PAIA MANUAL
2021 Version
This manual was prepared in accordance with section 51 of the Promotion of Access to Information Act, 2000, and to address the requirements of the Protection of Personal Information Act, 2013.
This manual applies to: Trumate, owned and operated by Trubase Technologies (Pty) Ltd (registration number 2025/507933/07)

1. DEFINITIONS AND INTERPRETATIONS

1.1 Definition

1.1.1 “Access fee” means a fee prescribed for the purposes of section 22(6) or
54(6), as the case may be;

1.1.2 “Client” means any natural or juristic person that receives the services from the company

‘‘Data subject’’ means the person to whom personal information relates;

1.1.3 “Deputy Information Officer” means the designated individual in the
public or private body who is responsible for assisting the Information
Officer with the PAIA Request;

1.1.4 “Guide” means the guide on how to use PAIA by any person who wishes to exercise any right contemplated in Promotion of Access to Information Act 2 of 2000 (PAIA) and the Protection of Personal Information Act 04 of 2013, as contemplated in section 10 of PAIA;

1.1.5 “Head” of, or in relation to, a private body means –

1.1.6 “Human Rights Commission” means the South African Human Rights
Commission referred to in section 181 (1) (b) of the Constitution;
(a) in the case of a natural person, including a person referred to in
paragraph (c) of the definition of “political party”, that natural person or
any person duly authorised by that natural person;

(b) in the case of a partnership, any partner of the partnership or any
person duly authorised by the partnership;

(c) in the case of a juristic person -

(i) the chief executive officer or equivalent officer of the juristic
person or any person duly authorised by that officer; or

(ii) the person who is acting as such or any person duly authorised by such acting person; or

(d) in the case of political party, the leader of the political party or any
person duly authorised by that leader;

1.1.7 “Human Rights Commission” means the South African Human Rights
Commission referred to in section 181 (1) (b) of the Constitution;

1.1.8 “Information Officer”

In relation to, a public body –

(a) in the case of a national department, provincial administration or
organisational component –
(i) mentioned in Column 1 of Schedule 1 or 3 to the Public Service Act,
1994 (Proclamation 103 of 1994), means the officer who is the
incumbent of the post bearing the designation mentioned in
Column 2 of the said Schedule 1 or 3 opposite the name of the
relevant national department, provincial administration or
organisational component or the person who is acting as such; or

(ii) not so mentioned, means the Director-General, head, executive
director or equivalent officer, respectively, of that national
department, provincial administration or organisational
component, respectively, or the person who is acting as such;
(b) in the case of a municipality, means the municipal manager appointed in terms of section 82 of the Local Government: Municipal Structures Act, 1998 (Act 117 of 1998), or the person who is acting as such; or

(c) in the case of any other public body, means the chief executive officer, or equivalent officer, of that public body or the person who is acting as such;

(d) In relation to, a private body means the head of a private body as contemplated in section 1, of the Promotion of Access to Information Act;

1.1.9 “Information Regulator” means the Information Regulator established in
terms of section 39 of the Protection of Personal Information Act, 2013;

1.1.10 “Internal appeal” means an internal appeal to the relevant authority in
terms of section 74;

1.1.11 “Minister” means the Cabinet member responsible for the administration of justice;

1.1.12 “Person” means a natural person or a juristic person;

1.1.13 “Personal information” means information relating to an identifiable
natural person, including, but not limited to –

(a) relating to the race, gender, sex, pregnancy, marital status,
national, ethnic or social origin, colour, sexual orientation, age, physical
or mental health, well-being, disability, religion, conscience, belief,
culture, language and birth of the person;
(b) information relating to the education or the medical, financial, criminal or employment history of the person;
(c) any identifying number, symbol, email address, physical address,
telephone number, location information, online identifier or other
particular assigned to the person;

(d) the biometric information of the person;

(e) the personal opinions, views or preferences of the person;

(f) correspondence sent by the person that is implicitly or explicitly of a
private or confidential nature or further correspondence that would
reveal the contents of the original correspondence;

(g) the views or opinions of another individual about the person; and

(h) the name of person if it appears with other personal information relating to the person or if the disclosure of the name itself would
reveal information about the person, but excludes information about
an individual who has been dead for more than 20 years;

1.1.14 “Political party” means –

(a) any entity that accepts donations principally to support or oppose any registered political party or its candidates, in an election as defined in section 1 of the Electoral Act, 1998 (Act No. 73 of 1998);

(b) any registered political party as defined in the Electoral Act, 1998; or

(c) a natural person who is an independent candidate.

