Halfway Group Holdings (Pty) Ltd |
DOC NO |
COSEC01 |
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REV DATE |
01/01/2022 |
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REV NO
ISSUED |
01
01/01/2022 |
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SECTION |
COMPANY SECRETARIAT |
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SUB-SEC |
PAIA MANUAL |
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SUBJECT |
INFORMATION MANUAL FOR HALFWAY GROUP HOLDINGS (PTY) LTD IN TERMS OF THE PROMOTION OF ACCESS TO INFORMATION ACT (PAIA) |
INFORMATION MANUAL FOR HALFWAY GROUP HOLDINGS (PTY) LTD in terms of THE PROMOTION OF ACCESS TO INFORMATION ACT |
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The purpose of this PAIA Manual is to assist you with the following:
The Scope of this policy include entities within the Halfway Group as provided for in Annexure C. Please refer to the Halfway Group Privacy Policy for specific contact details for each operating entity and their respective Information and Deputy Information Officers.
The following entities are expressly excluded from the ambit of this policy:
Postal address |
Physical address |
Contact Details |
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PO Box 1585 |
31 Stevens Road |
Tel no: |
(039) 978 7500 |
Scottburgh |
Park Rynie |
Fax no: |
(086) 694 2311 |
4180 |
4182 |
E-mail: |
As set out in the Privacy Policy |
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Website: |
Entities within the Halfway Group maintain the following categories of records and related subject matter. The status of the record’s availability, the purpose for its processing and the relevant data subject category to who the record relates are set out below:
Category: |
Record: |
Availability: |
Purpose: |
Data Subject: |
Public |
Public Product Information |
Freely Available |
Convey Public Information |
Organisation |
Public Corporate Records |
Freely Available |
Convey Public Information |
Organisation |
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Media Releases |
Freely Available |
Convey Public Information |
Organisation |
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Published Newsletters |
Freely Available |
Convey Public Information |
Organisation |
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Magazine Articles |
Freely Available |
Convey Public Information |
Organisation |
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Regulatory & Administrative |
FSP license |
Freely Available |
Statutory Requirement |
Organisation |
Promotion of Access to Information Manual |
Freely Available |
Statutory Requirement |
Organisation |
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Website & Email Disclaimers |
Freely Available |
Statutory Requirement |
Organisation |
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Privacy Policy |
Freely Available |
Statutory Requirement |
Organisation |
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Conflict of Interest Management Policy |
Freely Available |
Statutory Requirement |
Zanro Brokers (Pty) Ltd / Aston Financial Services (Pty) Ltd |
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Complaint’s resolution Policy |
Freely Available |
Statutory Requirement |
Zanro Brokers (Pty) Ltd / Aston Financial Services (Pty) Ltd |
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Suspicious and unusual transactions Policy |
PAIA Request |
Statutory Requirement |
Zanro Brokers (Pty) Ltd / Aston Financial Services (Pty) Ltd |
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Health & Safety Plan |
PAIA Request |
Statutory Requirement |
Organisation |
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Memorandum of Incorporation |
PAIA Request |
Statutory Requirement |
Organisation |
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Register of Board of Directors |
PAIA Request |
Statutory Requirement |
Organisation |
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Internal correspondence (e-mails/memos) |
PAIA Request |
Internal Communications |
Employees |
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Insurance Policies held by organization |
PAIA Request |
Risk Management |
Organisation |
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Human Resources |
Employment Applications |
PAIA Request |
Internal Referencing |
Employees |
Employment Contracts |
PAIA Request |
Contractual Agreement |
Employees |
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Personal Information of Employees |
PAIA Request |
Internal Referencing |
Employees |
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Employment Equity Plan |
PAIA Request |
Statutory Requirement |
Organisation |
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Medical Aid Records |
PAIA Request |
Internal Referencing |
Employees |
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Pension Fund Records |
PAIA Request |
Internal Referencing |
Employees |
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Disciplinary Records |
PAIA Request |
Statutory Requirement |
Employees |
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Performance Management Records |
PAIA Request |
Internal Referencing |
Employees |
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Salary Records |
PAIA Request |
Internal Referencing |
Employees |
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Employee Benefit Records |
PAIA Request |
Internal Referencing |
Employees |
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PAYE Records |
PAIA Request |
Statutory Requirement |
Employees |
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Seta Records |
PAIA Request |
Statutory Requirement |
Employees |
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Disciplinary Code |
PAIA Request |
Statutory Requirement |
Organisation |
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Leave Records |
PAIA Request |
Internal Referencing |
Employees |
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Training Records |
PAIA Request |
Internal Referencing |
Employees |
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Training Manual |
PAIA Request |
Internal Referencing |
Organisation |
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Financial |
Financial Statements |
PAIA Request |
Statutory Requirement |
Organisation |
Financial and Tax Records |
PAIA Request |
Statutory Requirement |
Organisation |
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Asset Register |
PAIA Request |
Internal Referencing |
Organisation |
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Management Accounts and Reports |
PAIA Request |
Internal Referencing |
Organisation |
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Vouchers, Cash Books and Ledgers |
PAIA Request |
Internal Referencing |
Organisation |
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Banking Records and Statements |
PAIA Request |
Internal Referencing |
Organisation |
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Electronic Banking Records |
