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The Venture Co.

*T/A Venture Printing *

 

 PAIA MANUAL

VENTURE CO.  (Pty) Ltd 

Registration Number: (2024/195168/07)

PAIA MANUAL

Prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000.

 

 

 

DATE OF COMPILATION: 01 January 2025

 

The Venture Co. (Pty) Ltd

 

1. LIST OF ACRONYMS AND ABBREVIATIONS

1.1 “CEO” Chief Executive Officer

1.2 “DIO” Deputy Information Officer;

1.3 “IO“ Information Officer;

1.4 “Minister” Minister of Justice and Correctional Services;

1.5 “PAIA” Promotion of Access to Information Act No. 2 of 2000 ( as Amended;

1.6 “POPIA” Protection of Personal Information Act No.4 of 2013; 1.7 “Regulator” Information Regulator; and 1.8 “Republic” Republic of South Afria

 

2. INTRODUCTION

3. PURPOSE OF PAIA MANUAL

1. This manual has been compiled in terms of the Promotion of Access to Information Act, No. 2 of 2000 (“the Act”). The Act gives effect to the constitutional right of access to information contained in section 32 of the Constitution of the Republic of South Africa.

2.  In terms of the Act, private bodies are required to compile a manual as a guide to requesters of information. This manual provides the procedure to be followed by requesters when requesting information from The Venture Co. for the purpose of exercising or protecting rights. This manual further sets out the type of records held by The Venture Co. (Venture Printing) and the availability of such records.

3. This PAIA Manual is useful for the public to:

   1. check the categories of records held by The Venture Co.  which are available without a person having to submit a formal PAIA request;

   2. have a sufficient understanding of how to make a request for access to a record of The Venture Co.

   3. by describing the subjects on which The Venture Co. holds records, and the categories of records held on each subject;

      1. know the description of the records of The Venture Co.  which are available in accordance with any other legislation.

   4. access all the relevant contact details of the Information Officer and Deputy Information Officer who will assist the public with the records they intend to access;

   5. know the description of the guide on how to use PAIA, as updated by the Regulator and how to obtain access to it;

      1. know if the body will process personal information,

      2. the purpose of processing of personal information and

      3. the description of the categories of data subjects and of the information or categories of information relating thereto;

   6. know the description of the categories of data subjects and of the information or categories of information relating thereto;

   7. know the recipients or categories of recipients to whom the personal information may be supplied;

   8. know if The Venture Co. has planned 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

   9. know whether The Venture Co. (Venture Printing) has appropriate security measures to ensure:

      1. the confidentiality,

      2. integrity and

      3. availability of the personal information which is to be processed.

 

4. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION OF The Venture Co.

1. Chief Information Officer

   1. Name: Mr. Gavin Edwards

   2. Tel: 068 636 5542

   3. Email: gavin@ventureprinting.co.za

2. Deputy Information Officer:

   1. Name: Mrs Chalynne Kanes

   2. Email: info@ventureprinting.co.za

   3. Access to information general contact: Email: info@ventureprinting.co.za

3. Postal Address: 6 Sylvia Street, Potchefstroom 2531.

4. Physical Address: : 6 Sylvia Street, Potchefstroom 2531.

5. Website: www.ventureprinting.co.za

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5. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE

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 POPIA.

2. The Guide is available in each of the official languages and in braille

3. The aforesaid Guide contains the description of:

   1. the objects of PAIA and POPIA;

   2. the postal and street address, phone and fax number and, if available, electronic mail address of

      1.  the Information Officer of every public body, and

      2.  every Deputy Information Officer of every public and private body designated in terms of section 17(1) of PAIA1 and section 56 of POPIA2 ;

      3. the manner and form of a request for

         1. access to a record of a public body contemplated in section 113 ; and

         2. access to a record of a private body contemplated in section 504 ;

      4. the assistance available from the IO of a public body in terms of PAIA and POPIA;

      5. the assistance available from the Regulator in terms of PAIA and POPIA; 1 Section 17(1) of PAIA-

   3. For the purposes of PAIA, each public body must, subject to legislation governing the employment of personnel of the public body concerned, designate such number of persons as deputy information officers as are necessary to render the public body as accessible as reasonably possible for requesters of its records

   4. Section 56(a) of POPIA-

      1. “Each public and private body must make provision, in the manner prescribed in section 17 of the Promotion of Access to Information Act, with the necessary changes, for the designation of such a number of persons, if any, as deputy information officers as is necessary to perform the duties and responsibilities as set out in section 55(1) of POPIA.”

   5. Section 11(1) of PAIA-

      1. A requester must be given access to a record of a public body if that requester complies with all the procedural requirements in PAIA relating to a request for access to that record; and access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.

   6. Section 50(1) of PAIA-

      1. A requester must be given access to any record of a private body if

         1. that record is required for the exercise or protection of any rights;

         2. that person complies with the procedural requirements in PAIA relating to a request for access to that record; and

         3. access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.