1.1.15 “Private body” means –

(a) a natural person who carries or has carried on any trade, business or
profession, but only in such capacity;

(b) a partnership which carries or has carried on any trade, business or
profession; or

(c) any former or existing juristic person; or

(d) a political party but excludes a public body;

1.1.16 “Public body” means –

(a) any department of state or administration in the national or provincial
sphere of government or any municipality in the local sphere of
government; or

(b) any other functionary or institution when

1.1.17 “Record” of, or in relation to, a public or private body, means any recorded information -

(a) regardless of form or medium;

(b) in the possession or under the control of that public or private body,
respectively; and

(c) whether or not it was created by that public or private body,
respectively;

(i) exercising a power or performing a duty in terms of the
Constitution or a provincial constitution; or

(ii) exercising a public power or performing a public function in terms of any legislation;

1.1.18 “Record” of, or in relation to, a public or private body, means any recorded information –

(a) regardless of form or medium;

(b) in the possession or under the control of that public or private body,
respectively; and

(c) whether or not it was created by that public or private body, respectively;

1.1.19 “Request for access”, in relation to –

(a) a public body, means a request for access to a record of a public body
in terms of section 11; or

(b) a private body, means a request for access to a record of a private body in terms of section 50;

1.1.20 ‘‘Responsible party’’ means a public or private body or any other person which, alone or in conjunction with others, determines the purpose of and means for processing personal information;

1.1.21 “Third party', in relation to a request for access to –

(a) a record of a public body, means any person (including, but not limited to, the government of a foreign state, an international organisation or an organ of that government or organisation) other than –

(i) the requester concerned; and

(ii) a public body; or

(a) a record of a private body, means any person (including, but not limited to, a public body) other than the requester, but, for the purposes of sections 34 and 63, the reference to 'person' in paragraphs (a) and (b) must be construed as a reference to 'natural person';

1.1.22 “The Act” means the Promotion of Access to Information Act 2 of 2000 as amended, and includes any regulation made and in force in terms of
Section 92

1.1.23 “Manual” this one

1.1.24 “Conditions for Lawful Processing” the conditions for the lawful processing of personal information as fully set out in Chapter 3 of POPI and in paragraph 12 in this manual

1.1.25 “Personnel” any person who works or provides a service on behalf of the company, receives or entitled to receive a remuneration or any other person who assist in carrying out or conducting a business of the Company, which include, without limitation, directors (executive or non-executive). All permanent, temporary, and part=time staff, as well as contract workers

1.2 Interpretation

1.2.1 any reference to any statute, regulation or other legislation shall be a
reference to that statute, regulation or other legislation as at the signature
date, and as amended or substituted from time to time;
1.2.2 if any provision in a definition is a substantive provision conferring a right
or imposing an obligation on any party then, notwithstanding that it is only
in a definition, effect shall be given to that provision as if it were a
substantive provision in the body of this Manual;

1.2.3 where any term is defined within a particular clause other than this, that
term shall bear the meaning ascribed to it in that clause wherever it is used
in this document;

1.2.4 where any number of days is to be calculated from a particular day, such
number shall be calculated as excluding such particular day and
commencing on the next day. If the last day of such number so calculated
falls on a day which is not a business day, the last day shall be deemed to
be the next succeeding day which is a business day;

1.2.5 any reference to days (other than a reference to business days), months or years shall be a reference to calendar days, months or years, as the case
may be;

1.2.6 the use of the word "including" followed by a specific example/s shall not
be construed as limiting the meaning of the general wording preceding it
and the eiusdem generis rule shall not be applied in the interpretation of
such general wording or such specific example/s;

1.2.7 insofar as there is a conflict in the interpretation of or application of this
Manual and the Act, the Act shall prevail;

1.2.8 this Manual does not purport to be exhaustive of or to comprehensively
deal with every procedure provided for in the Act. A requester is advised to
familiarise his/her/itself with the provisions of the Act before lodging any
request with the Regulator

