SYNCHRAMED (PTY) LTD

MANUAL PREPARED IN TERMS OF SECTION 51 OF
THE PROMOTION OF ACCESS TO INFORMATION ACT (ACT 2 OF 2000)

  1. INFORMATION REQUIRED UNDER SECTION 51(1) (a) OF THE ACT1
  2. DESCRIPTION OF GUIDE REFERRED TO IN SECTION 102
  3. RECORDS AVAILABLE IN TERMS OF OTHER LEGISLATION2
  4. RECORDS AUTOMATICALLY AVAILABLE2
  5. SUBJECTS AND CATEGORIES OF RECORDS HELD BY SYNCHRAMED2
  6. PURPOSE OF PROCESSING OF PERSONAL INFORMATION4
  7. DATA SUBJECTS CATEGORIES AND THEIR PERSONAL INFORMATION5
  8. PLANNED RECIPIENTS OF PERSONAL INFORMATION5
  9. PLANNED TRANS-BORDER FLOWS OF PERSONAL INFORMATION5
  10. SECURITY MEASURES TO PROTECT PERSONAL INFORMATION5
  11. DETAIL ON HOW TO MAKE A REQUEST FOR ACCESS5
  12. AVAILABILITY OF THE MANUAL6
  13. FEES IN RESPECT OF PRIVATE BODIES7

1 – INFORMATION REQUIRED UNDER SECTION 51(1) (a) OF THE ACT

Designated Head of Synchramed (Pty) Ltd: Mozel van Niekerk
Postal Address of Synchramed (Pty) Ltd: PO Box PO Box 87737, Houghton, 2041

Street Address of Synchramed (Pty) Ltd: 17 Baker Street, Blend on Baker Building, 3rd Floor, Rosebank, 2186

Tel. No of Synchramed (Pty) Ltd: 010 493 3705
Fax. No of Synchramed (Pty) Ltd: N/A
E- Mail address of Synchramed (Pty) Ltd: support@synchramed.co.za
Person delegated to deal with requests (for “the designated head”): Mozel van Niekerk E-mail address of the delegated designated head: mozel.van.niekerk@synchramed.co.za

2 – DESCRIPTION OF GUIDE REFERRED TO IN SECTION 10

A Guide has been compiled in terms of Section 10 of PAIA by the South African Human Rights Commission (SAHRC). It contains information required by a person wishing to exercise any right, contemplated by PAIA. It is available in all of the official languages.

The Guide is available for inspection, inter alia, at the office of the offices of the Information Regulator South Africa, inter alia, at JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001:

Postal Address:

P.O Box 31533, Braamfontein, Johannesburg, 2017

Tel Number:

010 023 5200

Email:

PAIACompliance@inforegulator.org.za

3 – RECORDS AVAILABLE IN TERMS OF OTHER LEGISLATION

Records available in terms of other legislation are as follows:

Basic Conditions of Employment Act No. 75 of 1997
Companies Act No 71 of 2008 and Applicable Regulations
Community Schemes Ombud Service Act 9 of 2011
Compensation for Occupational Injuries and Health Diseases Act No. 130 of 1993 Income Tax Act No 58 of 1962
Labour Relations Act No 66 of 1995
National Health Act 61 of 2003
Occupational Health and Safety Act No. 85 of 1993 Promotion of Access to Information Act No.2 of 2000 Protection of Personal Information Act 4 of 2013
South African Revenue Services Act 34 of 1997
Skills Development Act of 1998
Skills Development Levies Act No 9 of 1999 Unemployment Insurance Act No. 63 of 2001 Unemployment Insurance Contributions Act No 4 of 2002

4 – RECORDS AUTOMATICALLY AVAILABLE

No notice has been submitted by the practice to the Minister of Justice and Constitutional Development regarding the categories of records, which are available without a person having to request access in terms of Section 52(2) of PAIA. However, the information on the website of the business is automatically available without having to request access in terms of PAIA.