 

 

Internal appeal;

5.3.6.2. a complaint to the Regulator; and

5.3.6.3. an application with a court against a decision by the information officer of a public body, a decision on internal appeal or a decision by the Regulator or a decision of the head of a private body;

5.3.7. the provisions of sections 145 and 516 requiring a public body and private body, respectively, to compile a manual, and how to obtain access to a manual;

5.3.8. the provisions of sections 157 and 528 providing for the voluntary disclosure of categories of records by a public body and private body, respectively;

5.3.9. the notices issued in terms of sections 229 and 5410 regarding fees to be paid in relation to requests for access; and

5.3.10. the regulations made in terms of section 9211 . Section 14(1) of PAIA-

The information officer of a public body must, in at least three official languages, make available a manual containing information listed in paragraph 4 above. 5 Section 51(1) of PAIA-

 

The head of a private body must make available a manual containing the description of the information listed in paragraph 4 above.

 

Section 15(1) of PAIA-

The information officer of a public body, must make available in the prescribed manner a description of the categories of records of the public body that are automatically available without a person having to request access 7 Section 52(1) of PAIA-

The head of a private body may, on a voluntary basis, make available in the prescribed manner a description of the categories of records of the private body that are automatically available without a person having to request access 8 Section 22(1) of PAIA- The information officer of a public body to whom a request for access is made, must by notice require the requester to pay the prescribed request fee (if any), before further processing the request. 

 

Section 54(1) of PAIA-

The head of a private body to whom a request for access is made must by notice require the requester to pay the prescribed request fee (if any), before further processing the request. 

 

Section 92(1) of PAIA provides that

–“The Minister may, by notice in the Gazette, make regulations regarding-

(a) any matter which is required or permitted by this Act to be prescribed;

(b) any matter relating to the fees contemplated in sections 22 and 54;

(c) any notice required by this Act;

(d) uniform criteria to be applied by the information officer of a public body when deciding which categories of records are to be made available in terms of section 15; and

(e) any administrative or procedural matter necessary to give effect to the provisions of this Act.

 

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 Regulator, during normal working hours.

 

The Guide can also be obtained from the website of the Regulator (https://www.justice.gov.za/inforeg/).

 

Any queries related to the guide must be directed to the Information Regulator’s office.

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CATEGORIES OF RECORDS OF VENTURE PRINTING / The Venture Co. WHICH ARE AVAILABLE WITHOUT A PERSON HAVING TO REQUEST ACCESS

The following are categories of records held by Venture Printing which are available without a person having to request access by completing a Form, meaning the types of the records that maybe available on the website and a person may download or request telephonically or by sending an email.

 

Category of records

Types of the Record Available on Website Public Affairs/Website

• Public Product Information 

• Public Corporate Records 

• Media Releases

• Publications

• Newsletters

 

 INDICATION OF OTHER LEGISLATION IN TERMS OF WHICH THE RECORDS OF The Venture Co / Venture Printing ARE AVAILABLE

Records maintained by The Venture Printing in terms of other legislation includes but are not limited to:

• Basic Conditions of Employment Act 75 of 1997;

• Broad-Based Black Economic Empowerment Act 53 of 2003;

• Compensation for Occupational Injuries and Diseases Act 130 of 1993;

• Electronic Communications and Transactions Act 25 of 2002;

• Employment Equity Act 55 of 1998;

• Financial Intelligence Centre Act 38 of 2001;

• Financial Advisory and Intermediary Services Act 37 0f 2002;

• Income Tax Act 58 of 1962;

• Labour Relations Act 66 of 1995; 

• Occupational Health and Safety Act 85 of 1993; .

• Pension Funds Act 24 of 1956;

• Promotion of Access to Information Act 2 of 2000;

• Protection of Personal Information Act 4 of 2013;

• Unemployment Insurance Contributions Act 4 of 2002; 

• Unemployment Insurance Act 30 of 1996; and

• Value Added Tax Act 89 of 1991.

 

DESCRIPTION OF THE SUBJECTS ABOUT WHICH VENTURE PRINTING / THE VENTURE Co. HOLDS RECORDS AND CATEGORIES OF RECORDS HELD ON EACH SUBJECT BY THE VENTURE Co.

This section sets out the subjects (i.e. Finance or HR) in respect of which The Venture Co. / Venture Printing holds records and the categories of records held on each subject, including records which are created and available in accordance with any of the South African legislation.

These records are not freely available but can be requested in writting

The inclusion of any subject of records should not be taken as an indication that the records in those categories will be made available under PAIA, as certain grounds for refusal may be applied.

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• Company documents including the memorandum of incorporation

• Registers and minute books

• Statutory returns

• Powers of attorney

• CIPC Registration

• Employer Registration

• VAT Registration

• Taxpayer Registration

 

Records Subject:

Financial

• Financial Statements

• Financial and Tax Records (Company & Employees)

• Asset Register

• Bank statements

• Debtors/Creditors statements and invoices

• Agreements with customers, suppliers, service providers and other parties.