2. LIST OF ACRONYMS AND ABBREVIATIONS


2.1 CEO Chief Executive Officer
2.2 Constitution Constitution of the Republic of South Africa, Act No. 108 of 1996
2.3 DIO Deputy Information Officer
2.4 IO Information Officer
2.5 Members Members of the Information Regulator
2.6 Minister Minister of Justice and Correctional Services
2.7 PAIA Promotion of Administrative Justice Act, 2000
2.8 PFMA Public Finance Management Act No. 1 of 1999 as amended
2.9 POPIA Protection of Personal Information Act No. 4 of 2013
2.10 Regulator Information Regulator
2.11 SAHRC South African Human Rights Commission

3. Background

3.1 Before South Africa became a constitutional democracy with an enforceable Bill of
Rights, it had a government that thrived on secrecy, clandestine activities and the
suppression of information. There was no transparency or accountability

3.2 The Regulator is committed to upholding the principles enshrined in the
Constitution and national legislation including but not limited to PAIA and POPIA.
The former contains the key principles of good governance, transparency and
accountability.

3.3 In pursuit of its objectives, the Regulator encourages the sharing of information
with requesters and members of the public as optimally as is possible. Informed
public scrutiny can only strengthen the democratic ideals the Regulator advances

3.4 PAIA, as amended by section 110 of POPIA, was promulgated to give effect to the
constitutional right of access to information held by the State or by another
person, which information is required for the exercise or protection of any rights.

4. Background to the Promotion of Access to Information Act 1.1. The Promotion of Access to Information Act, No. 2 of 2000 (the “Act) was enacted on 3 February 2000, giving effect to the constitutional right in terms of section 32 of the Bill of Rights contained in the Constitution of the Republic of South Africa 108 of 1996 (the “Constitution”) of access to any information held by the state and any information that is held by another person and that is required for the exercise or protection of any rights.
4.2. In terms of section 51 of the Act, all Private Bodies are required to compile an Information Manual (“PAIA Manual”).
4.3. Where a request is made in terms of the Act, the body to whom the request is made is obliged to release the information, subject to applicable legislative and/or regulatory requirements, except where the Act expressly provides that the information may be withheld when requesting information from a public or private body.


5. Purpose of the PAIA Manual 2.1. The purpose of PAIA is to promote the right of access to information, to foster a culture of transparency and accountability within Trubase Technologies by giving the right to information that is required for the exercise or protection of any right and to actively promote a society in which the people of South Africa have effective access to information to enable them to exercise and protect their rights.
5.2. In order to promote effective governance of private bodies, it is necessary to ensure that everyone is empowered and educated to understand their rights in relation to public and private bodies.
5.3. Section 9 of the Act recognises that the right to access information cannot be unlimited and should be subject to justifiable limitations, including, but not limited to: 2.3.1. Limitations aimed at the reasonable protection of privacy;
5.3.2. Commercial confidentiality;
5.3.3. Effective, efficient, and good governance;
5.3.4. In a manner that balances that right with any other rights, including such rights contained in the Bill of Rights in the Constitution.

5.4. This PAIA Manual complies with the requirements of the guide mentioned in section 10 of the Act and recognises that upon commencement of the Protection of Personal Information Act 4 of 2013, the appointed Information Regulator will be responsible for regulating compliance with the Act and its regulations by private and public bodies.
6. Contact Details of the Managing Director [Section 51(1)(a)]
Founder & CEO: Patrick Mthimkhulu
Registered Address: D491 Khululeka Drive, KwaDabeka, Durban, RSA, 3612
Postal Address: As above
Telephone Number: N/A
Website: https://trumateapp.com


