PAIA Manual
1. Contact Particulars
2. Introduction
Server Warehouse (Pty) Ltd was incorporated on 12 April 2019 under registration number 2019/184323/07. The company is engaged in the provision of IT equipment. The company is a private body as defined in the Act.
3. Guide in Terms of Section 10 of the Act
- ›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.
- ›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 sections 53 and 54 of the Act.
- ›Requesters are referred to the Guide in terms of Section 10, compiled by the South African Human Rights Commission (SAHRC), which contains information for exercising Constitutional Rights.
4. Facilitation of a Request for Access to Information
Information which is not readily available as indicated in this manual may be requested in accordance with the procedure prescribed in terms of the Act. Copies of the prescribed forms are available from Server Warehouse (Pty) Ltd.
A person who wants access to records must complete the necessary request forms, available at our offices or at www.inforegulator.org.za. The completed request form must be sent to the address provided in this manual, marked for the attention of the Information Officer.
Please provide sufficient details to enable the company to identify:
- ›The record(s) requested
- ›The requester (and if an agent is lodging the request, proof of capacity)
- ›The form of access required
- ›The postal address or fax number of the requester in the Republic
- ›If the requester wishes to be informed of the decision in any manner (in addition to written), the manner and particulars thereof
- ›The right which the requester is seeking to exercise or protect, with an explanation of the reason the record is required
5. Information Available in Terms of Other Applicable Legislation
6. Information Automatically Available
Marketing & Communication
- ›Newsletters
- ›Pricelists
- ›Marketing and Promotional Material
Statutory Business Records
- ›Certificate of Incorporation
- ›Certificate to Commence Business
- ›Memorandum of Incorporation
- ›Register of Directors and Officers
- ›Register of Directors Shareholding
- ›Resolutions
- ›Minute Books
Accounting Records
- ›Annual financial statements and working papers
- ›General ledger
- ›Subsidiary ledgers (receivables, payables, etc.)
- ›Bank statements, cheque books, cheques
- ›Customer and supplier statements and invoices
- ›Cash books and petty cash books
- ›Tax returns and assessments
- ›VAT returns
- ›Lease or instalment sale agreements
- ›Auditor's reports
Information Technology
- ›Hardware
- ›Licences
- ›Systems support, programming and development
- ›Operating systems
- ›Software packages
- ›Telephone exchange equipment
- ›Telephone lines, leased lines and data lines
Legal, Agreements and Contracts
- ›Agreements with contractors, suppliers and clients
- ›Complaints, pleadings, briefs and other documents pertaining to actual, pending or threatened litigation, arbitration or investigation
- ›Contracts, including lease agreements and finance agreements
- ›Sale agreements
Personnel Records
- ›Health and safety records
- ›IRP 5 and IT 3 certificates
- ›Payroll
- ›Policies and procedures
- ›Salary and wage registers
- ›UIF, PAYE and SDL returns
- ›Workmen's Compensation Documents
7. Information Available in Terms of the Act — On Request
Not applicable.
8. General
Server Warehouse (Pty) Ltd is committed to protecting the privacy of personal information of our data subjects. The information you share with us as a data subject allows us to provide you with the best experience with our products and services.
9. Requesting Procedures
- ›A requester is required to pay the prescribed fees before a request will be processed.
- ›If the preparation of the record requested requires more than the prescribed hours (six), a deposit shall be paid of not more than one third of the access fee which would be payable if the request were granted.
- ›A requester may lodge an application with a court against the tender or payment of the request fee and/or deposit.
- ›Records may be withheld until the fees have been paid.
10. Prescribed Fees
The fee structure is available on the website of the South African Human Rights Commission at www.sahrc.org.za and as an appendix to this manual.
11. Protection of Personal Information Processed
Server Warehouse (Pty) Ltd has dedicated policies and procedures in place to protect all personal information collected and processed by us.
11.1 Purpose of Processing Personal Information
We process personal information for various reasons including but not limited to:
- ›Manage customers and maintain customer records
- ›Employment and training purposes
- ›General administration
- ›Financial and tax purposes
- ›Health and safety purposes
- ›To transact with our suppliers
- ›To improve the quality of our products and services
- ›To help us detect and prevent fraud and money laundering under FICA
- ›To help us recover debts
- ›Marketing purposes
11.2 Data Subject Categories and Personal Information Processed
| Data Subject | Personal Information Processed |
|---|---|
| Business Partners | Physical address · Telephone number |
| Customers | Email address · Location information · Online identifier · Physical address · Telephone number |
| Employees | Age · Colour · Criminal history (alleged offences and proceedings) · Disability · Email address · Education history · Employment history · Financial history · Gender · ID number · Language and birth · Location information · Marital status · Physical address · Race · Telephone number |
| Prospective Employees | Email address · Gender · ID number · Language and birth · Location information · Marital status · Physical address · Telephone number |
| Suppliers | Email address · Location information · Physical address · Telephone number |
11.3 Recipients with Whom Personal Information Is Shared
In processing your personal information, we may share it with other parties. These include but are not limited to:
- ›Statutory authorities
- ›Law enforcement agencies
- ›Contractors, vendors, or suppliers
- ›Service providers
11.4 Security Measures
We have identified our security risks over personal information we process and have implemented various measures to ensure reasonable protection against loss, misuse, unauthorised access, disclosure, alteration and destruction. We also take steps to ensure that operators processing personal information on our behalf apply adequate safeguards.
11.5 Trans-Border Flows of Personal Information
We may transfer and store personal information in countries other than South Africa if the relevant business transactions require trans-border processing. These countries may not have the same data protection laws as South Africa. In such instances, we will only transfer the information if we have consent from you, or it is necessary for the performance or conclusion of a contract between us.
11.6 Personal Information Received from Third Parties
When we receive personal information from a third party on behalf of a data subject, we require confirmation that they have written consent from the data subject, that the data subject is aware of the contents of this PAIA manual and the Privacy Policy, and has no objection to our processing their information in accordance with this policy.
Where information on third parties is provided by a data subject, or a third party provides information on a data subject, that information may be taken into account with other personal information.
11.7 Data Breaches
Where there are reasonable grounds to believe that the personal information of a data subject has been accessed or acquired by any unauthorised person, Server Warehouse (Pty) Ltd shall notify:
- ›The Information Regulator; and
- ›The data subject, unless the identity of such data subject cannot be established.
Notification will be made as soon as reasonably possible after discovery of the compromise, taking into account the legitimate needs of law enforcement and any measures reasonably necessary to determine the scope of the compromise and restore the integrity of the responsible party's information system.
12. Availability of the Manual
Copies of this manual are available for inspection, free of charge, at the offices of Server Warehouse (Pty) Ltd and from the South African Human Rights Commission.