PAIA Manual
Promotion of Access to Information Act Manual prepared in accordance with Section 51 of the Act
Chapter Zero Southern Africa strives for transparency and trust when it comes to engagement with our stakeholders and the public at large. This manual has been prepared in accordance with section 51 of the Promotion of Access to Information Act 2 of 2000.
1. Functions and Structure
1.1 Functions
Chapter Zero Southern Africa acts in the public interest to equip and mobilize governing bodies to address Climate and Just Transition. The purpose of Chapter Zero South Africa is to build a community of Southern African non-executive directors and equip them to lead critical boardroom discussions on the impacts of, and response to climate change.
1.2 Structures
Chapter Zero South Africa consists of the following roles and structures:
- Patrons
- Board
- Volunteers
2. Contact Details
Chief Executive Officer: Mark Kaplan(who is also the organisation's information officer)
3. Access
This manual is published on the organisation's website at chapterzerosouthernafrica.org or alternatively, a copy can be requested from the information officer (see contact details in section 2).
4. Guide to the PAIA and POPI Acts
Guides to the PAIA and POPI Acts can be obtained, and queries directed to:
4.1 PAIA Queries
South African Human Rights Commission
Promotion of Access to Information Act Unit
Research and Documentation Department
Private Bag 2700, Houghton (2041)
29 Princess of Wales Terrace
Cnr York and St Andrews Street
Parktown, JOHANNESBURG
4.2 POPIA Queries
JD House, 27 Stiemens Street
Braamfontein, Johannesburg, 2001
P.O Box 31533
Braamfontein, Johannesburg, 2017
Complaints:complaints.IR@justice.gov.za
Enquiries:inforeg@justice.gov.za
5. Our Records
The following is a broad description of records available. This list is not exhaustive and may be amended from time to time. Further information can be found in the organisation's Privacy Policy which can be accessed from the website's footer banner or by contacting the information officer.
5.1 Events
Examples of the details the organisation collects to provide an Event:
Additional details that could be collected include: Job title, Company, Industry, Gender, Date of birth
5.2 Online
Examples of information collected from online activities:
5.3 Third Parties
The organization makes use of third parties, such as institutions, associations, and technology providers, which may provide additional information:
6. Processing of Personal Information
Please refer to the organisation's Privacy Policy for further details. The Privacy Policy is accessible on the website's footer banner or by contacting the information officer (see contact details in section 2).
7. Procedure for Requesting Access to Records
If a requester requests access to a record, referred to in paragraph 4 above, the requester must complete the request form included at the end of this manual.
7.1 Request Form
The requester must:
- Complete the form as included in the Government Gazette (Govt. Notice R187 of 15 February 2002 Form A) as provided here: www.justice.gov.za/forms/form_paia.htm
- Indicate whether the request is for a copy of the record or perusal of the record at the offices of the organisation.
7.2 Information Provision Form
A requester may request access in a particular form, provided that it does not unreasonably interfere with effective administration, is not detrimental to preservation, or infringe copyrights.
7.3 Language
The requester must indicate whether the requested record is preferred in a particular language.
7.4 Address
The requester must indicate the postal address in the Republic of South Africa.
7.5 Method
If the requester wants to be informed of the decision in any manner other than written, they must indicate it in the request.
7.6 Intercedent
If submitting on behalf of someone else, proof of capacity must be submitted.
7.7 Disability
If a requester is illiterate or disabled and cannot submit a written request, the request may be made orally.
8. Fees
There are two types of fees to be paid in terms of the PAIA, namely: the request fee, and the access fee.
8.1 A requester who seeks access to a record containing own personal information (a “personal requester”) is not required to pay the request fee.
8.2 Every other requester, who is not a personal requester, must pay the required fee.
8.3 The information officer will inform the requester by notice, requiring the requester to pay the prescribed fee before further processing the request.
8.4 If the search requires more time than normally needs, the information officer will inform the requester to pay a deposit of one third of the access fee.
8.9 The “request fee” payable by a requester, other than a personal requester, is R50.
8.10 Fees for Reproduction and Access
| Item | Fee Range |
|---|---|
| Photocopy of A4-size page | R1 - R10 |
| Printed copy from computer/electronic form | R0 - R75 |
| Compact disc | R70 |
| Transcription of visual images (per A4 page) | R40 |
| Copy of visual images | R60 |
| Transcription of audio record (per A4 page) | R20 |
| Copy of audio record | R30 |
| Search for record (per hour) | R30 |
8.12 Exemptions from Access Fees
Persons exempted from paying access fees:
- A single person whose annual income does not exceed R14,712.00
- Married persons or a person and his/her life partner whose annual income does not exceed R27,192.00
9. Remedies
The organisation does not have internal appeal procedures regarding PAIA and POPI Act requests. As such, the decision made by the duly authorised persons in section 2, is final. If a request is denied, the requestor is entitled to apply to a court with appropriate jurisdiction, or the Information Regulator for relief.