SERVER WAREHOUSE (PTY)

LIMITED

(Registration Number: 2019/184323/07)

Manual in terms of section 51 of the Promotion of

Access to Information Act, 2 of 2000

Date of Compilation:22/11/08 Date of Revision: 22/11/08

Contents Page

PROMOTION OF ACCESS TO INFORMATION ACT, 2 OF 2000 (THE ACT)

Section 51 Manual of SERVER WAREHOUSE (PTY) LIMITED

(Registration number: 2019/184323/07)

1. Contact particulars

2. Introduction

3. Guide in terms of section 10 of The Act

4. Facilitation of a request for access to information

5. Information available in terms of other applicable legislation

6. Information automatically available

7. Information available in terms of the act - On Request

8. General

9. Requesting Procedures

10. Prescribed Fees

11. Protection of Personal Information Processed

12. Availability of the manual

PROMOTION OF ACCESS TO INFORMATION ACT, 2 OF

2000 (THE ACT)

SECTION 51 MANUAL OF SERVER WAREHOUSE (PTY) LIMITED

(REGISTRATION NUMBER: 2019/184323/07)

Head of business:H.J. van Rooyen                        Information officer: H.J. van Rooyen

Postal Address:Postnet Suite 2020                        Physical Address: 6 Aludra Street

                            X1007                                                                          Midstream Ridge

                            Lyttelton                                                                      Gauteng

                            0140                                                                             1692

Telephone Number:(012) 0125044

E-mail Address:[email protected]

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.

3.1The 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.

3.2Requests 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 section 53 and 54 of the Act.

3.3 Requesters are referred to the Guide in terms of Section 10 which has been compiled by the South African Human

Rights Commission, which will contain information for the purposes of exercising Constitutional Rights. The Guide is

available from the SAHRC. The contact details of the Commission are:

Postal Address:Private Bag 2700, Houghton, 2041

Telephone Number:(+27)11 877 3600

Fax Number:(+27)11 403 0625

Website: www.sahrc.org.za

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 to be completed for submitting a request, are

available from SERVER WAREHOUSE (PTY) LIMITED.

• Basic Conditions of Employment Act 75 of 1997

• Companies Act 71 of 2008

• Consumer Protection Act 68 of 2008

• Compensation for Occupational Injuries and Health Diseases Act 130 of 1993

• Copyright Act 98 of 1978

• Electronic Communications and Transactions Act, 25 of 2002

• Employment Equity Act 55 of 1998

• Financial Intelligence Centre Act 38 of 2001

• Income Tax Act 58 of 1962

• Labour Relations Act 66 of 1995

• National Small Enterprise Act, 102 of 1996

• Occupational Health and Safety Act 85 of 1993

• Prevention and Combatting of Corrupt Activities Act 12 of 2004

• Promotion of Access to Information Act 2 of 2000

• Protection of Businesses Act 99 of 1978

• Protection of Constitutional Democracy against Terrorist and Related Activities Act 33 of 2004

• Protection of Personal Information Act 4 of 2013

• Skills Development Act 97 of 1998

• Statistics Act of 6 of 1999

• Tax Administration Act 28 of 2011

• Unemployment Insurance Act 63 of 2001

• Value Added Tax Act 89 of 1991

• 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

• Licenses

• 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

n/a

A person who wants access to the records must complete the necessary request forms that is available at the offices of

SERVER WAREHOUSE (PTY) LIMITED, or can be accessed on www.justice.gov.za/inforeg. The completed request

form must be sent to the address or fax number provided in this manual and marked for the attention of the Information

Officer.

Please provide sufficient details to enable the company to identify:

a. The record(s) requested

b. The requester (and if an agent is lodging the request, proof of capacity)

c. The form of access required

d. The postal address or fax number of the requester in the Republic

e. If the requester wishes to be informed of the decision in any manner (in addition to written) the manner and particulars

thereof

f. The right which the requester is seeking to exercise or protect with an explanation of the reason the record is required

to exercise or protect the right.

• A requestor 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 requestor may lodge an application with a court against the tender/payment of the request fee and/or deposit

• Records may be withheld until the fees have been paid.

• 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.

SERVER WAREHOUSE (PTY) LIMITED 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, or as a stakeholder.

SERVER WAREHOUSE (PTY) LIMITED has dedicated policies and procedures in place to protect all personal

information collected and processed by us. Please read below for more information on how we collect, process, use and

disclose personal information.

11.1 The purpose of processing of personal information

We process personal information for various reasons, including but not limited to the following:

• Manage customers

• To maintain customer records

• Employment purposes

• 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

11.3 Recipients with whom personal information is shared

In processing your personal information, we may share it within the group of companies or with other third parties.

These include but are not limited to:

• Statutory authorities

• Law enforcement agencies

• Contractors, vendors, or suppliers

• Service providers

11.4 Security measures implemented to protect personal information

We have identified our security risks over the personal information we process in line with the Protection of Personal

Information Act, and we have implemented various security measures to ensure reasonable protection against the risk of

loss, misuse, unauthorised access and disclosure, alteration and destruction of the personal information.

We also take steps to ensure that operators that process personal information on behalf of company name apply adequate

safeguards as outlined above.

11.5 Trans-border flows of personal information

We may transfer to, and store personal information we collect about you, in countries other than South Africa, if the

relevant business transactions or situation requires trans-border processing. These countries may not have the same data

protection laws as South Africa, and in this instance, 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 they are aware of the contents of this PAIA manual and the Privacy

Policy, and do not have any 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) LIMITED shall notify:

a) the Regulator; and

b) the data subject, unless the identity of such data subject cannot be established.

The notification will be made as soon as reasonably possible after the discovery of the compromise, taking into account

the legitimate needs of law enforcement or any measures reasonably necessary to determine the scope of the compromise

and to restore the integrity of the responsible party’s information system.

Copies of the manual are available for inspection, free of charge, at the offices of SERVER WAREHOUSE (PTY)

LIMITED and from the South African Human Rights Commission.