7. The Information Officer [Section 51(1)(b)]
7.1. The Act prescribes the appointment of an Information Officer for public bodies where such Information Officer is responsible for, inter alia, assessing requests for access to information. The head of a private body fulfils such a function in terms of section 51. Trumate has opted to appoint an Information Officer to assess such a request for access to information as well as to oversee its required functions in terms of the Act.
7.2. The Information Officer appointed in terms of the Act also refers to the Information Officer as referred to in the Protection of Personal Information Act 4 of 2013. The Information Officer oversees the functions and responsibilities as required in terms of both this Act as well as the duties and responsibilities in terms of section 55 of the Protection of Personal Information Act 4 of 2013, after registering with the Information Regulator.
7.3. The Information Officer may appoint, where it is deemed necessary, Deputy Information Officers, as allowed in terms of section 17 of the Act, as well as section 56 of the Protection of Personal Information Act 4 of 2013. This is in order to render Trumate as accessible as reasonably possible for requesters of its records and to ensure fulfilment of its obligations and responsibilities as prescribed in terms of section 55 of the Protection of Personal Information Act 4 of 2013. All requests for information in terms of this Act must be addressed to the Information Officer.
7.4. Contact Details of the Information Officer
Information Officer:
Name: Nomfundo Mthimkhulu
Physical Address: D491 Khululeka Drive, KwaDabeka, Durban, RSA, 3612
Telephone Number: N/A
Email Address: Info@trumateapp.com


8. Guide of the SA Human Rights Commission (Section 51(1) (b))
8.1. The Act grants a requester access to records of a private body if the record 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.
8.2. Requests in terms of the Act shall be made in accordance with the prescribed procedures, at the rates provided. The forms and tariffs are dealt with in paragraphs 6 and 7 of the Act.
8.3. Requesters are referred to the Guide in terms of Section 10, which has been compiled by the South African Human Rights Commission, which will contain information for the purposes of exercising Constitutional Rights. The Guide is available from the SAHRC.
8.4. The contact details of the Commission are:
Contact body: The South African Human Rights Commission Physical Address:
PAIA Unit
Physical Address: 29 Princess of Wales Terrace, Cnr York and Andrew Streets, Parktown
Postal Address: Private Bag 2700, Houghton 2041
Telephone Number: +27 11 877 3600
Email: PAIA@sahrc.org.za
Website: www.sahrc.org.za


