Promotion of Access of Information Act

Any person who wishes to request any information from Bidvest Insurance Group in order to protect or exercise a right may contact the Information Officer at the following contact details:

Postal address
The Information Officer
Bidvest Insurance Group
PO Box 25038
Gateway
4321
2nd Floor Lincoln on the Lake
2 The High Street
Parkside
Umhlanga Ridge
4319
Tel.: (0861) 66 88 88
Fax: (0866) 85 95 05
E-mail: info@bidvestinsurance.co.za
Website: www.bidvestinsurancegroup.co.za

Prescribed Access Form

A request for access to a record of Bidvest Insurance Group must be made in the prescribed form to Bidvest Insurance Group at the address, fax, or e-mail address provided above. See Annexure A for the prescribed form.

Requesters must

  • provide sufficient particulars to enable the Information Officer to identify the record/s requested and must indicate who the requester is;
  • indicate which form of access is required ;
  • specify a postal address or fax number of the requester in RSA;
  • identify the right exercised or to be protected and why the record is required to protect or exercise the right;
  • where they need to be informed of the decision on the request in any other manner, state that manner and particulars to be so informed; and
  • if the request is made on behalf of a person, submit proof of their capacity to do so to the Information Officer’s satisfaction
THE SECTION 10 GUIDE ON HOW TO USE THE ACT

The Guide was compiled by the South African Human Rights Commission specifically to assist people to access records and exercise their right to information. The Guide is available in all South African official languages free of charge and any person may request a copy of the guide.

Please direct queries to: The South African Human Rights Commission

PAIA Unit

2nd Floor Braampark Forum 3
33 Hoofd Street, Braampark Office Park
Braamfontein
Telephone: +27 11 877 3627
Fax: +27 11 403 0668
Website: www.sahrc.org.za
Contact: Chantelle Kisoon
E-mail: ckisoon@sahrc.org.za

TYPES OF RECORDS HELD BY BIDVEST INSURANCE GROUP

Requests for access to documents held by Bidvest Insurance Group will be in accordance with the Act. The following records are available to the requester from the Bidvest Insurance Group office:

Human Resources Records

These include but are not limited to the following : Any personal records provided to Bidvest Insurance Group by their personnel; any records a third party has provided to Bidvest Insurance Group 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.

Customer-related records

A customer includes any natural or juristic entity who receives services from Bidvest Insurance Group.

Customer-related information includes but is not limited to the following

Any records a customer has provided to a third party acting for or on behalf of Bidvest Insurance Group; any records a third party has provided to Bidvest Insurance Group; and records generated by or within Bidvest Insurance Group pertaining to the customer, including transactional records.

Financial, IT and Operational records

This includes but is not limited to the following: Financial records; operational records; databases; information technology; marketing records; internal correspondence; product records; statutory records; internal policies and procedures; treasury-related records; securities and equities; and records held by officials of Bidvest Insurance Group.

Other Parties

Bidvest Insurance Group may possess records pertaining to other parties, including without limitation, contractors, suppliers, subsidiary/holding companies, joint venture companies, service providers.

Alternatively, such other parties may possess records which can be said to belong to Bidvest Insurance Group. The following records fall under this category: Personnel, customer or Bidvest Insurance Group records which are held by another party as opposed to being held by Bidvest Insurance Group; and records held by Bidvest Insurance Group pertaining to other parties, including without limitation financial records, correspondence, contractual records, records provided by the other party, and records third parties have provided about the contractors / suppliers.

Records available in terms of other legislation

The requester may also request information which is available in terms of legislation, such as the following:

Basic Conditions of Employment Act, Companies Act, Compensation for Occupational Injuries & Diseases Act, Employment Equity Act, National Credit Act, Pension Funds Act, Financial Services Board Act, Income Tax Act, Labour Relations Act, Unemployment Insurance Act, Long Term Insurance Act, Occupational Health and Safety Act, Promotion of Equality and Prevention of Unfair Discrimination Act, Electronic Communications and Transactions Act, Short Term Insurance Act, Skills Development Act, Skills Development Levies Act, South African Qualifications Authority Act, VAT Act, Financial Intelligence Centre Act, Financial Advisory and Intermediary Services Act, Protection of Constitutional Democracy Against Terrorist and related Activities Act.

THE REQUEST PROCEDURE
  • The requester must use the prescribed form to make the request for access to a record to the above Bidvest Insurance Group address, fax number or email address for the attention of the Information officer
  • The Information officer will notify the requester of the prescribed fee (if any) payable before further processing the request
  • A requester seeking access to a record containing their own personal information will not be charged a request fee
  • The fee that the requester must pay to Bidvest Insurance Group is R50. The requester may lodge an application to court against the tender or payment of the fee
  • If the request is granted the requester will be accordingly notified and a further fee must be paid. This would be for the search, reproduction, preparation and time that exceed the prescribed hours to search and prepare the disclosure.
  • The manual is also available for inspection at Bidvest Insurance Group office, free of charge, and copies are available at the South African Human Rights Commission.
ANNEXURE A

ANNEXURE B

The applicable fees for reproduction and access are:

  • For every photocopy of an A4-size page or part thereof: R1.10
  • For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine readable form: R0.75
  • For a copy in a computer-readable form on:
    stiffy disc: R7.50
    compact disc: R70.00
  • A transcription of visual images, for an A4-size page or part thereof: R40.00
  • For a copy of visual images: R60.00
  • A transcription of an audio record, for an A4-size page or part thereof: R20.00
  • For a copy of an audio record: R30.00 or a part thereof: R20.00
  • The request fee payable by a requester, other than a personal requester: R50.00
  • To search for a record that must be disclosed R30,00 per hour or part of an hour reasonably required for such search and preparation

For purposes of Section 54(2) of the Act, the following applies:

  • Six hours as the hours to be exceeded before a deposit is payable; and
  • One third of the access fee is payable as a deposit by the requester.
  • Where a copy of a record needs to be posted the actual postal fee is payable.