SECTION 51 MANUAL FOR ACCOMMODATION WAREHOUSE INTERNATIONAL CC

IN TERMS OF THE PROMOTION OF ACCESS TO INFORMATION ACT 2 OF 2000

The Promotion of Access to Information Act No. 2 of 2000, (“the Act”) came into operation on 23 November 2001. Section 51 of this Act requires that we as a private body compile a manual giving information to the public regarding the procedure to be followed in requesting information from Accommodation Warehouse International CC for the purpose of exercising or protecting rights.

CONTENTS

A. INTRODUCTION TO ACCOMMODATION WAREHOUSE INTERNATIONAL CC

B. PARTICULARS IN TERMS OF THE SECTION 51 MANUAL

1. Contact details
2. The section 10 Guide on how to use the Act
3. Records available in terms of any other legislation
4. Access to the records held by Accommodation Warehouse International CC . The latest notice in terms of section 52(2) (if any)
ii. Records held by Accommodation Warehouse International CC ;  iii. The request procedures
5. Other information as may be prescribed
6. Availability of the manual
7. Prescribed fees for private bodies
8. Prescribed forms

This Manual is based on the blueprint issued by the SAHRC.

A. INTRODUCTION TO ACCOMMODATION WAREHOUSE INTERNATIONAL CC
Accommodation Warehouse International CC (Registration Number 2002/058441/23) (“AWI”) is a property rental, property management and sales company.

Registration Number: 2002/058441/23
Registered Address:
397 Main Road
Sea Point
8005

Postal Address:
397 Main Road
Sea Point
8005
Director:
Beverley Ann Delit

B. PARTICULARS IN TERMS OF THE SECTION 51 MANUAL
AWI makes no representation and gives no undertaking that the information in this manual or any information provided by it to the requester shall be complete or accurate, or that such information shall be fit for any purpose. All requesters and/or users of any such information shall use such information entirely at their own risk, and AWI shall not be liable for any loss, expense, liability or claim, howsoever arising, resulting from any use of this manual or any information provided by AWI.
1. Contact details [s51(1)(a) of the Act]
Accommodation Warehouse International CC
Director: Beverley A Delit
Information Officer: Beverley A Delit
Postal Address:

397 Main Road
Sea Point
8005

Street Address:
397 Main Road
Sea Point
8005

Telephone: +27 21 434 1500
Fax: +27 21 433 2730
Website: www.forrent.co.za and www.accommodationwarehouse.co.za, www.apartmentsforrent.capetown, www.forrent.capetown, www.accommodationwarehouse.capetown

For any customer service queries please contact:Beverley@forrent.co.za

For requests for statutory information in terms of the Promotion of Access to Information Act only please contact: Beverley@forrent.co.za

2. The section 10 Guide on how to use the Act [Section 51(1)(b) of the Act]

Section 10 of the Act requires the South African Human Rights Commission (SAHRC) to publish a guide containing information reasonably required by a person wishing to exercise or protect any right in terms of the Act. It is available in all of the official languages.
The Guide is available for inspection, inter alia, at the offices of the Human Rights Commission:
The South African Human Rights Commission:
PAIA Unit
The Research and Documentation Department
Physical Address:
29 Princess of Wales Terrace,
cnr York and St Andrews Street,
Parktown.
Postal Address:
Private Bag 2700
Houghton
2041
Telephone: +27 11 484-8300
Fax: +27 11 484-7146
Website: www.sahrc.org.za
E-mail: PAIA@sahrc.org.za

The Guide contains the following information:

• The objects of the Act;
• Particulars of the information officer of every public body;
• Particulars of every private body as are practicable;
• The manner and form of a request for access to information held by a body;
• Assistance available from both the information officers and the SAHRC in terms of the Act;
• All remedies in law regarding acts, omissions, rights and duties, including how to lodge an internal appeal and a court application;
• The provisions of the Act that require each public and private body to compile a manual and how to obtain access to such manuals;
• Schedule of fees to be paid in relation to requests for access to information;
• Regulations made in terms of the Act.

3. Records available in terms of any other legislation [Section 51(1)(d)]
AWI is required by law to keep records in terms of various Acts of Parliament. Please note that this list is not exhaustive:

1. Basic Conditions of Employment Act No. 75 of 1997
2. Companies Act No.71 of 2008
3. Compensation for Occupational Injuries and Diseases Act No. 130 of 1993
4. Consumer Protection Act No. 68 of 2008
5. Electronic Communications and Transactions Act No. 25 of 2002
6. Employment Equity Act No. 55 of 1998
7. Income Tax Act No. 58 of 1962
8. Labour Relations Act No. 66 of 1995
9. National Credit Act No. 34 of 2005
10. Occupational Health and Safety Act No. 85 of 1993
11. Promotion of Access to Information Act No. 2 of 2000
12. Skills Development Act No. 97 of 1998
13. Skills Development Levies Act No. 9 of 1999
14. Value Added Tax Act No. 89 of 1991

4. Access to the records held by AWI [Sections 51(1)(c) and 51(1)(e) of the Act]

i. The latest notice in terms of section 52(2) (if any) [Section 51(1)(c)]

At this stage no notice(s) has/have been published by the Minister of Justice and Constitutional Development on the categories of records that are automatically available without a person having to request access in terms of the Act.

ii. A description of the subjects of the records held by AWI and the categories in which these subjects are classed [Section 51(1)(e)]

HUMAN RESOURCES

• Employee records and information, recruitment records
• Training records, manuals, materials and reports
• Employment equity records and reports, disciplinary records, CCMA records

FINANCE 

• FINANCE
§ Creditors/suppliers information and records
§§ Accounting and tax records
§ Statutory requirement records