5 – SUBJECTS AND CATEGORIES OF RECORDS HELD BY SYNCHRAMED

The subjects on which the private body holds records and the categories on each subject in terms of Section 51(1)(e) are as listed below. Please note that a requester is not automatically allowed access to these records and that access to them may be refused in accordance with Sections 62 to 69 of the Act:

5.1 – COMPANIES ACT RECORDS

  • All Title Deeds.
  • Documents of Incorporation;
  • Index of names of members of the Estate.
  • Memorandum of Incorporation;
  • Minutes of meeting of the Committee Meetings.
  • Minutes of meetings of Annual General Meetings and Special General Meetings.
  • Proxy forms
  • Register of owners.
  • Register of Committee Members.
  • Special resolutions/Resolutions passed at General and Special Meetings.

Records relating to the appointment of:

  • Auditors;
  • Committee Members;
  • Chairman;
  • Public Officer;
  • Administrator;

2 – FINANCIAL RECORDS

  • Accounting Records
  • Annual Financial Reports;
  • Annual Financial Statements
  • Asset Registers;
  • Bank Statements
  • Banking details and bank accounts;
  • Banking Records
  • Debtors / Creditors statements and invoices;
  •   General ledgers and subsidiary ledgers;
  • General reconciliation;
  • Invoices;
  • Policies and procedures;
  • Rental Agreements; and
  • Tax Returns.

3 – 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
    • CSOS Levies
    • Skills Development Levies o UIF
    • Workmen’s Compensation

4 – PERSONNEL DOCUMENTS AND RECORDS

  • Accident books and records;
  • Address Lists;
  • Disciplinary Code and Records;
  • Employee benefits arrangements rules and records;
  • Employment Contracts;
  • Employment Equity Plan
  • Forms and Applications;
  • Grievance Procedures;
  • Leave Records;
  • Medical Aid Records;
  • Payroll reports/ Wage register;
  • Safety, Health and Environmental records;
  • Salary Records;
  • Standard letters and notices

5 – Risk Management and Audit

  • Audit reports;
  • Risk management frameworks; and
  • Risk management plans.

6 – SAFETY, HEALTH AND ENVIRONMENT

  • Complete Safety, Health and Environment Risk Assessment
  • Environmental Managements Plans
  • Inquiries, inspections, examinations by environmental authorities

7 – IT DEPARTMENT

  • Computer / mobile device usage policy documentation;
  • Disaster recovery plans;
  • Hardware asset registers;
  • Information security policies/standards/procedures;
  • Information technology systems and user manuals
  • Information usage policy documentation;
  • Project implementation plans;
  • Software licensing; and
  • System documentation and manuals.

6 – PURPOSE OF PROCESSING OF PERSONAL INFORMATION

  • To support the administration of residents
  • To support the administrators of visitors
  • To support the administration of contractors
  • To support the administration of suppliers
  • To support the administration of staff
  • To support engagement with suppliers
  • To support engagement with the general public

7 – DATA SUBJECTS CATEGORIES AND THEIR PERSONAL INFORMATION

Customers: record of customers life cycle
Suppliers: record of supplier life cycle
Employees: record of employee life cycle

8 – PLANNED RECIPIENTS OF PERSONAL INFORMATION

Statutory authorities
Law enforcement
Tax authorities
Financial institutions

9 – PLANNED TRANS-BORDER FLOWS OF PERSONAL INFORMATION

Please recipient names if there are any

10 – SECURITY MEASURES TO PROTECT PERSONAL INFORMATION

Physical security measures
Cyber security measures
Training in information security
Policies in information security

11 – DETAIL ON HOW TO MAKE A REQUEST FOR ACCESS

11.1 PAIA FORM 02: REQUEST FOR ACCESS TO RECORD OF PRIVATE BODY

In terms of Section 53 (1) of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000) [Regulation (7), Form 02 should be used to request access to a record held by a Public or Private body in terms of PAIA. Form 02 can be downloaded from the Information Regulator website under Documents/Forms. It can also be downloaded using the link below.

