PAIA manual.
A plain-language summary of our PAIA manual, required under section 51 of the Promotion of Access to Information Act 2 of 2000. The manual, with its request forms, is the binding version. Clause numbers in brackets point to the part of the manual each line comes from.
About SimVida (Pty) Ltd.
Registered name: Simvida (Pty) Ltd
Registration number: 2020/784560/07
Street and postal address: 35 Ballyclare Drive, Ballyoaks Office Park, Lacey Oak House, Bryanston, 2021
Phone: 010 593 3107
Email: fiona@simvida.com (8.1)
Information Officer.
Information Officer: Eugene Francois Maree, eugene@simvida.com, 010 593 3107 (8.2)
Deputy Information Officer: Fiona Butler, fiona@simvida.com, 010 593 3107 (8.3)
Both are at the address above. Requests go to the Information Officer or another authorised person (11.7).
Records we hold.
Schedule A of the manual lists them in full. In summary:
- Regulatory and administrative: permits and licences, FICA internal rules, memorandum of incorporation, internal correspondence, insurance policies.
- Human resources: employment applications and contracts, employee personal information, disciplinary, performance, salary, benefit, PAYE, leave and training records.
- Financial: financial statements, tax records, asset register, management accounts, ledgers and banking records.
- Clients and users: the user and client database (which can include special personal information such as health or biometric information, as well as identifying numbers, contact details, location, IP address and language preferences), client agreements, files, instructions and correspondence, including call and video recordings.
- Third parties: operator agreements, non-disclosure agreements, letters of intent and supplier contracts.
We process personal information of SimVida users, employees, consultants, service providers and product suppliers (19.1). We may share it with service providers (for example administration, accounting, ICT, storage and verification) and with courts, law enforcement and regulators (21). SimVida is hosted by Amazon Web Services, and information may be transferred outside South Africa under the protections POPIA requires (22).
How to request access.
- Complete the request form in Schedule B of the manual and deliver it to the Information Officer by hand, post or email (11.3, 11.8).
- Say which right you need the record to exercise or protect, and why (11.2), and give enough detail to identify the record, yourself and the form of access you want (11.4).
- If you're asking on someone else's behalf, include proof of your capacity (11.5). If you can't complete the form because of illiteracy or disability, you may make the request verbally (11.6).
Fees. You pay the prescribed request fee before we process your request, and an access fee if it's granted (11.9, 12). The fees are set out in Schedule C, and a deposit of one third applies if the search takes more than six hours. The Information Regulator publishes the prescribed forms and fees at inforegulator.org.za (15).
Timing. We decide within 30 days. For large or off-site searches we may extend that by up to another 30 days, and will tell you in writing why (13).
Refusals. We may or must refuse access on the grounds in PAIA, for example to protect third parties' privacy or commercial information (14). If a record can't be found, we'll tell you by affidavit or written affirmation (16). We don't have an internal appeal process. If your request is refused, you may apply to court within 180 days (17).
Your personal information.
- You can ask us to confirm, free of charge, whether we hold personal information about you (24.1).
- You can object to us processing it at any time, free of charge, using the form in Schedule D (24.2).
- You can ask us to correct, destroy or delete it, free of charge, using the form in Schedule E. We'll tell you in writing what we did within 30 days (24.3).
Records available without a request.
None. We haven't given notice of any categories of records that are automatically available, so access needs a request as described above (10.3). You can inspect the manual itself free of charge at our offices (6).