PAIA Request |
Internal Referencing |
Organisation |
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Marketing |
Market Information |
PAIA Request |
Internal Referencing |
Organisation |
Product Brochures
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PAIA Request |
Internal Referencing |
Organisation |
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Advertisement policy
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PAIA Request |
Internal Referencing |
Organisation |
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Performance Records |
PAIA Request |
Internal Referencing |
Organisation |
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Product / Service Sales Records |
PAIA Request |
Internal Referencing |
Organisation |
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Marketing Strategies |
PAIA Request |
Internal Referencing |
Organisation |
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Client / |
Customer / Client Database |
PAIA Request |
Internal Referencing |
Customers |
Customer / Client agreements |
PAIA Request |
Internal Referencing |
Customers |
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Customer / Client Files |
PAIA Request |
Internal Referencing |
Customers |
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Customer / Client Instructions |
PAIA Request |
Internal Communications |
Customers |
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Customer / Client Correspondence |
PAIA Request |
External Communications |
Customers |
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Third Party |
Intermediary agreements |
PAIA Request |
Contractual Agreement |
Zanro Brokers (Pty) Ltd / Aston Financial Services (Pty) Ltd |
Binder agreements |
PAIA Request |
Risk Management |
Zanro Brokers (Pty) Ltd / Aston Financial Services (Pty) Ltd |
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Referral agreements |
PAIA Request |
Contractual Agreement |
Zanro Brokers (Pty) Ltd / Aston Financial Services (Pty) Ltd |
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Outsource agreements |
PAIA Request |
Contractual Agreement |
Third Party |
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Non-disclosure agreements |
PAIA Request |
Contractual agreement |
Third party |
Lease agreements |
PAIA Request |
Contractual agreement |
Third party |
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Service Provider agreements |
PAIA Request |
Contractual agreement |
Third party |
Administrative Adjudication of Road Traffic Offences
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Basic Conditions of Employment Act
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Broad Based Black Economic Empowerment Act
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Companies Act
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Competition Act
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Compensation for Occupational Injuries and Diseases Act
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Constitution of the Republic of South Africa
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Copyright Act
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Disaster Management Act |
Electronic Communications Act
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Electronic Communications and Transactions Act
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Employment Equity Act
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Financial Advisory and Intermediary Services Act
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Financial Sector Regulation Act
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Health and Safety Regulations
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Income Tax Act
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Insurance Act
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Labour Relations Act
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National Minimum Wage Act
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National Payment System Act
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National Qualifications Framework Act
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Occupational Health and Safety Act
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Policyholder Protections Rules 2017 Short Term Insurance
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Prescription Amendment Act
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Promotion of Equality and Prevention of Unfair Discrimination Act
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Promotion of Access to Information Amendment Act
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Protected Disclosures Act
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Protection of Personal Information Act
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Rental Housing Act
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Skills Development Act
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Skills Development Levies Act
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Short Term Insurance Act
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Tax Administration Act
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Unemployment Insurance Act
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Unemployment Insurance Contributions Act
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Value-Added Tax Act
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Category of Data Subjects |
Types of Information processed |
Individuals (customer, policyholders etc.) |
Name, surname, South African identity number or other identifying number (e.g., passport), date of birth, age, marital status, citizenship, telephone numbers, email address, physical and postal addresses, drivers’ licence, income tax number, employment information, occupation, financial information (e.g., remuneration), banking information including account numbers, claims and payment history, FICA documentation.
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Entities (Corporate Customers, Companies, Close Corporations, Trusts and Partnerships) |
Entity name, registration number, tax-related information, contact details for representatives, FICA documentation, beneficial owners’ personal information (as for Individuals). |
Directors, Members, Partners & Trustees |
Identity numbers, names, physical and postal address, contact numbers, email address & FICA documentation. |
Employees (potential employees, new recruitments, independent contractors) |
Name, surname, South African identity number or other identifying number (e.g., passport number), contact details, physical and postal address, date of birth, age, marital status, race, disability, information, employment history, criminal background checks, fingerprints, CVs, education history, banking details, income tax reference number, remuneration and benefit information, drivers’ licence, health information, details related to employee performance, disciplinary procedure information.
