75(1) of the Act, must be lodged in the form of the Request for Access Form.

R50.00

The appeal fee payable in respect of the lodging of an internal appeal by a requester against the refusal of his or her request for access, as contemplated in section 75(3) (a) of the Act

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