Movable and immovable property

• Title deeds

• Lease agreements

• Credit sale agreements

• Ordinary sale agreements Marketing

 

Market Information

• Public Customer Information

• Product Brochures

• Owner Manuals

• Product Sales Records 

• Marketing Strategies

• Copies of advertisements and advertising register

• Customer Database

 

Company performance Records Intellectual Property

• Trademarks, patents, designs, Templates, Seminar content, Online course material, Compliance Monitoring Plans, Articles, Opinions, know-how, and licensing agreements for same Strategic Documents, Plans, Proposals

• Annual Reports

• Strategic Plan

• Annual Performance Plan

 

Records Subject: Administration and Information Technology

• Intranet

• Correspondence with internal and external parties

• Operations

• Policies and Procedures

• Industry authorisation and compliance records

• Industry exemption records

• Disaster recovery and implementation plans

 

Human Resources

• Policies and procedures

• Employee information

• Employment contracts

• Training Records

• Benefit arrangements rules and records

 

Compliance Delivery

• CRM records

• Compliance Reports

• Correspondence with regulators and customers

• Implementation records Website

• Company profile

• Areas of Service and Expertise

• News and Publications

• Coverage

 

PROCESSING OF PERSONAL INFORMATION

Purpose of Processing Personal Information The Venture Co. / Venture Printing will only process personal information in line with the Privacy Policy, which is available on the The Venture Co. / Venture Printing website.

 

Description of the categories of Data Subjects and of the information or categories of information relating thereto This section specifies the categories of data subjects in respect of whom Venture Printing processes personal information and the nature or categories of the personal information being processed.

The inclusion of any subject of records should not be taken as an indication that the records in those categories will be made available under PAIA, as certain grounds for refusal may be applied.

 

Categories of Data

Subjects

• Personal Information that may be processed Customers / Clients Name of customer/client, Firm code of client as per CRM,

• Name and Surname of Compliance Officer linked to that client where applicable.

• Business address,

• Banking details of business,

• Registration number of business

Categories of Data

Subject Personal Information that may be processed information subject,

• Identity number,

• Address,

• Qualifications,

• Contact information.

• Business address,

• Banking details of business,

• Registration number of business.

Third party contractors

• Name,

• address,

• registration numbers or Identity numbers, Employment status,

• Bank details,

• Business information,

• Trading information, 

 

Regulatory bodies

 

Venture Printing / The Venture Co. ensures that basic security platforms, solutions, software, principles and architecture is in-place to protect its information systems against data leakage and the misuse of information.

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A copy of the Manual is available as follows:

On www.ventureprinting.co.za;

From the Information Officer Via Email.

 

PRESCRIBED FEES

If you request access to records containing personal information about yourself you will not be required to pay the request fee.

Any other request under PAIA must be made in writing via the info@ventureprinting.co.za email address.

 

Request fee, when submitting the initial request.

• If the request is granted, an access fee must be paid for the reproduction of records and for time in excess of one hour to search and prepare the records for disclosure.

• Where the time to prepare the records for disclosure is likely to exceed six hours, a deposit of one third of the anticipated access fee may be required as a deposit.

• Payment details can be obtained from the Information Officer.

 

UPDATING

• The head of Venture Printing / The Venture Co. will on a regular basis update this Policy / Manual and will be published according to the requirements of PAIA and POPIA.

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PROCESS

1. The requester must use the prescribed process in writing .

2. The request must be made to the Information Officer. 

3. The requester must provide sufficient details of the records being requested. as well as the right that he/she is seeking to protect, and explain why the record is required to protect that right.

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The Venture Co. / Venture Printing will review the application and all documents. We will notify the requester of the applicable fees if applicable.

Upon receipt of payment a decision on the request and notify the requester in writing , within 30 days of a decision to grant or deny a request.

Once the requester accepts all costs, The Venture Co. / Venture Printing will proceed with the preparation and arranging information .

 

FEES IN RESPECT OF PRIVATE BODIES / REQUEST FOR INFORMATION

Item Description Amount Initial Request fee

1. The initial request fee payable by every requester R140 Access and Reproduction fee

2. Photocopy/printed black & white copy of A4- size page R3.00 per page or part thereof

3. Printed copy of A4- Size page R3.00 per page or part thereof

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REQUEST FOR ACCESS TO RECORD NOTE:

1. Proof of identity must be attached by the requester.

2. If requests made on behalf of another person, proof of such authorisation, must be attached to the written communication.

 

PERSONAL INFORMATION

• Full Names

• Identity Number

• Capacity in which request is made(when made on behalf of another person)

• Postal Address Street Address

• E-mail Address

• Contact Numbers

• Any further particulars of record TYPE OF RECORD

 

MANNER OF ACCESS

• Personal inspection of record.

• Postal services to postal address

• Postal services to street address

• Courier service to street address

• E-mail of information

 

PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED

Indicate which right is to be exercised or protected Explain why the record requested is required for the exercise or protection of the aforementioned right:

FEES

a) A request fee must be paid before the request will be considered.

b) You will be notified of the amount of the access fee to be paid.

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 - You will be notified in writing whether your request has been approved or denied and if approved the costs relating to your request, if any.