Floor Inc holds information on various topics and you may have an interest in such information. The Promotion of Access to Information Act 2 of 2000 (“PAIA”) provides that any person is entitled to access information provided they fulfil the requirements to access information as outlined in PAIA.

The purpose of this Information Manual is to explain what information Floor Inc holds and how you can obtain access to such information.

HOW TO REQUEST ACCESS TO A RECORD

Your request to obtain access to a record must comply with the formal requirements as described on the application form. The application form is available in English and Afrikaans from the Information Officer.

The records that are kept by Floor Inc fall within the following categories:

No records are available from Floor Inc without prior request.

Floor Inc holds records in terms of at least the following legislation: Companies Act, Income Tax Act, Value Added Tax Act and Attorneys Act. If the particular act so provides you may apply in terms of those provisions to obtain access to such records.

You need to complete the application form and send it together with proof of payment of the Access Fee to the Information Officer at the address given in paragraph 10 below. Upon receipt of your request the Information Officer will respond to you within 30 (thirty) days.

If your request is granted, you will have to pay the applicable Search-, Reproduction- and Postage Fees as described in paragraph 6. The extent of such fees will depend on the nature of your request but you have to pay these fees before the required record will be given to you.

Floor Inc may refuse your request if the application is incomplete or not in the prescribed format.

You need to pay the following fees to obtain access to a record:

• A non refundable Request Fee of R50,00 (fifty rand) when lodging the request;
• The following Reproduction Fees to copy the required records:
  • R1,10 for each A4 photocopy;
  • R0,75 for each A4 printed page;
  • R7,50 for each stiffy on which information is provided and R70,00 for each CD;
  • R40,00 per page for transcriptions of images;
  • R60,00 per copy of visual images;
  • R20,00 per page for transcriptions of audio records, and;
  • R30,00 per for each copy of an audio record.
• Access Fees as contemplated in section 54(7) of PAIA similar to the Reproduction Fees;
• A Search Fee of R30,00 per hour where we need to search for the record, and;
• The actual Postage Fee if we must post the record to you.

Please note that we may require in certain circumstances that you pay a deposit prior to us compiling the information you requested into a transferable format.

Please note that Floor Inc may in certain circumstances refuse to grant access to a record. The grounds for refusal are regulated by sections 62 to 70 of PAIA and include the protection of:

• An individual’s privacy;
• Someone else’s commercial information;
• Confidential information of third parties;
• Safety of individuals or protection of property;
• Privileged information, or;
• Commercial information of Floor Inc.

If your request for access to a record held by Floor Inc is refused, you have the right to approach the court within 30 (thirty) days for an order to set the Information Officer’s decision aside or other appropriate relief.

The South African Human Rights Commission has to publish a Guide explaining how to obtain access to information. (Note: This Manual has not yet been published)

This guide should be available on the Human Rights Commission’s website (www.sahrc.org.za), from their Information Officer ( 011 484 8300) or by e-mail (paia@sahrc.org.za).

• Information Officer: Jos Floor
• Postal Address: P.O. Box 6008 , Uniedal, 7612
• Physical Address: 30 Techno Road, Stellenbosch, 7600
• Telephone number: (021) 880 1714
• Fax Number: (021) 880 2807
• E-mail: Contact Form
• Web: www.informationlaw.co.za