9. The Latest Notice in Terms of Section 52(2) (If any)[Section 51(1)(c)]
No notice has been published on the categories of records that are automatically available without a person having to request access in terms of Section 52(2) of PAIA.
10. Subjects and Categories of Records Available only on Request to Access in Terms of the Act (Section 51(1) (e))
Records held by Trumate
10.1. For the purposes of this clause 7.1, “Personnel” refers to any person who works for, or provides services to, or on behalf of Trumate and receives or is entitled to receive remuneration and any other person who assists in carrying out or conducting the business of Adept Advisory. This includes, without limitation, directors (executive and non-executive), all permanent, temporary, and part-time staff, as well as contract workers.
10.2. This clause serves as a reference to the categories of information that Trumate holds. The information is classified and grouped according to records relating to the following subjects and categories:
10.2.1 COMPANIES ACT RECORDS
Documents of Incorporation
Memorandum and Articles of Association
Minutes of Board to Directors Meetings
Records Relating to the Appointment of Directors/Auditor/Secretary/Public Officer, and Other Officers
10.2.2. FINANCIAL RECORDS
Annual Financial Statements
Tax Returns
Accounting Records
Banking Records
Bank Statements
Paid Cheques
Electronic Banking Records
Asset Register
Rental Agreements
Invoices
10.2.3 INCOME TAX RECORDS
PAYE Records
Documents Issued to Employees for Income Tax Purposes
Records of Payments made to SARS on behalf of Employees
All Other Statutory Compliances:
VAT
Regional Service Levies
Skills Development Levies
UIF
Workmen’s Compensation
10.2.4. PERSONNEL DOCUMENTS AND RECORDS
Employment Contracts
Employment Equity Plan
Medical Aid Records
Pension Fund Records
Disciplinary Records
Salary Records
SETA Records
Disciplinary Code
Leave Records
Training Records
Training Manuals
10.3. Note that the accessibility of the records may be subject to the grounds of refusal set out in this PAIA manual. Amongst others, records deemed confidential on the part of a third party will necessitate permission from the third party concerned, in addition to normal requirements, before Trumate will consider access.
11. Records Available without a Request to Access in terms of the Act
11.1. Records of a public nature, typically those disclosed on the Trumate website and in its various annual reports, may be accessed without the need to submit a formal application.
11.2. Other non-confidential records, such as statutory records maintained at CIPC, may also be accessed without the need to submit a formal application; however, please note that an appointment to view such records will still have to be made with the Information Officer.
12. Description of the Records of the Body which are Available in Accordance with any other Legislation (Section 51(1) (d))
12.1. Unless disclosure is prohibited in terms of legislation, regulations, contractual agreement or otherwise, records that are required to be made available in terms of these acts shall be made available for inspection by interested parties in terms of the requirements and conditions of the Act; the below mentioned legislation and applicable internal policies and procedures, should such interested parties be entitled to such information. A request to access must be made in accordance with the prescriptions of the Act.
a. Basic Conditions of Employment Act, No 75 of 1997;
b. Broad-Based Black Economic Empowerment Act, No 75 of 1997;
c. Business Act, No 71 of 1991;
d. Companies Act, No 71 of 2008;
e. Compensation for Occupational Injuries & Diseases Act, 130 of 1993;
f. Competition Act, No.71 of 2008;
g. Constitution of the Republic of South Africa 2008;
h. Copyright Act, No 98 of 1978;
i. Customs & Excise Act, 91 of 1964;
j. Electronic Communications Act, No 36 of 2005;
k. Electronic Communications and Transactions Act, No 25 of 2002;
l. Employment Equity Act, No 55 of 1998;
m. Identification Act, No. 68 of 1997;
n. Income Tax Act, No 58 of 1962;
o. Intellectual Property Laws Amendment Act, No 38 of 1997;
p. Labour Relations Act, No 66 of 1995;
q. Occupational Health & Safety Act, No 85 of 1993;
r. Pension Funds Act, No 24 of 1956;
s. Prescription Act, No 68 of 1969;
t. Prevention of Organised Crime Act, No 121 of 1998;
u. Promotion of Access to Information Act, No 2 of 2000;
v. Protection of Personal Information Act, No. 4 of 2013;
w. Regulation of Interception of Communications and Provision of Communication-Related Information Act 70 of 2002
x. Revenue laws Second Amendment Act. No 61 of 2008; bb. Skills Development Levies Act No. 9 of 1999;
y. Unemployment Insurance Contributions Act 4 of 2002;
z. Unemployment Insurance Act No. 30 of 1966;
aa. Value Added Tax Act 89 of 1991.
* Although we have used our best endeavours to supply a list of applicable legislation, it is possible that this list may be incomplete. Whenever it comes to our attention that existing or new legislation allows a Requester access on a basis other than as set out in PAIA, we shall update the list accordingly. If a Requester believes that a right of access to a record exists in terms of other legislation listed above or any other legislation, the Requester is required to indicate what legislative right the request is based on, to allow the Information Officer the opportunity of considering the request in light thereof.
12.2. It is further recorded that the accessibility of documents and records may be subject to the grounds of refusal set out in this PAIA Manual.
13. Detail to Facilitate a Request for Access to a Record of Trumate (Section 51(1) (e))
13.1. The requester must comply with all the procedural requirements contained in the Act relating to the request for access to a record.
13.2. The requester must complete the prescribed form enclosed herewith, and submit the same as well as payment of a request fee and a deposit (if applicable) to the Information Officer or the Deputy Information Officer at the postal or physical address, fax number, or electronic mail address as noted above.
13.3. The prescribed form must be filled in with sufficient information to enable the Information Officer to identify:
a. the record or records requested; and
b. the identity of the requester.
13.4. The requester should indicate which form of access is required and specify a postal address or fax number of the requester in the Republic.
13.5. The requester must state that he/she requires the information to exercise or protect a right, and clearly state what the nature of the right is so to be exercised or protected. The requester must clearly specify why the record is necessary to exercise
or protect such a right (section 53(2)(d)).
13.6. Trumate will process the request within 30 (thirty) days, unless the requester has stated special reasons to the satisfaction of the Information Officer that circumstances dictate that the above time periods not be complied with.
13.7. The requester shall be advised whether access is granted or denied in writing. If, in addition, the requester requires the reasons for the decision in any other manner, the requester will be obliged to state which manner and the particulars required.
13.8. If a request is made on behalf of another person, then the requester must submit proof of the capacity in which the requester is requesting the reasonable satisfaction of the Information Officer (section 53(2)(f)).
13.9. If an individual is unable to complete the prescribed form because of illiteracy or disability, such a person may make the request orally.
13.10. The requester must pay the prescribed fee before any further processing can take place.
13.11. All information as listed herein should be provided, and failing which, the process will be delayed until the required information is provided. The prescribed time periods will not commence until the requester has furnished all the necessary and required information. The Information Officer shall sever a record, if possible, and grant only access to that portion requested and which is not prohibited from being disclosed.
14. Refusal of Access to Records
Grounds to Refuse Access
14.1. A private body such as Trumate is entitled to refuse a request for information. The main grounds for Trumate to refuse a request for information relate to the:
14.1.1. mandatory protection of the privacy of a third party who is a natural person or a deceased person (section 63) or a juristic person, as included in the Protection of Personal Information Act 4 of 2013, which would involve the unreasonable disclosure of personal information of that natural or juristic person;
14.1.2. mandatory protection of personal information and for disclosure of any personal information to, in addition to any other legislative, regulatory, or contractual agreements, comply with the provisions of the Protection of Personal Information Act 4 of 2013;
14.1.3. mandatory protection of the commercial information of a third party (section 64) if the record contains trade secrets of the third party;
14.1.4. financial, commercial, scientific, or technical information whose disclosure could likely cause harm to the financial or commercial interests of that third party;
14.1.5. information disclosed in confidence by a third party to Adept Advisory, if the disclosure could put that third party at a disadvantage in negotiations or commercial competition;
14.1.6. mandatory protection of confidential information of third parties (section 65) if it is protected in terms of any agreement;
14.1.7. mandatory protection of the safety of individuals and the protection of property (section 66);
14.1.8. mandatory protection of records which would be regarded as privileged in legal proceedings (section 67).
14.1.9. The commercial activities (section 68) of a private body, which may include:
14.1.9.1. trade secrets;
14.1.10. financial, commercial, scientific, or technical information whose disclosure could likely cause harm to the financial or commercial interests of Adept Advisory;
14.1.11. information which, if disclosed, could put Trumate at a disadvantage in negotiations or commercial competition;
14.1.12. a computer program or application which is owned by Trumate and which is protected by copyright;
14.1.13. The research information (section 69) of Trumate or a third party, if its disclosure would disclose the identity of Adept Advisory, the researcher, or the subject matter of the research, and would place the research at a serious disadvantage.
14.2. Requests for information that are clearly frivolous or vexatious, or which involve an unreasonable diversion of resources, shall be refused.
14.3. All requests for information will be assessed on their own merits and in accordance with the applicable legal principles and legislation.
14.4. If a requested record cannot be found or if the record does not exist, the Information Officer shall, by way of an affidavit or affirmation, notify the requester that it is not possible to give access to the requested record. Such a notice will be regarded as a decision to refuse a request for access to the record concerned for the purpose of the Act. If the record 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 the Information Officer refuses access to such record.
15. Remedies Available When Trumate Refuses a Request
Internal Remedies
15.1. Trumate does not have internal appeal procedures. The decision made by the Information Officer is final. Requesters will have to exercise such external remedies at their disposal if the request for information is refused, and the requester is not satisfied with the answer supplied by the Information Officer.
External Remedies
15.2. A requester that is dissatisfied with the Information Officer's refusal to disclose information may, within 30 (thirty) days of notification of the decision, may apply to a Court for relief.
15.3. A third party dissatisfied with the Information Officer's decision to grant a request for information may, within 30 (thirty) days of notification of the decision, apply to a Court for relief.
15.4. For purposes of the Act, the Courts that have jurisdiction over these applications are the Constitutional Court, the High Court, or another court of similar status, and a Magistrate's Court designated by the Minister of Justice and Constitutional Development, and which is presided over by a designated Magistrate.
16. Prescribed Fees (Section 51 (1) (f))
Fees Provided by the Act
16.1. The Act provides for two types of fees, namely:
16.1.1. A request fee, which is a form of administration fee to be paid by all requesters except personal requesters, before the request is considered and is not refundable; and
16.1.2. An access fee, which is paid by all requesters in the event that a request for access is granted. This fee is inclusive of costs incurred by the private body in obtaining and preparing a record for delivery to the requester.
16.2. When the request is received by the Information Officer, such officer shall, by notice require the requester, other than a personal requester, to pay the prescribed request fee before further processing of the request (section 54(1)).
16.3. If the search for the record has been made and the preparation of the record for disclosure, including arrangement to make it available in the requested form, requires more than the hours prescribed in the regulations for this purpose, the Information Officer shall notify the requester to pay as a deposit the prescribed portion of the access fee which would be payable if the request is granted.
16.4. The Information Officer shall withhold a record until the requester has paid the fees as indicated below.
16.5. A requester whose request for access to a record has been granted, must pay an access fee that is calculated to include, where applicable, the request fee, the process fee for reproduction and for search and preparation, and for any time reasonably required in excess of the prescribed hours to search for and prepare the record for disclosure including making arrangements to make it available in the request form.
16.6. If a deposit has been paid in respect of a request for access, which is refused, then the Information Officer concerned must repay the deposit to the requester.
17. Reproduction Fee
17.1. Where Trumate has voluntarily provided the Minister with a list of categories of records that will automatically be made available to any person requesting access thereto, the only charge that may be levied for obtaining such records will be a fee for reproduction of the record in question.
Reproduction of Information Fees to be Charged
Information on an A-4 size page, photocopy or part thereof R l,10
A printed copy of an A4-size page or part thereof R 0,75
A copy in computer-readable format, for example: Compact disc R 70,00
A transcription of visual images, in an A4-size page or part thereof R 40,00
A copy of the visual images R 60,00
A transcription of an audio record for an A4-size page or part thereof R 20,00
A copy of an audio record R 30,00

