PAIA Manual — StelliesConnect

1. Introduction

This Promotion of Access to Information Manual (“PAIA Manual”) provides an outline of the type of records and the personal information StelliesConnect (Pty) Ltd (“StelliesConnect”) holds, and explains how to submit requests for access to these records in terms of the Promotion of Access to Information Act, 2 of 2000 (“PAIA”). In addition, it explains how to access, or object to, personal information held by the Company, or request correction of the personal information, in terms of the Protection of Personal Information Act, 4 of 2013 (“POPIA”).

The PAIA and POPIA Acts give effect to everyone’s constitutional right of access to information held by private sector or public bodies, if the record or personal information is required for the exercise or protection of any rights. If a public body lodges a request, the public body must be acting in the public interest.

StelliesConnect is the only verified, student-exclusive digital hub designed specifically for the Stellenbosch ecosystem, integrating accommodation, academic support, mobility, safety, and campus communication into a single structured platform.

1.1. Availability of this PAIA Manual

This manual is published on StelliesConnect’s website at www.stelliesconnect.co.za or alternatively, a copy can be requested from the Information Officer (see contact details below).

1.2. Availability of guides to the PAIA and POPIA Acts

Guides to the PAIA and POPIA Acts can be obtained and queries directed to:

PAIA Act — South African Human Rights Commission: Private Bag 2700, Houghton, Johannesburg, 2041 / JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001. Telephone: (011) 484 8300. Fax: (011) 484 1360. Website: www.sahrc.org.za. Email: PAIA@sahrc.org.za
POPIA Act — The Information Regulator (South Africa): P.O. Box 31533, Braamfontein, Johannesburg, 2017 / JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001. Telephone: (012) 406 4818. Fax: 086 500 3351. Website: www.justice.gov.za/inforeg/. Email: inforeg@justice.gov.za

2. Company contact details

Company contact details in terms of PAIA:

Company: StelliesConnect (Pty) Ltd
Address: 23 Chapelle Street Courtrai Paarl Western Cape 7646
Telephone number: 079 250 9413
Website: www.stelliesconnect.co.za
Email address: dirk@stelliesconnect.co.za

3. Information Officer contact details

Designation: Financial Managing Director
Name: Dirk Hagen
Email address: dirk@stelliesconnect.co.za
Postal address: 23 Chapelle Street, Courtrai, Paarl, Western Cape, 7646

4. Processing of personal information

StelliesConnect takes the privacy and protection of personal information very seriously and will only process personal information in accordance with the current South African Laws. Accordingly, the relevant personal information privacy principles relating to the processing thereof (including, but not limited to, the collection, use, retention and dissemination) will be applied to any personal information processed by StelliesConnect. See our Privacy Policy for full details.

5. Records in the possession of StelliesConnect

Details of the various subjects on which StelliesConnect holds records and the categories of records within these subjects are detailed below. Some of the records are automatically available and no requests form or fees need to be paid for such records. Where fees apply to a request for information, such fees are set out below.

5.1. Records (as amended) that are available in terms of other legislation

Where applicable to its operations, StelliesConnect retains records and documents in terms of the legislation below:

Basic Condition of Employment Act, 75 of 1997
Broad-Based Black Economic Empowerment Act, 53 of 2003
Companies Act, 61 of 1973
Compensation for Occupational Injuries and Health Diseases Act, 130 of 1993
Consumer Protection Act, 68 of 2008
Copyright Act, 98 of 1978
Electronic Communications and Transactions Act, 25 of 2002
Electronic Communications Amendment Act, 37 of 2007
Employment Equity Act, 55 of 1998
Finance Act, 35 of 2000
Income Tax Act, 95 of 1967
Labour Relations Act, 66 of 1995
Occupational Health & Safety Act, 85 of 1993
Protection of Personal Information Act, 4 of 2013
Pension Funds Act, 24 of 1956
Skills Development Levies Act, 9 of 1999
Skills Development Act, 97 of 1998
Tax on Retirement Funds Act, 38 of 1996
Unemployment Contributions Act, 4 of 2002
Unemployment Insurance Act, 63 of 2001
Unemployment Insurance Contributions Act, 4 of 2002
Value Added Tax Act, 89 of 1991