• COMPANY SECRETARY
§ Registers
§ Minute books
§ Certificates
§ Documents

• LEGAL
§ Agreements
§ Civil actions

INFORMATION TECHNOLOGY

• Business and Data Information
• IT Technology Capabilities
• Systems & User Manuals

iii. The request procedures
Form of request:

• If you wish to request access to any of the above categories of information you are required to complete a request form as set out herein. These forms are available from:
§ Our Information Officer (whose contact details are in section B of this manual);
§ The SAHRC website (www.sahrc.org.za);
§ The Department of Justice and Constitutional Development website (www.doj.gov.za).
• There is a prescribed fee (payable in advance) for requesting and accessing information in terms of the Act. Details of these fees are contained in the request form.
• You may also be called upon to pay the additional fees prescribed by regulation for searching for and compiling the information which you have requested, including copying charges.
• The requester must use the prescribed form to make the request for access to a record. This must be made to the Information Officer of AWI. This request must be made to the address, fax number or electronic mail address of AWI [s 53(1)].
• The requester must provide sufficient detail on the request form to enable the Information Officer of AWI to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed [s53(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 [s53(2)(d)].
• If a request is made on behalf of a another person, the requester must submit proof of the capacity in which the requester is making the request to the satisfaction of the Information Officer of AWI [s 53(2)(f)].

Fees:
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 Information Officer of AWI 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 AWI is R50. The requester may lodge an application to court against the tender or payment of the request fee [s 54(3)(b)].
• After the Information Officer of AWI 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)].
• It is important to note that access is not automatic – you must identify the right you are seeking to exercise or protect and explain why the record you request is required for the exercise or protection of that right. You will be notified in the manner indicated by you on the request form whether or not your request has been approved.

5. Other information as may be prescribed [Section 51(1)(f) of the Act]
The Minister of Justice and Constitutional Development has not made any regulations in this regard.

6. Availability of the manual [Section 51(3) of the Act]
This manual is available for inspection at the head offices of AWI at 397 Main Road Sea Point Cape Town free of charge. Copies are available with the SAHRC, and on AWI’ website.

7. Fees in respect of private bodies
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:
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: R7,50
ii. compact disc: R70,00
d.
i. For a transcription of visual images, for an A4-size page or part thereof: R40,00
ii. For a copy of visual images: R60,00
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: R30,00

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: 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: R7,50
ii. compact disc: R70,00
d.
i. For a transcription of visual images, for an A4-size page or part thereof: R40,00
ii. For a copy of visual images: R60,00
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: R30,00
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.
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.
8. Prescribed forms

REQUEST FOR ACCESS TO RECORD OF ACCOMMODATION WAREHOUSE INTERNATIONAL CC
(Section 53(1) of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000))
[Regulation 10]
A. Particulars of AWI

Contact details
Accommodation Warehouse International CC

Postal Address:

397 Main Road
Sea Point
8005

Street Address:
397 Main Road
Sea Point
8005

Telephone: +27 21 434 1500
Fax: +27 21 433 2730
Website: www.forrent.co.za www.accommodationwarehouse.co.za, www.apartmentsforrent.capetown, www.forrent.capetown, accommodationwarehouse.capetown

For any customer service queries please contact:
For requests for statutory information in terms of the Promotion of Access to Information Act only please contact Beverley@forrent.co.za

B. Particulars of person requesting access to the record
a. The particulars of the person who requests access to the record must be given below.
b. The address and/or fax number in the Republic to which the information is to be sent must be given.
c. Proof of the capacity in which the request is made, if applicable, must be attached.
Full names and surname:
Identity number:
Postal address:
Fax number:
Telephone number:
E-mail address:
Capacity in which request is made, when made on behalf of another person:
C. Particulars of person on whose behalf request is made
This section must be completed ONLY if a request for information is made on behalf of another person.
Full names and surname:
Identity number:

D. Particulars of record
a. Provide full particulars of the record to which access is requested, including the reference number if that is known to you, to enable the record to be located.
b. If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all the additional folios.

1. Description of record or relevant part of the record:
2. Reference number, if available:
3. Any further particulars of record
E. Fees
a. A request for access to a record, other than a record containing personal information about yourself, will be processed only after a request fee has been paid.
b. You will be notified of the amount required to be paid as the request fee.
c. The fee payable for access to a record depends on the form in which access is required and the reasonable time required to search for and prepare a record.
d. If you qualify for exemption of the payment of any fee, please state the reason for exemption.
Reason for exemption from payment of fees:
F. Form of access to record
If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 hereunder, state your disability and indicate in which form the record is required.
Disability: Form in which record is required:
Mark the appropriate box with an X.
NOTES:
a. Compliance with your request in the specified form may depend on the form in which the record is available.
b. Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form.
c. The fee payable for access to the record, if any, will be determined partly by the form in which access is requested.
1. If the record is in written or printed form:
copy of record* inspection of record
2. If record consists of visual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc.):
view the images copy of the images* transcription of the images*
3. If record consists of recorded words or information which can be reproduced in sound:
listen to the soundtrack (audio cassette) transcription of soundtrack* (written or printed document)
4. If record is held on computer or in an electronic or machine-readable form:
printed copy of record* printed copy of information derived from the record* copy in computer readable form*(stiffy or compact disc)
*If you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you? Postage is payable. YES/NO
G. Particulars of right to be exercised or protected
If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all the additional folios.

1. Indicate which right is to be exercised or protected:
2. Explain why the record requested is required for the exercise or protection of the aforementioned right:
H. Notice of decision regarding request for access
You will be notified in writing whether your request has been approved/denied. If you wish to be informed in another manner, please specify the manner and provide the necessary particulars to enable compliance with your request.
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