Access to information manual
We respect your right of access to information. This manual will help you (the requester of information) to exercise that right and help you know how you may get access to our records. The Promotion to Access of Information Act 2 of 2000 as amended from time to time (known as PAIA) requires us to draft and make this manual available to you.
- Know what types of information we have.
- Know how to request access to it.
We are Yumbi (Pty) Ltd, we are a global software platform geared to meet the online ordering and customer-engagement needs of retail food outlets. This is our ‘Access to Information Manual’. PAIA requires the information officer of a private body to compile a manual that contains information on the records it holds. A ‘private body’ means a natural person, company or other type of juristic entity that carries on any trade, business or profession and includes a political party. We are a private body.
2. Our details
Our details are as follows:
- Company name: Yumbi (Pty) Ltd
- Registration number: 2013/118566/07
- Postal address: Postnet Suite 109 Private Bag X02, Glenashley, Kwa-Zulu Natal, 4022, South Africa
- Physical address: Suite 12 & 13, Section No. 201 Beacon Rock, 21 Lighthouse Road, Umhlanga, KZN, 4319
- Phone number: 031 940 0536
- Information officer: Chris Sweidan
- Information officer email: firstname.lastname@example.org
- Contact email: email@example.com
- Website: www.yumbi.com
3. Further guidance
For further guidance, contact the Information Regulator. They have compiled a PAIA guide in each official language of South Africa on how to exercise your rights under PAIA.
The Information Regulator’s contact details are as follows:
- Postal address: P.O Box 3153, Braamfontein, Johannesburg, 2017
- Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
- Phone number: 010 023 5200
- Website: www.inforegulator.org.za
- General e-mail: firstname.lastname@example.org
- Complaints email: PAIAComplaints@inforegulator.org.za
4. Records automatically available
We make some records automatically available to you on our website. You can visit our website for more information.
5. Records we hold to function
We hold the following subjects and categories of records in electronic or physical format, which we do not make automatically available. You may request access to them.
Company records are all our records related to the incorporation and administration of our company.
- Records relating to appointment of directors, auditor, secretary, public officer, or other officers
- Share register and other statutory registers
- Other statutory records
Documents that have economic value to the business.
- Operational records
- Published works
- Internal correspondence
- Product records
Our records related to our finances.
- Financial statements
- Tax returns
- Other documents relating to tax
- Accounting records
- Auditor reports
- Banking records
- Bank statements
- Asset register
- Financial agreements
Our records related to our insurable assets.
- Insurance policies we hold
- Records of insurance claims
Income tax records
Our records related to our income tax obligations.
- PAYE Records
- Corporate tax records
- Customs tax
- Documents issued to employees for income tax purposes
- Records of payments made to SARS on behalf of employees
- VAT records
- Skills Development Levies
- Workmen’s Compensation
Our records about anyone who works for us, provides services to us, or provides services on our behalf and who we remunerate. This includes our employees, contractors, and other personnel.
- List of employees
- Employee personal information
- Employee employment contracts
- Employment applications and appointment letters
- Employment policies and procedures
- Medical records
- Salaries or wages of employees
- Leave records
- Internal evaluations and performance records
- Disciplinary records
- Disciplinary codes
- Training records
- Operating manuals
- Personal records provided by personnel
- Other statutory records
- Related correspondence
Policies and directives
Both internal and external documents.
- Internal: relating to employees and the organisation
- External: relating to customers and other third parties
- Information technology systems and documents
Agreements or contracts
Both the documents themselves and all related documents.
- Standard agreements
- Contracts concluded with customers
- Letters of intent, MOUs
- Third party contracts (such as JV agreements, VAR agreements, etc.)
- Office management contracts
- Bond agreements
- Rental agreements
- Supplier or service contracts
Any documents required to comply with any laws.
Any document that we prepare and produce.
- Internal newsletters and circulars
- Information on the company published by third parties
Any information about anyone that we provide goods or services to, including our customers, leads, or prospects.
- Customer details
- Contact details of individuals within customers
- Communications with customers
- Sales records
- Transactional information
- Marketing records
Any sources of information that we contribute to.
- Newsletters and journals articles
6. Records we hold to comply with the law
We hold records that all organisations are required by law to hold. We also hold records that the law specifically requires organisations like ours to retain. Please ask our information officer for details.
7. How you can request access
We have appointed our information officer to deal with all matters relating to PAIA so we can comply with our PAIA obligations. To request access to a record, please complete Form 2.
Please submit the completed form (together with the relevant request fee we explain below) to our information officer’s email address. Please ensure that the completed form:
- has enough information for the information officer to identify you, the requested records, and which form of access you require;
- specifies your email address, postal address, or fax number;
- describes the right that you seek to exercise or protect;
- explains why you need the requested record to exercise or protect that right;
- provides any other way you would like to be informed of our decision other than in writing; and
- provides proof of the capacity in which you are making the request if you are making it on behalf of someone else (we will decide whether this proof is satisfactory).
If you do not use the standard form we may:
- reject the request due to lack of procedural compliance;
- refuse it if you do not provide sufficient information; or
- delay it.
8. How we will give you access
We will evaluate and consider all requests to us in terms of PAIA. If we approve your request for access to our records, we will decide how to provide access to you – unless you have asked for access in a specific form. Publication of this manual does not give rise to any rights to access information records, except in terms of PAIA.
9. How much it will cost you
When submitting your request, you must pay us a request fee as the law prescribes. You must pay us the prescribed fees before we give you access.
You will receive a notice from our information officer upon your request, setting out the application procedure.
If we grant the request, you will have to pay us a further access fee the law prescribes that includes a fee for the time it takes us to handle your request, or if the time has exceeded the prescribed hours to search and prepare the record for disclosure.
Our information officer will notify you if you need to pay a deposit for the access fee. The deposit may be up to one third of the prescribed access fee. The access fee will provide for:
- the costs of making the record, or transcribing the record,
- a postal fee (if applicable), and
- the reasonable time we need to search for the record and prepare the record for you.
If you paid the deposit and we refused your request, we will refund you the deposit amount. Until you have paid the fees, we may withhold the record you requested.
10. Grounds for us to refuse access
We may have to refuse you access to certain records in terms of PAIA 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.
Our decision on giving you access
We will notify you in writing whether your request has been approved or denied within 30 calendar days after receiving your request. If we cannot find the record you asked for or it does not exist, we will notify you by way of affidavit that it is not possible to give access to that record.
11. Remedies available if we refuse to give you access
If we deny your request for access, you may:
- apply to a court with appropriate jurisdiction, or
- complain to the Information Regulator,
for the necessary relief within 180 calendar days of us notifying you of our decision.
12. How we process and protect personal information
13. Availability of this Manual
This manual is available in English in electronic format on our website and in physical format at the reception of our company offices.
14. Updates to this Manual
We will update this manual whenever we make material changes to it.