5.2. Records automatically available

The following records are automatically available on the StelliesConnect website at www.stelliesconnect.co.za without having to request access in terms of the PAIA:

Profile of StelliesConnect
Platform and App Overview
Subscription Tiers and Services Offered
Location of Offices and contact details

5.3. Records not automatically available / requested records

StelliesConnect keeps records in the categories listed hereunder. These records are not automatically available without a request in terms of the Act. A request in terms of this section is subject to the provisions of PAIA, which provides that the head of a company must refuse a request for access to a record of the company if the disclosure of the record would involve the unreasonable disclosure of personal information about a third party including a deceased individual.

It should be noted that a request for access to such records will not automatically be granted. All requests for access will be evaluated on its own merits in accordance with the provisions of PAIA.

The information is classified and grouped according to records relating to the following subjects and categories:

5.3.1. Company records

Audit Statements and Tax Records
Consultant or Contractual Records
Corporate Policies and Procedures
Correspondence
Financial Records and Management Accounts
Income Tax Records
Information Technology Records
Insurance Policies
Legal and Contractual Records
Pension Fund and Medical Aid Records
Personnel Documents and Records
Purchasing Records
Registers required in terms of the Companies Act
Skills Development and Training Records

5.3.2. Operational records

Ambassador Agreements
App and Platform Records
Billing Records
Contracts
Minutes and Correspondence
Subscriber and User Records
Time and Expense Records

6. Requesting information not automatically available

The purpose of this paragraph is to provide requesters with sufficient guidelines and procedures to facilitate a request for access to a record held by StelliesConnect.

StelliesConnect will process the request within thirty (30) days, thereafter the requestor will be notified in writing whether access is granted or denied.

It is important to note that an application for access to information can be refused in the event that the application does not comply with the procedural requirements of the Act. In addition, the successful completion and submission of an access request form does not automatically allow the requester access to the requested record.

Note: If it is reasonably suspected that the requester has obtained access to StelliesConnect’s records through the submission of materially false or misleading information, legal proceedings may be instituted against such requester.

6.1. Completion of access request form

In order for StelliesConnect to respond to requests in a timely manner, the Access Request Form should be completed, taking due cognisance of the following instructions on completion of forms:

The Access Request Form must be completed in the English language.
Type or print in BLOCK LETTERS an answer to every question.
If a question does not apply, state "N/A" in response to that question.
If there is nothing to disclose in reply to a particular question state "nil" in response to that question.
If there is insufficient space on a printed form in which to answer a question, additional information may be provided on an additional folio.
When the use of an additional folio is required, precede each answer thereon with the title applicable to that question.

6.2. Submission of access request form

The completed Access Request Form together with a copy of the identity document must be submitted either via conventional mail or e-mail and must be addressed to the Information Officer as indicated above.

The form must:

Provide information to enable the Information Officer to identify the requester and records requested;
Provide an explanation why the requested record is required for the exercise or protection of that right; and
If the request is made on behalf of another person, to submit proof of the capacity in which the requester is making the request, to the reasonable satisfaction of the Information Officer.

An initial, non-refundable R50.00 request fee is payable on submission. This fee is not applicable to Personal Requesters, referring to any person seeking access to records that contain their personal information.

6.3. Payment of fees

Payment details can be obtained from the Information Officer as indicated above and payment can be made via a direct deposit (no credit card payments are accepted). Proof of payment must be supplied.

Note: If the request for access is successful, an access fee will be required for the search, reproduction and/or preparation of the record(s) and will be calculated based on the Prescribed Fees. The access fee must be paid prior to access being given to the requested record.

6.4. Notification

Requests will be evaluated and the requester notified within thirty (30) days of receipt of the completed Access Request Form. Notifications may include:

Notification of extension period (if required): The requesters may be notified whether an extension period is required for the processing of their requests including: the required extension period, which will not exceed an additional thirty (30) day period; adequate reasons for the extension; and notice that the requester may lodge an application with a court against the extension and the procedure, including the period, for lodging the application.

