PROMOTION OF ACCESS TO INFORMATION ACT (PAIA) SECTION 51 MANUAL

 

Introduction

 

This Manual is published in terms of Section 51 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000) (“the Act”). The Act gives effect to the provisions of Section 32 of the Constitution, which provides for the right of access to information held by the State and to information held by another person that is required for the exercise and / or protection of any right.

 

The reference to any information in addition to that specifically required in terms of Section 51 of the Act does not create any right or entitlement (contractual or otherwise) to receive such information, other than in terms of the Act.

 

  1. Event Greening Forum Overview

 

The Event Greening Forum is a non-profit organisation that aims to promote sustainability within the events sector.

 

The Event Greening Forum supports the constitutional right of access to information and we are committed to provide you access to our records in accordance with the provisions of the Act, the confidentiality we owe third parties and the principles of South African law.

 

  1. Availability of this manual

 

A copy of this Manual is available on our website (www.greendatabase.co.za) or by sending a request for a copy to the Information Officer by email. The Manual may also be obtained from our head office, the South African Human Rights Commission (“SAHRC”) at the addresses set out below or from the Government Printers. This Manual will be updated from time to time, as and when required.

 

  1. How to request records held by the Event Greening Forum

 

Requests for access to records held by the Event Greening Forum must be made on the request forms that are available from our website and office, from the SAHRC website (www.sahrc.org.za) or the Department of Justice and Constitutional Development (www.doj.gov.za) (under “regulations”).

 

A request fee may be payable. You can submit a request without paying the request fee but please note that payment of the prescribed fees must be made before the request will be processed.

 

Requests for access to records must be made to our Information Officer at the address, fax number or electronic mail address provided for below.

 

The requester must provide sufficient detail on the request form to enable the Information Officer to identify the record and the requester. The requester should also indicate which form of access is required and indicate if he or she wishes to be informed in any other manner and state the necessary particulars to be so informed.

 

The requester must identify the right that he or she is seeking to exercise or protect and provide an explanation of why the requested record is required for the exercise or protection of that right.

 

If a request is made on behalf of a person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the Information Officer of the Event Greening Forum.

 

Not using the appropriate request form form could cause your request to be refused (if you do not provide sufficient information or otherwise) or delayed.

 

Kindly note that all requests to the Event Greening Forum will be evaluated and considered in accordance with the Act. Publication of this manual and describing the categories and subject matter of information held by the Event Greening Forum does not give rise to any rights (in contract or otherwise) to access such information or records except in terms of the Act.

 

  1. Contact Details

 

Name of Private Body: Event Greening Forum

Designated Information Officer: L McLeod

Email Address of Information Officer: lynn@eventgreening.co.za

Postal Address: Private Bag X7000, Parklands, 2121

Physical Address: 179 Jan Smuts Avenue, Parktown North, Johannesburg

Phone Number: +27 11 447 4777

Website: www.eventgreening.co.za

 

  1. How to access the guide in terms of Section 10 of the Act

 

The Guide described in Section 10 of the Act was due in August 2003. From that date it will be available from the South African Human Rights Commission. Please direct any queries to:

 

The South African Human Rights Commission:

PAIA Unit

The Research and Documentation Department

Private Bag 2700

Houghton

2041

Telephone: +27 11 484 8300

Fax: +27 11 484 0582

Website: www.sahrc.org.za

E-mail: paia@sahrc.org.za

 

  1. Voluntary Disclosure

 

The Event Greening Forum has not published a notice in terms of Section 52(2) of the Act, however, it should be noted that the information relating to the Event Greening Forum and its services is freely available on the Event Greening Forum’s website. Certain other information relating to the Event Greening Forum is also made available on such website from time to time.

 

Further information in the form of marketing brochures, advertising material and other public communication is made available from time to time.

 

  1. Records available in terms of any other legislation

 

Information is available in terms of the following legislation to the persons or entities specified in such legislation:

 

Companies Act 61 of 1973

Income Tax Act 58 of 1962

Value Added Tax Act 89 of 1991

Labour Relations Act 66 of 1995

Basic Conditions of Employment Act 75 of 1997

Employment Equity Act 55 of 1998

Skills Development Levies Act 9 of 1999

Unemployment Insurance Act 30 of 1966

 

  1. Records held by the Event Greening Forum

 

The Event Greening Forum maintains records on the following categories and subject matters. However, please note that recording a category or subject matter in this Manual does not imply that a request for access to such records would be honoured. All requests for access will be evaluated on a case by case basis in accordance with the provisions of the Act.

 

8.1. Internal records

 

The following are records pertaining to the Event Greening Forum’s own affairs and those of its divisions, subsidiary and associated companies:

 

Memorandum and Articles of Association

Financial records

Operational records

Licences

Intellectual property

Marketing records

Internal correspondence

Product records

Statutory records

Internal policies and procedures

Code of conduct

Records held by officials of the Event Greening Forum

 

8.2. Personnel records

 

Personnel refers to any person who works for or provides services to or on behalf of the Event Greening Forum and receives or is entitled to receive any remuneration and any other person who assists in carrying out or conducting the business of the Event Greening Forum. This includes, without limitation, directors, executive directors, non-executive directors, all permanent, temporary and part-time staff as well as contract workers. Personnel records include the following:

 

Any personal records provided to the Event Greening Forum by their personnel; any records a third party has provided to the Event Greening Forum about any of their personnel; conditions of employment and other personnel-related contractual and quasi legal records; internal evaluation records; and other internal records and correspondence.

 

8.3. Customer records

 

Please be aware that the Event Greening Forum is very concerned about protecting the confidential information of its customers. Please see our Privacy Policy. Please motivate any request for customer information very carefully, having regard to Sections 63 to 67 of the Act and the provisions of the Protection of Personal Information Act, Act number 4 of 2013.

 

Customer information includes the following:

 

Any records a customer has provided to the Event Greening Forum or a third party acting for or on behalf of the Event Greening Forum; contractual information; customer needs assessments; personal records of customers; credit information and other research conducted in respect of customers; any records a third party has provided to the Event Greening Forum about customers; confidential, privileged, contractual and quasi legal records of customers; customer evaluation records; customer profiling; performance research conducted on behalf of customers or about customers; any records a third party has provided to the Event Greening Forum either directly or indirectly; and records generated by or within the Event Greening Forum pertaining to customers, including transactional records.

 

8.4. Technical records

 

8.5. Other Parties

 

Records are kept in respect of other parties, including without limitation contractors, suppliers, joint ventures, service providers and general market conditions. In addition, such other parties may possess records, which can be said to belong to the Event Greening Forum. The following records fall under this category:

 

Personnel, customer or the Event Greening Forum records which are held by another party as opposed to being held by the Event Greening Forum; and records held by the Event Greening Forum pertaining to other parties, including financial records, correspondence, contractual records, electronic mail, logs, cached information, records provided by the other party, and records third parties have provided about the contractors/suppliers or customer.

 

8.6. Other Records

 

Further records are held including information relating to the Event Greening Forum’s own commercial activities; research carried out on behalf of a client by the Event Greening Forum or commissioned from a third party for a customer; and research information belonging to the Event Greening Forum, whether carried out itself or commissioned from a third party.