17.2. Request Fees
Where a requester submits a request for access to information held by an institution on a person other than the requester himself/herself, a request fee in the amount of R50,00 is payable up-front before the institution will further process the request received.
17.3. Access Fees
An access fee is payable in all instances where a request for access to information is granted, except in those instances where payment of an access fee is specially excluded in terms of the Act or an exclusion is determined by the Minister in terms of section 54(8).
The applicable access fees, which will be payable, are:
Access to Information Fees to be Charged
Information on an A-4 size page, photocopy or part thereof R 1,10
A printed copy of an A4-size page or part thereof R 0,75
A copy in computer-readable format, for example: a stiff disc, or
compact disc R 7,50 to R70,00
A transcription of visual images, in an A4-size page or part thereof R 40,00
A copy of visual images R 60,00 R60,00
A transcription of an audio record for an A4-size page or part thereof R 20,00
A copy of an audio record
*Per hour or part of an hour reasonably required for such search R30,00
To search and prepare records for disclosure for each hour or part of each hour, excluding the first hour reasonably required for search and preparation R145,00
To search and prepare records for disclosure for each hour or part of each hour, excluding the first hour reasonably required for search and preparation, for such search and preparation (cannot exceed total cost) 435.00
Postage, email, and other electronic transfer Actual expense (If any)