Payment of deposit (if applicable): The requester may be notified whether a deposit is required. A deposit will be required depending on certain factors such as the volume and/or format of the information requested and the time required for search and preparation of the record(s). The notice will state the amount of the deposit payable (if applicable) and that the requester may lodge an application with a court against the payment of the deposit and the procedure, including the period, for lodging the application.

Note: In the event that access is refused to the requested record, the full deposit will be refunded to the requester.

Decision on request: If no extension period or deposit is required, the requesters will be notified, within 30 days, of the decision on their requests. If the request for access to a record is successful, the requester will be notified of the amount of the access fee payable upon gaining access to the record (if any) and an indication of the form in which the access will be granted. If the request for access to a record is not successful, the requester will be notified of adequate reasons for the refusal and that the requester may lodge an application with a court against the refusal of the request and the procedure including the period, for lodging the application.

7. Remedies for refusal to request for information

7.1. Internal remedy

StelliesConnect does not have an internal appeal procedure regarding PAIA and POPIA Act requests. As such, the decision made by the Information Officer, is final and requestors will have to exercise such external remedies at their disposal if the request for information is refused, and the requestor is not satisfied with the answer supplied by the Information Officer.

7.2. External remedy

If a request is denied, or a requester is not satisfied by a decision made by Information Officer, the requestor is entitled to apply to a Court with appropriate jurisdiction, or the Information Regulator for relief within one hundred and eighty (180) days of receiving the decision that has caused the grievance.

8. Information or records not found

If all reasonable steps have been taken to find a record, and such a record cannot be found or if the records do not exist, then the Information Officer shall notify the requester, by way of an affidavit or affirmation, that it is not possible to give access to the requested record.

The affidavit or affirmation shall provide a full account of all the steps taken to find the record or to determine the existence thereof, including details of all communications by the Information Officer with every person who conducted the search.

The notice, as set out above, shall be regarded as a decision to refuse a request for access to the record concerned for the purposes of the Act.

If the record in question should later be found, the requester shall be given access to the record in the manner stipulated by the requester in the prescribed form unless access is refused by the Information Officer.

9. Prescribed fees

All prices listed below are inclusive of Value-Added Tax (VAT). The fees for reproduction of a record are as follows:

Photocopy of an A4 size page or part thereof: R1.50
Printed copy of an A4-size page or part thereof: R1.00
Copy of a compact disc: R100.00
Transcript of visual images of an A4 size page or part thereof: R50.00
Copy of visual images: R70.00
Transcript of an audio record, for an A4-size page or part thereof: R50.00
Copy of an audio record: R50.00

The requester is required to pay a prescribed fee of R50.00 before a request for information is attended to.
If the Information Officer is of the opinion that six (6) hours will be exceeded to source, reproduce and/or prepare the information requested, a deposit is payable equal to one-third of an amount of R50.00 for each hour or part thereof, exceeding the six (6) hours.
The actual postage fee is payable when a copy of a record must be posted to a requester.

10. Availability of the PAIA Manual

The PAIA Manual is available for inspection at the offices of StelliesConnect, free of charge. Copies of the PAIA Manual may be obtained, subject to the prescribed fees, by requesting a copy by email from the Information Officer at dirk@stelliesconnect.co.za.

The PAIA Manual can also be accessed on StelliesConnect’s website www.stelliesconnect.co.za.

11. Other information

The Minister of Justice and Constitutional Development has to date not published any regulations in terms of this section.

12. Amendment of PAIA Manual

The PAIA Manual may be amended from time to time as and when necessary, in accordance with the requirements of the applicable sections of PAIA and POPIA. As and when amendments are affected, the latest version of the manual will be made public.

Access Request Form

Print this page or copy the fields below into a document, complete every section, sign it, and send it with a copy of your identity document to the Information Officer at dirk@stelliesconnect.co.za or 23 Chapelle Street, Courtrai, Paarl, Western Cape, 7646.

For office use

Request received by

Date & place

Reference number

Request fee (if any): R

Deposit (if any): R

Access fee: R

Signature of Information Officer

Section A: Particulars of body

Requests can be submitted either via conventional mail or e-mail and should be addressed to the relevant Information Officer as indicated below: StelliesConnect (Pty) Ltd, Information Officer: Dirk Hagen, postal address: 23 Chapelle Street, Courtrai, Paarl, Western Cape, 7646, phone number: 079 250 9413, email address: dirk@stelliesconnect.co.za.

