PAIA Manual

PLUMBLINK a Division of Bidvest Commercial Products Proprietary Limited (PLUMBLINK)
Manual Prepared in Terms of Section 51 of The Promotion of Access to Information Act (ACT 2 OF 2000)

Introduction

Plumblink is a specialist plumbing, bathroom and kitchenware merchant currently operating from over 140 branches strategically situated throughout South Africa. More than 10,000 quality products are sourced from over 600 of the best local and international suppliers including state-of-the-art and exclusive ranges. As well as a ‘home brands’ Plumline, Copperman and Brassman which continue to expand.
Information required under Section 51(1) (a) of the Act.

Designated Head of PLUMBLINK: Gary Chandler

Postal Address of PLUMBLINK: PO BOX 3355, Halfway House, 1685

Street Address of PLUMBLINK: Plumblink Head Office, Waterfall Commercial District, 2 Ruacana Street, Cnr Beatty Street, Woodmead, Sandton

Tel. No of PLUMBLINK: 087 086 0129

E- Mail address of PLUMBLINK:[email protected]
Description of the Guide referred to in Section 10

A Guide has been compiled in terms of Section 10 of PAIA by the Information Regulator South Africa. It contains information required by a person wishing to exercise any right, contemplated by PAIA. It is available in all of the official languages a https://www.justice.gov.za/inforeg/docs.html.

The Guide is available for inspection, inter alia, at the office of the offices of the Information Regulator South Africa

Information Regulator South Africa

JD House, 27 Stiemens Street

Braamfontein, Johannesburg, 2001

P.O Box 31533

Braamfontein, Johannesburg, 2017

Complaint’s email:[email protected]

General enquiries: [email protected]
Records available in terms of other legislation

Basic Conditions of Employment Act No. 75 of 1997

Bills of Exchange Act 34 of 1964

Broad-based Black Economic Empowerment Act 53 of 2003

Companies Act No 71 of 2008 and Applicable Regulations

Compensation for Occupational Injuries and Health Diseases Act No. 130 of 1993

Competition Act No. 89 of 1998

Consumer Affairs (Unfair Business Practice) Act No. 71 of 1988

Consumer Protection Act 68 of 2008

Copyright Act No. 98 of 1978

Customs and Excise Act, 55 of 1998;

Debt Collector’s Act No. 114 of 1998

Electronic Communications Act, No. 36 of 2005;

Electronic Communications and Transactions Act No 25 of 2002

Employment Equity Act. No. 55 of 1998

Financial Intelligence Centre Act No. 38 of 2001.

Harmful Business Practices Act No. 23 of 1999

Income Tax Act No 58 of 1962

Insider Trading Act 135 of 1998

Insolvency Act No. 24 of 1936

Insurance Act No. 27 of 1943

Intellectual Property Laws Amendment Act No. 38 of 1997

Labour Relations Act No 66 of 1995

Long –Term Insurance Act No. 52 of 1998

National Credit Act No. 34 of 2005

Occupational Health and Safety Act No. 85 of 1993

Prevention and Combating of Corrupt Activities Act No 12 of 2004

Prevention of Organised Crime Act No. 121 of 1998

Promotion of Access to Information Act No.2 of 2000

Promotion of Equality and Prevention of Unfair Discrimination Act No. 4 of 2000

Protection of Personal Information Act 4 of 2013 2004

Regulation of Interception of Communication and Provision of Communications Act, No.2 of 2000

Regulation of Interception of Communications and Provisions of Communication Related

Road Accident Fund Act 56 of 1996

Information Act No. 70 of 2002

Skills Development Act 97 of 1998 Skills Development Levies Act No 9 of 1999

Skills Development Act 97 of 1998 Skills Development Levies Act No 9 of 1999

Trade Marks Act 194 of 1993

Unemployment Insurance Act No. 63 of 2001

Unemployment Insurance Contributions Act No 4 of 2002

Value Added Tax Act No 89 of 1991
Records Automatically Available

No notice has been submitted by the company 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.
Subjects and Categories of Records held by PLUMBLINK

General information about PLUMBLINK can be accessed via the internet on https://www.plumblink.co.za/, which is available to all persons who have access to the internet

PLUMBLINK is a retailer of bathroom, kitchen and general plumbing supplies. 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