17.4. Deposits
17.4.1. Where the institution receives a request for access to information held on a person other than the requester himself/herself, and the Information Officer, upon receipt of the request, is of the opinion that the preparation of the required record of disclosure will take more than 6 (six) hours, a deposit is payable by the requester.
17.4.2. The amount of the deposit is equal to 1/3 (one third) of the amount of the applicable access fee.
17.5. Collection Fees
17.5.1. The initial "request fee" of R50.00 should be deposited into the bank account below, and a copy of the deposit slip, application form, and other correspondence/documents, forwarded to the Information Officer via fax.
17.5.2. The officer will collect the initial "request fee" of applications received directly by the Information Officer via email.
17.5.3. All fees are subject to change as allowed for in the Act, and as a consequence, such escalations may not always be immediately available at the time of the request being made. Requesters shall be informed of any changes in the fees prior to making a payment.
18. Decision
18.1. Time Allowed to Institution
18.1.1. Trumate will, within 30 (thirty) days of receipt of the request, decide whether to grant or decline the request and give notice with reasons (if required) to that effect.
18.1.2. The 30 (thirty) day period within which Trumate has to decide whether to grant or refuse the request may be extended for a further period of not more than (30) thirty days if the request is for a large number of information, or the request requires a search for information held at another office of Trumate and the information cannot reasonably be obtained within the original 30 (thirty) day period.
18.1.3. Trumate will notify the requester in writing should an extension be sought.
THE REQUEST TO INFORMATION FORM MAY BE ACCESSED HERE: [INSERT HYPERLINK]

Signature
Patrick Mthimkhulu
Founder and CEO