PROMOTION OF ACCESS TO INFORMATION ACT MANUAL

TABLE OF CONTENTS

WHO ARE WE.. 1
ABOUT THIS MANUAL. 2
WHO CAN YOU CONTACT FOR ASSISTANCE?. 2
FURTHER GUIDANCE FROM THE INFORMATION REGULATOR.. 2
RECORDS WE MAKE AVAILABLE AUTOMATICALLY.. 3
RECORDS WE REQUIRE TO DO OUR BUSINESS. 3
RECORDS THAT WE ARE REQUIRED TO HOLD BY LAW… 6
HOW DO YOU REQUEST ACCESS TO RECORDS?. 8
HOW DO WE GIVE YOU ACCESS?. 9
HOW MUCH WILL THE RECORDS COST?. 9
WHEN CAN WE REFUSE YOU ACCESS TO A RECORD?. 10
WHAT CAN YOU DO IF WE REFUSE TO GIVE YOU ACCESS TO A RECORD?. 11
HOW DO WE PROCESS AND PROTECT PERSONAL INFORMATION?. 11

1. WHO ARE WE

We are SOUL Private Collection, an hotel management and marketing company with an exclusive range of boutique villas and guesthouses that are strategically located in the most beautiful regions of South Africa.

Business name: SOUL Private Collection (Pty) Ltd, a private company with limited liability registered in South Africa with registration number 2021/919775/07

Physical address: 2 Gordon Street, Gardens, Cape Town, Western Cape, South Africa, 8001

Directors: Rainer Hartmut Spekowius

Phone number: +27 87 138 8575

Website: www.soulprivatecollection.com

Email address: info@soulprivatecollection.com

2. ABOUT THIS MANUAL

We respect your right of access to information. This manual will help you to exercise that right to get access to some of our records. This manual has been made available in compliance with Section 51 of the Promotion to Access of Information Act 2 of 2000 (generally referred to as “PAIA”).

This manual is available on our website or a hard copy can be obtained at our premises.

3. WHO CAN YOU CONTACT FOR ASSISTANCE?

If you need to access our information or records, you can contact our Information Officer:

Name: Gaspard Bossut

Address: 2 Gordon Street, Gardens, Cape Town, 8001

Phone number: +27 87 138 8575

Website: www.soulprivatecollection.com

Email address: it@soulprivatecollection.com

4. FURTHER GUIDANCE FROM THE INFORMATION REGULATOR

If you require additional guidance regarding PAIA and exercising your rights, you can contact the Information Regulator or read the Information Regulator’s PAIA guide in each official language at: https://www.justice.gov.za/inforeg/docs.html.

The Information Regulator’s details:

Website: www.inforegulator.org.za

Postal address: PO Box 3153, Braamfontein, Johannesburg, 2017

Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001

Phone number: 010 023 5200

Lodge a complaint: paiacomplaints@inforegulator.co.za

General Enquiries: enquiries@inforegulator.org.za

5. RECORDS WE MAKE AVAILABLE AUTOMATICALLY

These are records that we make available automatically without you needing to request access to them in terms of PAIA.

Records:	Access:
Directors’ names	www.bizportal.gov.za
Other incorporation documents	www.bizportal.gov.za
Banking details	Request via e-mail
Information on our website	www.soulprivatecollection.com
Brochures	Request via e-mail

6. RECORDS WE REQUIRE TO DO OUR BUSINESS

We hold certain categories of records in electronic or physical format. We do not make these records available automatically. You may request access to these documents in terms of PAIA:

Categories:	Description of categories:
Statutory records	Company incorporation documents Share register Memorandum of Incorporation Resolutions Minutes of meetings of the board of directors Records relating to the appointment of directors, auditors, and other officers
Income tax	Pay-as-you-earn (PAYE) records Documents issued to employees for income tax purposes Records of payments made to South African Revenue Services on behalf of employees Tax returns All or any statutory compliance Value Added Tax Skills Development Levy documents Unemployment Insurance Fund
Labour relations records	COIDA documents and records Personnel documents and records Employment contracts Medical aid records Pension Fund records Disciplinary records Salary records Disciplinary code and/or procedures Leave records Training records Training manuals Address lists Internal telephone lists
Finance	Receipts and payments Bank statements A list of the company’s debtors and creditors Budgets Management accounts Asset registers Invoices Salaries Minutes of meetings Correspondence
Risk and compliance	Contracts Policies and procedures Risk assessment Compliance records Insurance policies POPIA compliance documents
Other	IT usage statistics and equipment details Supplier lists Secretarial records Media releases and public relation events records
Customer information	Customer details Contact details of existing and prospective customers Communication and correspondence with customers Sales records Transactional information and marketing records

