PAIA manual & POPIA notice

This manual was prepared in accordance with Section 51 of the Promotion of Access to Information Act, No 2 of 2000 (as amended) in respect of Diagnostics For U Pty Ltd, registration number 2019/223113/07. Last updated: 18 October 2023.

Diagnostics For U Pty Ltd conducts business as a Retail and Digital Store.

The Promotion of Access to Information Act, No 2 of 2000 (“PAIA”) gives effect to the constitutional right of access to any information held by another person that is required for the exercise or protection of any rights. Where a request is made, the body is not obliged to release the information, except where the Act expressly provides that it may or must be released.

Section 9 of the Act recognises that this right is subject to justifiable limitations, including the reasonable protection of privacy, commercial confidentiality, and effective, efficient and good governance.

This manual helps you to check which records of Diagnostics For U Pty Ltd are available without a formal request; understand how to request access to a record; find the Information Officer's contact details; find the Information Regulator's Guide on how to use PAIA; and understand how and why we process personal information, who it may be supplied to, and how we keep it secure.

• Information Officer: Byron Jones
• Deputy Information Officer: N/A
• Name of private body: Diagnostics For U Pty Ltd
• Registration no: 2019/223113/07
• Postal & physical address: Unit 8, Reserve 4, CNR Kruispad & Capricorn Way, Brackenfell, 7560
• Telephone: 087 265 7906
• Email: byron@diagnosticsforu.co.za
• Website: www.diagnosticsforu.co.za

The Information Regulator has, in terms of Section 10(1) of PAIA, updated and made available a Guide on how to use PAIA and POPIA. It is available in each of the official languages and in braille.

The Guide can be obtained from the Information Regulator's website (inforegulator.org.za), or inspected at the Regulator's offices. A copy is also available from our Information Officer on request.

Records are available on request only, subject to the procedure and grounds of refusal below.

• Human resources: HR policies and procedures, advertised positions, employee records, UIF, PAYE, SDL and VAT records
• Clients: quotations and invoices
• Suppliers: quotations, invoices and reseller contracts

Records are kept in accordance with applicable legislation, including the Companies Act 71 of 2008, PAIA, the Labour Relations Act 66 of 1995, Basic Conditions of Employment Act 75 of 1997, Employment Equity Act 55 of 1998, Electronic Communications and Transactions Act, Broad-Based Black Economic Empowerment Act 53 of 2003, COIDA 130 of 1993, Unemployment Insurance Act 63 of 2001, Value Added Tax Act 89 of 1991, Skills Development Act 97 of 1998, Skills Development Levies Act 9 of 1999, Income Tax Act 58 of 1962, Protection of Personal Information Act 4 of 2013 and Occupational Health and Safety Act 85 of 1993 — including subsequent amendments.

We only process personal information for these purposes:

• Employees — employment contracts, payroll, SARS, Department of Labour, UIF/WCC
• Customers — quotations, invoicing, delivery, collections, returns, and SARS compliance
• Suppliers — reseller agreements, purchases, collections, and SARS compliance

Categories of information we may process:

• Customers / clients: names, address, contact details, registration numbers, VAT numbers, identity numbers and bank details
• Suppliers: names, registration number, VAT numbers, address, contact details, product details and bank details
• Employees: names, address, qualifications, gender and race, banking details, tax numbers, identity numbers, contact details, next of kin, medical certificates and copy of driver's licence

Recipients to whom personal information may be supplied: N/A. Planned transborder flows of personal information: N/A.

Security measures: company POPI information security policies, password protection on all company devices, multi-factor authentication, and POPI training for key staff members.

You may ask to see, correct or delete your information, or object to marketing, by contacting the Information Officer. You may also complain to the Information Regulator (inforegulator.org.za).

Records may be accessed by request only once the prerequisites for access in terms of the Act have been met, including payment of the prescribed request fee and any deposit.

Complete the prescribed Form 2 (Request for Access to Record) and submit it to the Information Officer at the address or email above. Give enough detail to identify the record(s) requested, your identity, the form of access required, and your postal or email address.

You must state that you require the information to exercise or protect a right, describe the nature of that right, and explain why the record is required.

On receiving a request, the Information Officer will by notice require the prescribed request fee (if any) before further processing. If searching and preparing the record takes longer than the prescribed hours, a deposit of part of the access fee may be required.

If access is granted, an access fee is payable for reproduction, search and preparation. Records are withheld until fees are paid. A deposit paid on a request that is refused will be repaid. Fees are as prescribed in the PAIA regulations (Annexure A of the manual).

The main grounds for refusing a request relate to the mandatory protection of:

• the privacy of a third party who is a natural person
• the commercial information of a third party (trade secrets, or financial, commercial, scientific or technical information, or information given in confidence)
• confidential information of third parties protected by agreement, and the protection of property
• records privileged in legal proceedings
• the commercial activities of Diagnostics For U Pty Ltd, including trade secrets, information that could harm its commercial interests or negotiating position, and computer programs it owns and protects by copyright
• research information of Diagnostics For U Pty Ltd or a third party where disclosure would seriously disadvantage the research

Requests that are clearly frivolous or vexatious, or that would involve an unreasonable diversion of resources, will be refused.

Diagnostics For U Pty Ltd will, within 30 days of receipt of the request, decide whether to grant or decline the request and give notice with reasons (if required). You will be informed of the outcome on Form 3; if you need the reasons in another manner, state the manner and particulars required.

The 30-day period may be extended by not more than a further 30 days if the request is for a large amount of information, or requires a search for information held at another office of Diagnostics For U Pty Ltd that cannot reasonably be obtained within the original period.

Ask us for the ICASA type-approval certificate for any specific wireless diagnostic interface (Bluetooth / Wi-Fi VCI) before you buy.