Companies Act Records
- Documents of Incorporation;
- Memorandum of Incorporation;
- Minutes of meeting of the Board of Directors;
- Research and development;
- Share certificates; and Records relating to the appointment of:
- Auditors;
- Prescribed Officer.
- Secretary;
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.
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
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;
- Pension Fund Records;
- Safety, Health and Environmental records;
- Salary Records;
- SETA records
- Standard letters and notices
- Training Manuals;
- Training Records;
- Workplace and Union agreements and records
Procurement Department
- Standard Terms and Conditions for supply of services and products;
- Contractor, client and supplier agreements;
- Lists of suppliers, products, services and distribution; and
- Policies and Procedures
Sales Department
- Customer details
- Credit application information
- Information and records provided by a third party
Marketing Department
- Advertising and promotional material
Risk Management and Audit
- Audit reports;
- Risk management frameworks; and
- Risk management plans
Safety, Health and Environment
- Complete Safety, Health and Environment Risk Assessment
- Environmental Managements Plans
- Inquiries, inspections, examinations by environmental authorities
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

Purpose of Processing of Personal Information

The purpose of gathering and processing of Personal Information is:

To support sales and marketing activities

To support recruitment and management of staff

To support engagement with suppliers

To support engagement with the general public

Data Subjects Categories and their Personal Information

Customers: record of customer life cycle

Employees: record of employee life cycle

Suppliers: record of supplier life cycle

General public: tracking general enquiries and web site visits

Planned Recipients of Personal Information Personal Information will be shared with

Statutory authorities

Law enforcement

Tax authorities

Financial institutions

Medical schemes

Employee pension and provident fund

Industry bodies

Planned Trans-border flows of Personal Information

Personal Information can flow across border for the following:

Flows to service providers/operators

Flows to business partners

Flows to customers

Flows to suppliers

Flows through the use of social media

Security Measures to protect Personal Information

Physical security measures

Cyber security measures

Training in information security

Policies in information security

Audits of information security

Any particular security framework implemented

Detail on how to make a request for access

The requester must complete Form 2, available at https://www.justice.gov.za/inforeg/docs2-f.html and submit this form together with a request fee, to the head of PLUMBLINK. The form must be submitted to the head of [PLUMBLINK at his address, fax number, or electronic mail address as stated earlier in this manual. Form of request:

The requester must use the prescribed form, as attached in terms of Article 8 of this manual, to make the request for access to a record. This must be made to the designated head. This request must be made to the address, fax number or electronic mail address of the body concerned [s 53(1)].
The requester must provide sufficient detail on the request form to enable the designated head to identify the record and the requester.
The requester should indicate which form of access is required.
The requester should indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed [s 53(2)(a) and (b) and (c)].
The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requested record is required for the exercise or protection of that right [s 53(2)(d)].
If a request is made on behalf of another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the designated head of the private body [s 53(2)(f)].
A requester who seeks access to a record containing personal information about that requester is not required to pay the request fee.
Every other requester, who is not a personal requester, must pay the required request fee.
The designated head of the private body must notify the requester (other than a personal requester) by notice, requiring the requester to pay the prescribed fee (if any) before further processing the request [s 54(1)].
The fee that the requester must pay to a private body is currently R50,00. The requester may lodge an application to the court against the tender or payment of the request fees 54(3)(b)].
After the designated head of the private body has made a decision on the request, the requester must be notified in the required form.
If the request is granted then a further access fee must be paid for the search, reproduction, preparation and for any time that has exceeded the prescribed hours to search and prepare the record for disclosure [s 54(6)].

Grounds for refusing a request

PLUMBLINK has the right to reject any request for information submitted in terms of Sections 62 to 70 of Chapter 4 of the PAIA Act.

Availability of the Manual

This manual is available for inspection at the office of PLUMBLINK free of charge.

Signature of Designated Head of the Private Body

Gary Chandler

Name of Designated Head of the Private Body

Publication date of this manual: 30/01/2022

Next revision date of this document: 30/01/2025

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:

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.
The fees for reproduction referred to in regulation 11(1) are as follows:

(a) For every photocopy of an A4-size page or part thereof R1,10

(b) For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine readable form R0, 75

(c) For a copy in a computer-readable form on - (i) stiffy disc R 7, 50; (ii) compact disc R 70,00

(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

(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
The access fees payable by a requester referred to in Regulation 11(3) are as follows
1. - For every photocopy of an A4-size page or part thereof R 1,10;
  - 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;
  - For a copy in a computer-readable form on - (i) stiffy disc R 7,50; (ii) compact disc R 70,00
  - (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
  - (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
  - 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.
2. 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.
3. The actual postage is payable when a copy of a record must be posted to a requester.

(a) For every photocopy of an A4-size page or part thereof R 1,10;

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

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

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.

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.

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

PAIA Manual

PLUMBLINK a Division of Bidvest Commercial Products Proprietary Limited (PLUMBLINK) Manual Prepared in Terms of Section 51 of The Promotion of Access to Information Act (ACT 2 OF 2000)

PLUMBLINK a Division of Bidvest Commercial Products Proprietary Limited (PLUMBLINK)
Manual Prepared in Terms of Section 51 of The Promotion of Access to Information Act (ACT 2 OF 2000)