Form 02: Request for Access to Record:

Please note: Do not use Form 02 for personal information requests (Data Subject Requests). The appropriate form for these requests is described in point 14.2 below.

11.2 – POPIA FORM 2: REQUEST FOR CORRECTION OR DELETION OF PERSONAL INFORMATION OR DESTROYING OR DELETION OF RECORD OF PERSONAL INFORMATION IN TERMS OF SECTION 24 (1) OF THE PROTECTION OF PERSONAL INFORMATION ACT, 2013 (ACT NO. 4 OF 2013)

In terms of the Protection of Personal Information Act of 2013, Section 24 and the Regulations relating to the Protection of Personal information, 2017, [Regulation 3(2)] Form 2 should be used to raise requests for the correction or deletion of personal information, or destroying or deletion of record of personal information. Form 2 is available on the Information Regulator website under Documents/Forms. It can be downloaded using the link below:

Form 2: Request for Correction or Deletion of Personal Information or Destroying or Deletion of Record of Personal Information

POPIA Forms

Synchramed (Pty) Ltd has the right to reject any request for information submitted in terms of Sections 62 to 70 of Chapter 4 of the PAIA Act.

12 AVAILABILITY OF THE MANUAL

This manual is available for inspection at the office of Synchramed (Pty) Ltd free of charge.

Signature of Designated Head of the Private Body

Name of Designated Head of the Private Body

(Note: each page should be initialled to complete the signing process).
Date of signature

Publication date of this manual: 21/07/2022
Next revision date of this document: 20/06/2023

13 FEES IN RESPECT OF PRIVATE BODIES

The following is a breakdown of the fees structure for the purposes of determining the manner in which fees relating to a request for access to a record of a private body are to be calculated:

Part III of Regulation 187 published in the Government Gazette on the 15 February 2002:

  1. The fee for a copy of the manual as contemplated in regulation 9(2)(c) is R1,10 for every photocopy of an A4-size page or part thereof.
  2. The fees for reproduction referred to in regulation 11(1) are as follows:
    1. (a) For every photocopy of an A4-size page or part thereof R1,10
    2. (b) For every printed copy of an A4-size page or part thereof held on a computer or inelectronic or machine readable form R0, 75
    3. (c) For a copy in a computer-readable form on – (i) stiffy disc R 7, 50; (ii) compact disc R 70,00
    4. (d) (i) For a transcription of visual images, for an A4-size page or part thereof R 40,00,(ii) For a copy of visual images R 60,00
    5. (e) (i) For a transcription of an audio record, for an A4-size page or part thereof R20,00; (ii) For a copy of an audio record R 30,00
  3.  The request fee payable by a requester, other than a personal requester, referred to in Regulation 11(2) is R50,00.
  4. The access fees payable by a requester referred to in Regulation 11(3) are as follows:
    1. a) For every photocopy of an A4-size page or part thereof R 1,10;
    2. b)  For every printed copy of an A4-size page or part; thereof held on a computer or in electronic or machine-readable form R 0,75;
    3. c)  For a copy in a computer-readable form on – (i) stiffy disc R 7,50; (ii) compact disc R 70,00
    4. d)  (i) For a transcription of visual images, for an A4-size page or part thereof R 40,00; (ii) For a copy of visual images R 60,00
    5. e)  (i) For a transcription of an audio record, for an A4-size page or part thereof R 20,00; (ii) For a copy of an audio record R 30,00
    6. f)  To search for and prepare the record for disclosure, R30,00; for each hour or part of an hour reasonably required for such search and preparation.

  5. For purposes of section 54(2) of the Act, the following applies:

    (a) Six hours as the hours to be exceeded before a deposit is payable; and

    (b) one third of the access fee is payable as a deposit by the requester.

  6. The actual postage is payable when a copy of a record must be posted to a requester.
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