Access to Information

ACCESS TO INFORMATION MANUAL

Sure Holdings (Pty) Ltd Group

The group includes the following private companies:

Sure Holdings (Pty) Ltd – 2000/023872/06

Sure Travel (Pty) Ltd – 1990/005392/07

Sure Online (Pty) Ltd – 2000/010055/07

MANUAL PREPARED IN ACCORDANCE WITH SECTION 51 OF THE PROMOTION OF ACCESS TO INFORMATION ACT, NR. 2 OF 2000

1. INTRODUCTION

The aim of the manual is to assist potential requestors as to the procedure to be followed when requesting access to information / documents from Sure Holdings (Pty) Ltd Group as contemplated in terms of the Act.
The manual may be amended from time to time and as soon as any amendments have been finalised, the latest version of the manual will be made public.
Any requestor is advised to contact Vanya Lessing should he / she require any assistance in respect of the utilization of this manual and / or the requesting of information/documents from Sure Holdings (Pty) Ltd Group.
The following words will bear the following meaning in this manual:-
“the Act” shall mean the Promotion of Access to Information Act, Nr. 2 of 2000, together with all relevant regulations published;
“the / this manual” shall mean this manual together with all annexure thereto as available at the offices of Sure Holdings (Pty) Ltd Group from time to time;
“Sure Holdings (Pty) Ltd Group” shall mean Sure Holdings (Pty) Ltd (Holding company), Sure Travel (Pty) Ltd (Leisure travel management consortium), Sure Corporate Travel (Pty) Ltd (Corporate travel management consortium), Sure Online (Pty) Ltd (Ticketing consultant), Agent Points ST (Pty) Ltd (Rewards program), structured as a private companies;“SAHRC” shall mean the South African Human Rights Commission. “Information Officer” Vanya Lessing has been appointed as the Information Officer of Sure Holdings (Pty) Ltd Group to which requests for information in terms of the Act should be addressed.

2. CONTACT DETAILS (Section 51(1) (a) of the Act)

Name of body:	Sure Holdings (Pty) Ltd Group
Appointed Information Officer:	Vanya Lessing
Postal address:	PO Box 6106
	Roggebaai
	8012
Telephone:	021 410 5700
E-mail:	[email protected]
Website address:	www.suretravel.co.za

3. GUIDE IN TERMS OF SECTION 10 OF THE ACT (Section 51(1) (b) of the Act)

In terms of Section 10 of the Act, a guide will be compiled by the South African Human Rights Commission containing such information as may be required by a person who wishes to exercise any right contemplated in the Act. The guide will be made available in all official languages by the SAHRC and is obtainable from the SAHRC.

Contact details of the South African Human Rights Commission are as follows:

PAIA Unit:

The Research and Documentation Department
Private Bag 2700
HOUGHTON
2041
Telephone: +27 11 877 3642
Fax: +27 11 403 0668
Website: www.sahrc.org.za
E-mail: [email protected]

4. NOTICE(S) IN TERMS OF SECTION 52(2) OF THE ACT (Section 51(1) (c) of the Act)

At this stage no notice(s) has / have been published.

5. INFORMATION / DOCUMENTS AVAILABLE IN ACCORDANCE WITH OTHER LEGISLATION (Section 51(1) (d) of the Act)

Sure Holdings (Pty) Ltd Group keeps information / documents in accordance with the following legislation (please note that this is not an exhaustive list):

Labour Relations Act 66 of 1995
Employment Equity Act 55 of 1998
Basic Conditions of Employment Act 75 of 1997
Compensation of Occupational Injuries and Disease Act 130 of 1993
Companies Act 61 of 1973
Unemployment Insurance Act 63 of 2001
Value Added Tax Act 89 of 1991
Income Tax Act 58 of 1962
Skills Development Act 9 of 1999
Financial Advisory and Intermediary Services Act 37 of 2002
Stock Exchanges Control Act 1985
Financial markets Control Act 1989

6. DOCUMENTS / INFORMATION HELD BY SURE HOLDINGS (PTY) LTD GROUP IN TERMS OF THE ACT (Section 51(1)(e) of the Act)

Sure Holdings (Pty) Ltd Group holds the information / documents listed herein below:

COMPANIES ACT RECORDS

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

FINANCIAL RECORDS

Annual Financial Statements
Tax Returns
Accounting Records
Banking Records
Bank Statements
Paid Cheques
Electronic banking records
Asset Register
Rental Agreements
Invoices

INCOME TAX RECORDS

PAYE Records
Documents issued to employees for income tax purposes
Records of payments made to SARS on behalf of employees
All other statutory compliances:

VAT
Regional Services Levies
Skills Development Levies
UIF
Workmen’s Compensation

PERSONNEL DOCUMENTS AND RECORDS

Employment contracts
Medical Aid records
Pension Fund records
Disciplinary records
Salary records
SETA records
Disciplinary code
Leave records
Training records
Training Manuals

7. OTHER INFORMATION (Section 51(1) (f) of the Act)

The Minister of Justice and Constitutional Development has to date not published any regulations in terms of this Section.

8. AVAILABILITY OF THE MANUAL (Section 51(3) of the Act)

8.1 This manual is available for inspection at the offices of Sure Holdings (Pty) Ltd Group, free of charge.

8.2 Copies of the manual may be obtained, subject to the prescribed fees, at the offices of Sure Holdings (Pty) Ltd Group.

8.3 The manual can also be accessed on the websites of the SAHRC (www.sahrc.org.za) and Sure Holdings (Pty) Ltd Group (www.suretravel.co.za) and will be published in the Government Gazette.

8.4 It should be noted that the manual accessible on the website of the SAHRC and in the Government Gazette, does not include the request forms or fee structure. The request forms and fee structure can be obtained on the SAHRC website (www.sahrc.org.za) or the website of the Department of Justice and Constitutional Development (www.doj.gov.za) (under “regulations”).

DETAIL ON HOW TO MAKE A REQUEST FOR ACCESS – SECTION 51(e)

• The requester must complete Form 2 and submit this form together with a request fee, to the information officer of the private body.
• The form must be submitted to the information officer of the private body at his/her address, fax number, or electronic mail address.
• The form must:

Provide sufficient particulars to enable the information officer of the private body 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,

If in addition to a written reply, the requester wishes to be informed of the decision on the request in any other manner, to state that manner and the necessary particulars to be informed 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 information officer of the private body.

Fees payable by requester

The applicable fees are available on Form 3.

FORM 2

REQUEST FOR ACCESS TO RECORD

[Regulation 7]

NOTE:

Proof of identity must be attached by the requester.
If requests made on behalf of another person, proof of such authorisation, must be attached to this form.

TO: The Information Officer

E-mail address: [email protected]_______________________________________

Mark with an "X"

Request is made in my own name

Request is made on behalf of another person.

PERSONAL INFORMATION
Full Names
Identity Number
Capacity in which request is made (when made on behalf of another person)
Postal Address
Street Address
E-mail Address
Contact Numbers	Tel. (B):	Facsimile:
Contact Numbers	Cellular:
Full names of person on whose behalf request is made (if applicable):
Identity Number
Postal Address
Street Address
E-mail Address
Contact Numbers	Tel. (B)	Facsimile
Contact Numbers	Cellular
PARTICULARS OF RECORD REQUESTED 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. ( If the provided space is inadequate, please continue on a separate page and attach it to this form. All additional pages must be signed.)
Description of record or relevant part of the record:




Reference number, if available
Any further particulars of record




TYPE OF RECORD (Mark the applicable box with an "X")
Record is in written or printed form
Record comprises virtual images (this includes photographs, slides, video recordings, c omputer-generated images, sketches, etc)
Record consists of recorded words or information which can be reproduced in sound
Record is held on a computer or in an electronic, or machine-readable form

FORM OF ACCESS (Mark the applicable box with an "X")
Printed copy of record (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form)
Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc)
Transcription of soundtrack (written or printed document)
Copy of record on flash drive (including virtual images and soundtracks)
Copy of record on compact disc drive (including virtual images and soundtracks)
Copy of record saved on cloud storage server