May also include the personal information of children / minors, if they are listed as beneficiaries or dependants. |
Service providers (including outsourced or hosted services, auditors, etc.) |
Company registration details, identity numbers, BEE certificates, tax clearance, income tax and VAT registration details, payment information including bank account numbers, invoices, contractual agreements, addresses, contact details. |
Below is a description of recipients to whom your personal information may be shared:
This policy will be reviewed on an ad hoc basis if there are any changes to the business operations or legislation that warrant such change. Alternatively, the policy will be reviewed once annually.
Name of the policy |
Version NO |
Reason for change |
Author |
Approver |
Approver |
Effective date |
PAIA MANUAL |
CoSEC01V1 |
Amendment to Policy |
Craig Humphreys |
George Baikie |
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1 January 2022 |
A. Particulars of Private Body |
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The Head: |
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B. Particulars of person requesting access to the record |
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(i) The particulars of the person who requests access to the record must be recorded below |
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(ii) Furnish an address and/or fax number in the Republic to which information must be sent |
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(iii) Proof of the capacity in which the request is made, if applicable, must be attached |
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Full names & surname: |
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Identity number: |
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Postal address: |
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Fax number: |
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Telephone number: |
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Email address: |
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Capacity: |
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C. Particulars of person on whose behalf request is made |
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This section must be completed ONLY if a request for information is made on behalf of another person |
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Full names & surname: |
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Identity number: |
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D. Particulars of Record |
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(i) Provide full particulars of the record to which access is requested, including the reference number if that is known to you |
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(ii) If the provided space is inadequate, please continue on a separate page and attach to this form. Please sign any additional pages |
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Description of record: |
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Reference number: |
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Any further particulars: |
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E. Fees |
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(i) 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 |
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(ii) You will be notified of the amount required to be paid as the request fee |
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(iii) 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 |
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(iv) If you qualify for exemption of the payment of any fee, please state the reason therefor |
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Reason for exemption: |
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F. Form of access to record Financial Statements |
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If you are prevented by a disability to read, view or listen to the record in the form of access provided hereunder, please state your disability and indicate in which form the record is required |
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Disability: |
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Form in which required: |
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Mark the appropriate box with an “X” |
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(i) Your indication as to the required form of access depends on the form in which the record is available |
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(ii) Access in the form requested may be refused in certain circumstances, In such a case you will be informed of access will be granted in another form |
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(iii) The fee payable for access to the record, if any, will be determined partly by the form in which access is requested |
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1) If the record is in written or printed form: |
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§ copy of record |
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§ inspection of record |
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2) If record consists of visual images: |
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§ view the images |
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§ copy of the images |
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§ transcription of the images |
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3) If the record consists of recorded words or information which can be reproduced in sound: |
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§ listen to the soundtrack |
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§ transcription of the soundtrack |
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4) If the record is held on computer or in an electronic or machine-readable form: |
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§ printed copy of record |
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§ copy in computer readable form |
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Please indicate the preferred method of delivery |
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§ By hand |
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§ Post |
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§ Fax |
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G. Particulars of right to be exercised or protected
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If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all additional folios. |
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Indicate which right is to be exercised or protected: |
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Explain why the record requested is required for the exercise or protection of the aforementioned right: |
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H. Notice of decision regarding the request for access |
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You will be notified in writing whether your request has been approved / denied. If you wish to be informed thereof in another manner, please specify the manner and provide the necessary particulars to enable compliance with your request |
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How would you prefer to be informed of the decision regarding your request for access to the record? |
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I. Signature page |
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Signed at: |
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Date: |
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Signature of Requester / Person on whose behalf request is made: |
No. |
Description |
Fee |
1. |
The request fee payable by every requester |
R140.00 |
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2. |
Photocopy/printed black & white copy of A4-size page |
R2.00 |
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3. |
Printed copy of an A4 size page
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R2.00 |
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4. |
For a copy in a computer-readable form on: |
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i. Flash drive (to be provided by requester) |
R40.00 |
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ii. Compact disc: |
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- If provided by requestor |
R40.00 |
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- If provided to the requestor |
R60.00 |
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5. |
For a transcription of visual images per A4-size page |
Service to be outsourced. Will depend on quotation from Service provider. |
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6. |
Copy of visual images |
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7. |
Transcription of an audio record, per A4-size page
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R24.00 |
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8. |
Copy of an audio record on: |
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i. Flash drive (to be provided by requester) |
R40.00 |
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ii. Compact disc: |
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- If provided by requestor |
R40.00 |
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- If provided to the requestor |
R60.00 |
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9. |
To search for and prepare the record for disclosure for each hour or part of an hour, excluding the first hour, reasonably required for such search and preparation. To not exceed a total cost of |
R145.00
R435.00 |
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10. |
Deposit: If search exceeds 6 hours |
One third of amount per request ito items 2-8. |
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11. |
Postage, e-mail or any other electronic transfer |
Actual expense, if any. |
Please refer to the Halfway Group Privacy Policy for the names and contact details of the Information and Deputy Information Officers.