7. RECORDS THAT WE ARE REQUIRED TO HOLD BY LAW

We keep certain legislative records that we are required to keep by law. You can request that we provide you with these records. We keep the following legislative records:

Records:	Access:
Communications and IT	Electronic Communications Act 36 of 2005 Electronic Communications and Transactions Act 25 of 2002 Regulation of Interception of Communications and Provision of Communication related Information Act 70 of 2002 Cybercrimes Act 19 of 2020
Compliance and Corporate Governance	Companies Act 71 of 2008 Competition Act 89 of 1998
Copyright, Intellectual Property and Trademarks	Copyright Act 98 of 1978 Intellectual Property Laws Amendment Act 38 of 1997 Intellectual Property Laws Amendment Act 28 of 2013 Trade Marks Act 194 of 1993
Finance	Income Tax Act 58 of 1962 Insolvency Act 24 of 1936 National Credit Act 34 of 2005 Tax Administration Act 28 of 2011 Value Added Tax Act 89 of 1991
General	Consumer Protection Act 68 of 2008 Prescription Act 18 of 1943 Promotion of Equality and Prevention of Unfair Discrimination Act 4 of 2000 Promotion of Access to Information Act, No 2 of 2000 Protection of Personal Information Act 4 of 2013
Human Resources	Basic Conditions of Employment Act 75 of 1997 Broad Based Black Economic Empowerment Act 53 of 2003 Compensation for Occupational Injuries and Disease Act 130 of 1993 Employment Equity Act 55 of 1998 Labour Relations Act 66 of 1995 Occupational Health and Safety Act 85 of 1993 Protected Disclosures Act 26 of 2000 Skills Development Act 97 of 1998 Skills Development Levies Act 9 of 1999 Unemployment Insurance Act 63 of 2001 Unemployment Insurance Contributions Act 4 of 2002

8. HOW DO YOU REQUEST ACCESS TO RECORDS?

Our Information Officer has been appointed to deal with all PAIA related matters. To request access to a record, please complete Form 2 (available at https://www.justice.gov.za/inforeg/docs/forms/InfoRegSA-PAIA-Form02-Reg7.pdf) and submit the form and the request fee to our Information Officer via email, or by submitting it at our physical address.

The completed form must include the following:

it must have enough information for our Information Officer to identify you, the records you request, and the form of access you require;

your email address, postal address, or fax number must be included;

you must describe the right you want to exercise or protect and why you need the requested record to exercise your right;

provide any other way you would like to be informed of our decision to provide the record or not other than in writing; and

it must provide proof of the capacity in which you are making the request if you are doing it on behalf of someone else.

If you do not use the standard form or if you do not provide enough information, we may reject or delay the request.

9. HOW DO WE GIVE YOU ACCESS?

We evaluate and consider all requests we receive. If we approve it, we will decide the form of access we will provide unless you have requested the record in a specific form.

10. HOW MUCH WILL THE RECORDS COST?

PAIA allows us to charge a request and access fee. You must pay us the prescribed fees before we give you access to the records. On your request, our Information Officer will notify you of the application procedure.

Description	Amount
Request fee, payable by every requester	R140.00
Photocopy or printed black & white copy for every A4 page	R2.00 per page or part of the page
Printed copy of A4-size page	R2.00 per page or part of the page
For a copy in a computer-readable form on a flash drive (provided by the requester)	R40.00
For a copy of visual images	This service will be outsourced. The fee will depend on the quotation from the service provider.
For a transcription of an audio record, per A4-size page	R24.00
For each hour or part of an hour (excluding the first hour) reasonably required to search for, and prepare the record for disclosure The search and preparation fee cannot exceed	R145.00 R435.00
Deposit: if the search exceeds 6 hours	One-third of the amount per request. It is calculated in terms of items 2 to 8 above.
Postage, email or any other electronic transfer	Actual expense, if any.

11. WHEN CAN WE REFUSE YOU ACCESS TO A RECORD?

We may refuse to provide you access to certain records to protect:

someone else’s privacy;

another company’s commercial information;

someone else’s confidential information;

research information;

the safety of individuals and property; or

records privileged from production in legal proceedings.

We will let you know if your request has been approved or denied with our reason within 30 calendar days after receiving your request. If we cannot find the record or if it does not exist, we will notify you that it is not possible to give access to that record by affidavit.

12. WHAT CAN YOU DO IF WE REFUSE TO GIVE YOU ACCESS TO A RECORD?

If we refuse to give you access you may apply to a court with jurisdiction or lodge a complaint with the Information Regulator at PAIAComplaints@inforegulator.org.za.

13. HOW DO WE PROCESS AND PROTECT PERSONAL INFORMATION?

We process various forms of personal information for various business purposes. Please refer to our Privacy Policy of ask our information officer for a copy if you want to know more.