Forms provided in accordance with the Promotion of Access to Information Act 2 of 2000 (as amended) (PAIA)
A requester must comply with all the procedural requirements contained in PAIA relating to the request for access to a record. Requesters must note the following:
A requester must provide sufficient detail on the prescribed forms to allow Justine Del Monte & Associates Incorporated (“we”, “us”, “our”) to identify the record or records which have been requested and the identity of the requester. If a request is made on behalf of another person or entity, the requester must submit details and proof of the capacity in which the requester is making the request, which must be reasonably satisfactory to us. The requester is also required to indicate the form of access to the relevant records that is required, and to provide his, her or its contact details in the Republic of South Africa.
For additional information, read our Privacy Notice and PAIA Manual which is available on our website.
Version: 1
Date: 15 November 2023
This PAIA Manual is useful for the public to-
1.1 check the categories of records held by Justine Del Monte & Associates Incorporated (“Justine Del Monte & Associates”, “we”, “our”, “us”) which are available without a person having to submit a formal PAIA request;
1.2 have a sufficient understanding of how to make a request for access to a record we hold;
1.3 understand the description of our records which are available in accordance with any other law;
1.4 access all the relevant contact details of the Information Officer who will assist the public with the records they intend to access;
1.5 understand the description of the guide on how to use PAIA, as updated by the Information Regulator and how to obtain access to it;
1.6 understand if we will process personal information, the purpose of processing of personal information and the description of the categories of data subjects and of the information or categories of information relating thereto;
1.7 understand the description of the categories of data subjects and of the information or categories of information relating thereto;
1.8 understand the recipients or categories of recipients to whom the personal information may be supplied;
1.9 understand if we plan to transfer or process personal information outside the Republic of South Africa and the recipients or categories of recipients to whom the personal information may be supplied; and
1.10 understand whether we have appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.
Information Officer: Justine Del Monte
Address: 65 Lympleigh Road, Plumstead, Cape Town, 7800
E-mail: justine@justinedelmonte.co.za
National or Head Office
Physical Address: 65 Lympleigh Road, Plumstead, Cape Town, 7800
Telephone: +27 21 001 4400
Email: admin@justinedelmonte.co.za
Website: https://justinedelmonte.co.za
3.1 The Information Regulator has, in terms of section 10(1) of PAIA, as amended, updated and made available the revised guide on how to use PAIA (Guide), in an easily comprehensible form and manner, as may reasonably be required by a person who wishes to exercise any right contemplated in PAIA and Protection of Personal Information Act 4 of 2013 (POPIA).
3.2 Members of the public can inspect or make copies of the Guide from the offices of the public and private bodies, including the office of the Information Regulator, during normal working hours.
3.3 The Guide can also be obtained-
3.4 A copy of the Guide is also available in the following official languages, for public inspection during normal office hours-
3.5 You can access the Guide in the other official languages here.
General information about us which is automatically available and does not need to be requested can be accessed via the internet on our website at: https://justinedelmonte.co.za.
| Category of Records | Applicable Legislation |
|---|---|
| Memorandum of Incorporation | Companies Act 71 of 2008 |
| Notice of Incorporation | Companies Act 71 of 2008 |
| Records of directors | Companies Act 71 of 2008 |
| Register of Company Secretary and Auditors | Companies Act 71 of 2008 |
| Annual Financial Statements | Companies Act 71 of 2008 |
| Accounting Records | Companies Act 71 of 2008 |
| Register, record or reproduction of the earnings, time worked, payment for piece work and overtime and other prescribed particulars of all employees | Compensation for Occupational and Diseases Act 130 of 1993 |
| Written particulars of an employee after termination of employment | Basic Conditions of Employment Act 75 of 1997 |
| Employee’s name and occupation | Basic Conditions of Employment Act 75 of 1997 |
| Time worked by each employee | Basic Conditions of Employment Act 75 of 1997 |
| Remuneration paid to each employee | Basic Conditions of Employment Act 75 of 1997 |
| Records of disciplinary transgressions, actions taken and reasons for the actions | Labour Relations Act 66 of 1995 |
| Employee records – names, identification numbers, monthly remuneration and address at which employee is employed | Unemployment Insurance Act 63 of 2002 |
| Records of workplace incidents, including incidents requiring medical treatment | Occupational Health and Safety Act 84 of 1993 and Compensation for Occupational and Diseases Act 130 of 1993 |
| Records of recommendations made to LTPL regarding issues affecting employee health | Occupational Health and Safety Act 84 of 1993 and Compensation for Occupational and Diseases Act 130 of 1993 |
| Employee remuneration and tax records | Tax Administration Act 28 of 2011 and Income Tax Act 58 of 1962 |
| Our tax records | Tax Administration Act 28 of 2011, Income Tax Act 58 of 1962, Value Added Tax Act 89 of 1991 and Skills Development Levies Act 9 of 1999 |
| Electronic communications and transactions records | Electronic Communications and Transactions Act 25 of 2002 |
| Subjects on which Justine Del Monte & Associates holds records | Categories of records |
|---|---|
| Corporate | Director and shareholder records Records relating to the incorporation of Justine Del Monte & Associates Statutory records Minutes and resolutions |
| Human Resources | HR policies and procedures Advertised posts Employee records Training records |
| Finance | Tax records of Justine Del Monte & Associates and employees Annual financial statements Bank statements Purchase Orders/Invoices Asset Register Insurance information |
| Operational | Request for proposals Operational reviews Client records Vendor records Guidelines, policies and procedures Contracts Internal and external correspondence Records provided by a third party Information technology Strategic plans Marketing materials |
7.1 Purpose of Processing Personal Information
We process personal information in the ordinary course of our business, including, but not limited to, the following:
For more information regarding the purposes we process personal information, please see our Privacy Notice on our website or for employees, please contact the Information Officer.