LEGAL ENTITY NAME |
TRADING AS |
REGISTRATION NUMBER
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30-34 Rockview (Pty) Ltd |
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2015/378191/07 |
4 Wheel Drive Motor Distributors (Pty) Ltd |
Halfway Toyota Honeydew / Hino Honeydew |
1984/010172/07 |
4 Wheel Drive Property Holdings (Pty) Ltd |
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2015/371475/07 |
Alfred County Auto (Pty) Ltd |
Halfway Ford Port Shepstone / Halfway Ford Waterfall / Halfway Ford Goodwood / Halfway Ford Kuils River |
2015/363372/07 |
Aston Development (Pty) Ltd |
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2017/420483/07 |
Aston Financial Services (Pty) Ltd |
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2013/233809/07 |
Big Bus Transport (Pty) Ltd |
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2018/319793/07 |
Bodyshack (Pty) Ltd |
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2013/043964/07 |
Gillock Motors (Pty) Ltd |
Halfway Toyota Malanda / BP Malanda |
2013/043724/07 |
Gold Reef Motors (Pty) Ltd |
Halfway Toyota Howick / Engen Howick |
2012/106066/07 |
Gotya Protection Services (Pty) Ltd |
Gotya Protection Services |
2018/530053/07 |
Group Red Sky (Pty) Ltd |
Hey Halfway (online vehicle sales) |
2014/000574/07 |
Halfway Auto Holdings (Pty) Ltd |
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2015/270886/07 |
Halfway Fleet Services KZN (Pty) Ltd |
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2017/061833/07 |
Halfway Group Holdings (Pty) Ltd |
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2015/274007/07 |
Halfway Motor Holdings (Pty) Ltd |
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2015/270810/07 |
Halfway Service Station (Pty) Ltd |
Halfway Toyota Park Rynie / Caltex Park Rynie |
2013/043993/07 |
Halfway Truck Centre (Pty) Ltd |
Hino Shelley Beach |
2013/044027/07 |
Halfway Vehicle Hire (Pty) Ltd |
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2015/380432/07 |
Hambanathi Vehicle Rental (Pty) Ltd |
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2013/071632/07 |
JGB Properties (Pty) Ltd |
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2013/043940/07 |
JMPH Finance Corporation (Pty) Ltd |
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1960/004165/07 |
Locross (George) (Pty) Ltd |
Halfway Toyota George |
1991/006380/07 |
Murray and Daddy (Pty) Ltd |
Halfway Hyundai Port Shepstone |
2017/012272/07 |
New Age Logistics (Pty) Ltd |
Mark White Nissan Amanzimtoti |
2015/383688/07 |
Oluhle Cleaning Services (Pty) Ltd |
The Fairies |
2015/381459/07 |
Parkhill Panelbeaters CC |
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1995/048872/23 |
Randtip 91 (Pty) Ltd |
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2018/641047/07 |
Red Wall Motors Port Shepstone (Pty) Ltd |
Halfway Mazda Port Shepstone |
2015/380470/07 |
Renu Finance (Pty) Ltd |
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2012/171422/07 |
Renu Holdings (Pty) Ltd |
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2008/028623/07 |
Rockview Property Holdings (Pty) Ltd |
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2015/270661/07 |
RV Centre CC |
Honeydew Panel Shop |
1995/051294/23 |
Sanarth (Pty) Ltd |
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1956/001403/07 |
Scottburgh Motors (Pty) Ltd |
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2015/377671/07 |
Scottfin Financial Services (Pty) Ltd |
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2013/189233/07 |
Scottfin Holdings (Pty) Ltd |
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2015/270954/07 |
Stony River Properties 74 CC |
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2005/067618/23 |
Thutha Motors (Pty) Ltd |
Halfway Toyota Ottery |
2013/048620/07 |
Uvongo Motors (Pty) Ltd |
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1949/033202/07 |
Village Mall Auto (Pty) Ltd |
Halfway Toyota Fourways / Lexus Fourways |
2013/043983/07 |
Zanro Brokers (Pty) Ltd |
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2020/831682/07 |