MANNER OF ACCESS (Mark the applicable box with an "X")
Personal inspection of record at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form)
Postal services to postal address
Postal services to street address
Courier service to street address
Facsimile of information in written or printed format (including transcriptions)
E-mail of information (including soundtracks if possible)
Cloud share/file transfer
Preferred language (Note that if the record is not available in the language you prefer, access may be granted in the language in which the record is available)

PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED I f the provided space is inadequate, please continue on a separate page and attach it to this Form. The requester must sign all the additional pages.
Indicate which right is to be exercised or protected


Explain why the record requested is required for the exercise or protection of the aforementioned right:

FEES
A request fee must be paid before the request will be considered. You will be notified of the amount of the accessfee to be paid. 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. If you qualify for exemption of the payment of any fee, please state the reason for exemption
Reason

You will be notified in writing whether your request has been approved or denied and if approved the costs relating to your request, if any. Please indicate your preferred manner of correspondence:

Postal address	Facsimile	Electronic communication (Please specify)

Signed at___________________ this _____________ day of _______________20___________

Signature of Requester / person on whose behalf request is made.

--------------------------------------------------------------------------------------------------------------------------------------------

FOR OFFICIAL USE

Reference number:
Request received by: (State Rank, Name And Surname of Information Officer)
Date received:
Access fees:
Deposit (if any):

____________________________________

Signature of Information Officer

FORM 3

OUTCOME OF REQUEST AND OF FEES PAYABLE

[Regulation 8]

Note:

If your request is granted the—
1. amount of the deposit, (if any), is payable before your request is processed; and
2. requested record/portion of the record will only be released once proof of full payment is received.
Please use the reference number hereunder in all future correspondence.

TO:

_____________________________

Reference number:

_____________________________

Your request dated ___________________, refers.

1. You requested:

Personal inspection of information at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form) is free of charge. You are required to make an appointment for the inspection of the information and to bring this Form with you. If you then require any form of reproduction of the information, you will be liable for the fees prescribed in Annexure B.

2. You requested:

Printed copies of the information (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form)
Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc)
Transcription of soundtrack (written or printed document)
Copy of information on flash drive (including virtual images and soundtracks)
Copy of information on compact disc drive (including virtual images and soundtracks)
Copy of record saved on cloud storage server

3 . To be submitted:

Postal services to postal address
Postal services to street address
Courier service to street address
Facsimile of information in written or printed format (including transcriptions)
E-mail of information (including soundtracks if possible)
Cloud share/file transfer
Preferred language: (Note that if the record is not available in the language you prefer, access may be granted in the language in which the record is available)

Kindly note that your request has been

	Approved
	Denied, for the following reasons:

4. Fees payable with regards to your request:

Item	Cost per A4-size page or part thereof/item	Number of pages/items	Total
Photocopy
Printed copy
For a copy in a computer-readable form on: (i) Flash drive • To be provided by requestor (ii) Compact disc • If provided by requestor • If provided to the requestor	R40.00 R40.00 R60.00
For a transcription of visual images per A4-size page	Service to be outsourced. Will depend on the quotation of the service provider
Copy of visual images
Transcription of an audio record, per A4-size	R24.00
Copy of an audio record (i) Flash drive • To be provided by requestor (ii) Compact disc • If provided by requestor • If provided to the requestor	R40.00 R40.00 R60. 00
Postage, e-mail or any other electronic transfer:	Actual costs
Total

5. Deposit payable (if search exceeds six hours):

Yes

Hours of search

Amount of deposit (calculated on one third of total amount per request)

The amount must be paid into the following Bank account:

Name of Bank:	_________________________________________
Name of account holder:	_________________________________________
Type of account:	_________________________________________
Account number:	_________________________________________
Branch Code:	_________________________________________
Reference Nr:	_________________________________________
Submit proof of payment to:	_________________________________________
Signed at___________________ this _____________ day of _______________20___________ _________________________________ Information officer

What are you looking for

Access to Information

FORM 2

REQUEST FOR ACCESS TO RECORD