Scrums.com PAIA Manual

PAIA Manual in terms of Section 51 of the Promotion of Access to Information Act, No. 2 of 2000

INTRODUCTION AND PURPOSE OF THIS MANUAL

This Manual is published in terms of Section 51 of the Promotion of Access to Information Act, No. 2 of 2000 ("PAIA"). This manual applies to all operations and records of the company within the Republic of South Africa.

The purpose of this Manual is to provide a reference to the records held by Scrums.com and the procedure that needs to be followed to request access to these records. The manual is intended to assist a requester to exercise their right to access information.

This Manual may be updated from time to time, and all updates will be made available on the company’s website or upon request.

COMPANY DETAILS

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INFORMATION OFFICER AND DEPUTY INFORMATION OFFICER

The Information Officer is responsible for the overall compliance with PAIA.

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GUIDE ON HOW TO USE PAIA

The South African Human Rights Commission (SAHRC) has compiled a guide to assist a person in exercising their rights under PAIA. The guide can be obtained from the SAHRC at:

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RECORDS HELD BY THE COMPANY

The following is a non-exhaustive list of categories of records held by the company. The classification of these records is based on the functions of the company.

Corporate Records

• Founding documents (Memorandum of Incorporation, Articles of Association)
• Minutes of Board of Directors meetings
• Company policies and procedures
• Licences, permits and registrations
• Statutory records
• Correspondence

Financial Records

• Annual financial statements
• Tax returns and other tax-related records
• Financial agreements and contracts
• Invoices, receipts and payment records
• Audit reports
• Asset registers
• Banking Statements and records 
• Asset register 
• Employee related payments 
• General correspondence

Human Resources Records

• Employee records (including personal information, contracts, and payroll data)
• Employment equity plans and reports
• Health and safety records
• Staff training and development records
• Internal disciplinary and grievance procedures
• Human Resource policies and procedures 
• General correspondence 
• Medical Aid information 
• Job profiles 
• Remuneration and benefits 

Operational Records

• Client and customer records
• Supplier and service provider records
• Marketing and communication records
• Information technology records (e.g., system documentation, user manuals)
• Production and technical information
• Service orders 
• Installation and maintenance of products and services 
• Network architecture Information
• IT Policies and Procedures
• Network Diagrams
• User Manuals
• Network Quality information
• Data Management System information
• System security

Customer 

• Customer details (Identity, addresses, contact, banking, debit orders etc.)
• Contact details of individuals representing a corporate customer s
• Communications with customers
• Transactional information
• Market intelligence information
• Customer liaison, complaints, and queries
• General correspondence

Marketing 

• New product development information
• Advertising
• General Correspondence

Legal & Regulatory 

• Contracts and agreements 
• Litigation Records 
• Regulatory 
• General correspondence 

RECORDS THAT ARE AUTOMATICALLY AVAILABLE

The following records are available without a formal PAIA request and can be accessed on the company's website or by contacting the Information Officer:

• Company's website content.
• Marketing brochures and company profiles.
• Annual reports (if published).
• Publicly available press releases.

HOW TO REQUEST ACCESS TO A RECORD

Form and Fees

A request for access to a record must be made on the prescribed form (Form C), which is available on the SAHRC website. This form must be submitted to the Information Officer at the address or email specified in this Manual.Please refer to the official PAIA Form C from the Department of Justice and Constitutional Development HERE. 

A request for access to information will not be processed until the prescribed request fee and, if applicable, the access fee has been paid. The fees are set out in the PAIA Regulations and can be found on the Department of Justice and Constitutional Development website.

Grounds for Refusal of Access

The Information Officer may refuse a request for access to a record on one of the grounds specified in PAIA. These grounds include but are not limited to:

• The record contains personal information of a third party.
• The record contains commercial or financial information of a third party.
• The record is subject to a legal privilege.
• The record contains confidential information of the company.
• The request is vexatious or frivolous.

Remedies

If a request for a record is refused, the requester may lodge an internal appeal to the head of the company or an application to the Information Regulator or a court for the appropriate relief.