7.2 Description of the categories of Data Subjects and of the information or categories of information relating thereto
Most commonly, we process the following personal information of the following categories of data subjects:
| Categories of Data Subjects | Personal Information that may be processed |
|---|---|
| Clients | Names, contact details, billing address, financial and tax information, key employee information, registration numbers, identification and/or passport numbers, company incorporation documents, general business information, and teleconference and video conference call recordings |
| Suppliers | Names, contact details, address, financial and tax information, key employee information, registration numbers, identification and/or passport numbers, company incorporation documents, general business information, and teleconference and video conference call recordings |
| Employees, potential employees and consultants | Name, contact details, personal identity number or passport number or copy, marital status, dependents and emergency contacts, salary and other benefits, training and performance information (including appraisals, performance reviews, performance improvement plans and related correspondence), disciplinary or grievance records and related correspondence, bank account information, data from public registers, criminal records, holiday, sick leave and other absences, nationality and entitlement to work, medical or health conditions including disability information, electronic communications (access and log-in information, IP address, username if applicable, email and data traffic), and teleconference and video conference call recordings |
| Other Third Parties | Names and contact details of third parties visiting our premises |
For more information regarding the categories of data subjects and personal information we process, please see our Privacy Notice on our website or for employees, please contact the Information Officer.
7.3 The recipients or categories of recipients to whom the personal information may be supplied
We may share your information with our affiliates and with third parties, including but not limited to, consultants, third party online platforms, organisations providing a service to us or acting as our agents, sub-contractors (including their agents) and professional advisers, marketing suppliers and IT suppliers.
For more information regarding the categories of potential recipients of personal information, please see our Privacy Notice on our website or for employees, please contact the Information Officer.
7.4 Planned transborder flows of personal information
While we generally store all of the personal information that we collect about you in the Republic of South Africa, it is possible that your personal information will be transmitted and hosted outside your region. For example, our email and storage, accounting software and messaging service providers have servers outside of South Africa.
We ensure that countries to which your information is being shared either have adequate laws in place or that we entered into contractual arrangements to ensure the protection of your personal information.
7.5 General description of Information Security Measures to be implemented by the responsible party to ensure the confidentiality, integrity and availability of the information
We apply physical, technical and administrative measures to protect your personal information that is under our control from unauthorised access, collection, use, disclosure, copying, modification or disposal. All information you provide to us is stored on secure servers. We do not transfer your personal information outside of the country of your resident unless we are satisfied that there are sufficient safeguards in place to protect your personal information.
We employ up to date technology to ensure the confidentiality, integrity and availability of the personal information under our care. Measures include, but are not limited to:
A requester must comply with all the procedural requirements contained in PAIA relating to the request for access to a record.
A request for access to records held by us in terms of section 50 of PAIA must be made on the form contained in the Regulations regarding the Promotion of Access to Information (Form 2). The request must be made to us at the address or email address, specified in section 1 above.
A requester must provide sufficient detail on the prescribed form to allow us to identify the record or records which have been requested and the identity of the requester. If a request is made on behalf of another person or entity, the requester must submit details and proof of the capacity in which the requester is making the request, which must be reasonably satisfactory to us. The requester is also required to indicate the form of access to the relevant records that is required, and to provide his, her or its contact details in the Republic of South Africa.
A requester will receive a response to their request on the Form 3.
9.1 A copy of the Manual is available-
9.2 A fee for a copy of the Manual shall be payable per each A4-size photocopy made.
The Information Officer will on a regular basis update this manual.
Issued by
INFORMATION OFFICER
