1. Introduction
The Promotion of Access to Information Act, 2 of 2000 (PAIA) gives everyone the right to access records held by private bodies where those records are needed to exercise or protect a right. Section 51 of PAIA requires private bodies to publish a manual explaining what records they hold and how to request them.
This manual sets out how to request records from GH Technical (Pty) Ltd. It also explains how we process personal information under the Protection of Personal Information Act, 4 of 2013 (POPIA).
2. Company details
Name: GH Technical (Pty) Ltd
Registration number: 2020/169582/07
Physical address: Unit 6, 18 Rose Avenue, Kirstenhof, Cape Town, 7945
Telephone: 021 007 2473
Email: info@ghtechnical.co.za
Website: https://ghtechnical.co.za/
3. Information Officer
All requests for access to records must be sent to our Information Officer using the details below.
Email: info@ghtechnical.co.za
Telephone: 021 007 2473
Address: Unit 6, 18 Rose Avenue, Kirstenhof, Cape Town, 7945
4. Guide on how to use PAIA
The Information Regulator has published a Guide on how to use PAIA. It is available in all official languages and in braille. You can download it from the Information Regulator's website, inspect it at our offices during working hours, or ask our Information Officer for a copy.
Information Regulator (South Africa)
Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg
Telephone: 010 023 5200
Email: enquiries@inforegulator.org.za
Website: https://inforegulator.org.za/
5. Records available without a request
The following records are freely available and do not need a formal PAIA request:
- Information published on this website, including our services, contact details and policies.
- Marketing material, brochures and service overviews.
- Our Privacy Policy, Cookie Policy, Terms and Conditions and this manual.
6. Records kept in terms of legislation
We keep records as required by the following laws, where they apply to our business:
- Basic Conditions of Employment Act, 75 of 1997
- Companies Act, 71 of 2008
- Compensation for Occupational Injuries and Diseases Act, 130 of 1993
- Consumer Protection Act, 68 of 2008
- Electronic Communications Act, 36 of 2005
- Electronic Communications and Transactions Act, 25 of 2002
- Employment Equity Act, 55 of 1998
- Income Tax Act, 58 of 1962
- Labour Relations Act, 66 of 1995
- Occupational Health and Safety Act, 85 of 1993
- Protection of Personal Information Act, 4 of 2013
- Skills Development Levies Act, 9 of 1999
- Tax Administration Act, 28 of 2011
- Unemployment Insurance Act, 63 of 2001
- Value-Added Tax Act, 89 of 1991
7. Categories of records we hold
| Subject | Categories of records |
|---|---|
| Company records | Incorporation documents, share register, directors' records, minutes and resolutions |
| Financial records | Annual financial statements, accounting records, bank statements, invoices and asset registers |
| Tax records | Income tax, VAT, PAYE, UIF and SDL records and returns |
| Employee records | Employment contracts, payroll, leave records, training records and disciplinary records |
| Client records | Contact details, service agreements, quotations, support tickets and correspondence |
| Supplier records | Supplier agreements, orders, invoices and correspondence |
| Operational records | Network and system documentation, policies and procedures, insurance and licences |
8. Processing of personal information
Purpose of processing
We process personal information to provide and support our ICT services, manage client and supplier relationships, employ and pay staff, meet our legal and tax obligations, and respond to enquiries.
Categories of data subjects and information
| Data subjects | Personal information processed |
|---|---|
| Clients and prospective clients | Names, contact details, company details, billing information and service history |
| Employees and job applicants | Identity details, contact details, qualifications, banking and tax details, employment history |
| Suppliers and service providers | Company details, contact people, banking details and agreements |
| Website visitors | Information submitted through contact forms, plus technical data described in our Cookie Policy |
Recipients of personal information
We only share personal information where needed, for example with regulators and SARS where the law requires it, with banks and payment providers, and with suppliers who help us deliver our services. These parties are bound to keep the information confidential.
Information sent outside South Africa
Some of the cloud and email platforms we use may store information on servers outside South Africa. Where this happens, we only use providers that give a level of protection consistent with section 72 of POPIA.
Security measures
We protect personal information with access controls, password and multi-factor authentication policies, encryption where appropriate, firewalls, malware protection, regular backups and staff confidentiality obligations.
9. How to request access to a record
- Complete the prescribed request form (Form 2), available from the Information Regulator's website or from our Information Officer.
- Send the completed form to our Information Officer by email or deliver it to our offices.
- Include proof of identity, describe the record you need, state the form of access you want and explain which right you are exercising or protecting.
- If you are requesting on behalf of someone else, include proof of your authority to do so.
We will respond within 30 days of receiving a complete request. We may extend this once by up to 30 days and will tell you if we do.
Fees
A request fee and, if access is granted, an access fee may be payable as set out in the PAIA Regulations. Our Information Officer will tell you what is payable before any work starts. A requester asking for their own personal information does not pay the request fee.
10. Grounds for refusal
We may refuse access on the grounds set out in Chapter 4 of Part 3 of PAIA, including to protect:
- The privacy of other people.
- Commercial information of a third party or of GH Technical.
- Confidential information owed to a third party.
- The safety of people and the security of property or systems.
- Records privileged from production in legal proceedings.
- Research information of GH Technical or a third party.
11. Remedies if a request is refused
If you are unhappy with our decision, you may lodge a complaint with the Information Regulator within 180 days, or apply to court for relief.
12. Availability and updates
This manual is available on our website and at our offices. We review it regularly and will publish any updates on this page.