Section B: Particulars of requester (if natural person)

a) The particulars of the person who requests access to the record must be recorded below. b) Furnish an address and/or fax number in the Republic to which information must be sent. c) Proof of the capacity in which the request is made, if applicable, must be attached.

Full names and surname

Identity number

Postal address

Telephone number

Fax number

E-mail address

Capacity in which request is made, when made on behalf of another person

Section D: 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

Section E: 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.

(i) Description of record or relevant part of the record

(ii) Reference number, if available

(iii) Any further particulars of record

Section F: Fees

a) A request for access to a record, other than a record containing personal information about yourself, will be processed only after a non-refundable request fee of R50.00 has been paid. b) 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. c) You will be notified of the amount required to be paid as access fee. d) If you qualify for exemption of the payment of any fee, please state the reason for such exemption.

Reason for exemption from payment of fees

Section G: 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. Notes: a) Your indication as to the required form of access depends 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.

Disability

Form in which record is required

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 derived from the record*
Copy in computer readable form* (compact disc / USB)

* If you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you? A postal fee is payable. YES / NO

Note: If the record is not available in the language you prefer, access may be granted in the language in which the record is available.

In which language would you prefer the record?

Section H: Particulars of rights to be exercised or protected

If the space provided is inadequate, please complete the information on a separate folio and attach it to this form. The requester must sign all 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

Section I: 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. How would you prefer to be informed of the decision regarding your request for access to the record?

By posted mail
By email

Signed at __________ on this ____ day of __________ 20__.

Signature

You must: 1) Complete all necessary sections. 2) Sign the access request form. 3) Sign additional folios completed.
Send with this application: 1) R50.00 (if not personal requester) request fee. 2) Any additional folios completed.

Objection to the processing of personal information

In terms of the Protection of Personal Information Act, 4 of 2013 — Regulations relating to the Protection of Personal Information, 2018 [Regulation 2].

Note: 1) Affidavits or other documentary evidence as applicable in support of the objection may be attached. 2) If the space provided for in this Form is inadequate, submit information as an Annexure to this Form and sign each page. 3) Complete as is applicable.

Section A: Details of data subject

Name(s) and surname / registered name of data subject

Unique identifier / identity number

Residential, postal or business address

Contact number(s)

Fax number / e-mail address

Section B: Details of responsible party

Name(s) and surname / registered name

Unique identifier / identity number

Residential, postal or business address

Contact number(s)

Fax number / e-mail address

Section C: Reasons for objection

Please provide detailed reasons for the objection.

Reasons

Signed at __________ on this ____ day of __________ 20__.

Signature

Request for correction or deletion of personal information

Request for correction or deletion of personal information, or destroying or deletion of a record of personal information, in terms of the Protection of Personal Information Act, 4 of 2013 — Regulations relating to the Protection of Personal Information, 2018 [Regulation 3].

Note: 1) Affidavits or other documentary evidence as applicable in support of the request may be attached. 2) If the space provided for in this Form is inadequate, submit information as an Annexure to this Form and sign each page. 3) Complete as is applicable.

Request for

Correction or deletion of the personal information about the data subject which is in possession or under the control of the responsible party.
Destroying or deletion of a record of personal information about the data subject which is in possession or under the control of the responsible party and who is no longer authorised to retain the record of information.

Section A: Details of data subject

Name(s) and surname / registered name of data subject

Unique identifier / identity number

Residential, postal or business address

Contact number(s)

Fax number / e-mail address

Section B: Details of responsible party

Name(s) and surname / registered name

Unique identifier / identity number

Residential, postal or business address

Contact number(s)

Fax number / e-mail address

Section C: Information to be corrected / deleted / destroyed

Details

Section D: Reasons

Reasons for correction or deletion of the personal information about the data subject which is in possession or under the control of the responsible party, and/or reasons for destruction or deletion of a record of personal information about the data subject which the responsible party is no longer authorised to retain. Please provide detailed reasons for the request.

Reasons

Signed at __________ on this ____ day of __________ 20__.

Signature