Manual Prepared in Accordance with Section 51 of The Promotion

of Access to

Information Act (Act No. 2 of 2000) (The Act)

For

Bokamoso Advisory Services (Pty) Ltd (Reg. No. 2013/195077/07)

Compiled: 28/07/2021

Last Review: 01/03/2022

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1. Introduction

Bokamoso Advisory Services (Pty) Ltd (Bokamoso) is an accounting firm that provides

accounting services, back-office support and digital tools/solutions to small and medium

companies (SMEs). One of the digital tools/solutions provided is “BlackBooks” fixed asset

management platform. A digital tool for the management of fixed asset for business (fixed

assets includes both tangible and non-tangible assets.

This manual sets outs the procedure to be followed by a requester when requesting access to

information/documents including Personal Information from Bokamoso and Scryba as

contemplated in terms of the Act read together with POPIA (Protection of Personal

Information Act). This manual may be amended from time to time and the latest version will

be made public once all amendments have been finalized.

Any requester is advised to contact Charles Cele (info@bokamosoas.co.za) should the

requester require any assistance in respect of the utilization of this manual and or the

requesting of documents/information including Personal Information from Bokamoso and

BlackBooks.

In this manual, unless the context indicates otherwise:

“the Act” shall mean the Promotion of Access to Information Act No. 2 of 2000

as amended, together with all the relevant regulation published;

“Data Subject” shall mean the person to whom Personal Information relates in terms

of section a of POPIA;

“Information shall mean the Information Regulator established in terms of section

Regulator” 36 of POPIA;

“the/this manual” shall mean this manual together with all the annexures thereto as

available from the office or website of Bokamoso and the information

regulator from time to time;

“personal information” shall mean that as defined under section 1 of POPIA namely;

information relating to an identifiable, living, natural person,

and where it is applicable, an identifiable, existing juristic

person, including, but not limited to—

(a) information relating to the race, gender, sex, pregnancy, marital

status, national, ethnic or social origin, colour, sexual orientation,

Type text here

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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, e-mail address, physical address,

telephone number, location information, online identifier or other

particular assignment 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 the 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;

“POPIA” shall mean the Protection of Personal Information Act No. 4 of 2013 as

amended, together with all relevant regulations published;

“the Republic” shall mean Republic of South Africa;

“requester” shall mean any person or entity requesting information/documents from

Bokamoso or BlackBooks as contemplated in terms of the Act and POPIA

and;

“SAHRC”

shall mean the South African Human Rights Commission.

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2. Contact Details

(Section 51(1)(a) of the act as amended by POPIA)

Name of Body:

Bokamoso Advisory Services (Pty) Ltd

Director(s)

Charles Basheer Cele

Appointed Information

Officer:

Charles Basheer Cele

Physical Address:

184 Glover Avenue

Cyprus Valley

Centurion

Pretoria, 0157

Postal Adress:

Box 362

Postnet Sut X1015

Lyttleton Centurion

Pretoria, 0140

Telephone:

071 061 6681

Email:

info@bokamosoas.co.za

3. Description of the Guide in terms of Section 10 of the Act and POPIA

(Section 51(1)(b)(i) of the Act as amended by POPIA)

The Act and POPIA grants a requester access to records of a private body, if the records are

required for the exercise of protection of any rights. If the requester is a public body. It must

lodge a request to access the records of a private body acting in the public interest.

Requests in terms of the Act and POPIA shall be made in accordance with the prescribed

procedures. The request form and prescribed fees are set out in paragraphs 8 and 9.

A guide has been compiles by the SAHRC which must be updated by the Information Regulator

in terms of section 10 of the Act read together with POPIA. The updated guide is

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made available by the Information Regulator in terms of POPIA. The guide inter alia contains

information as may reasonably be required by a person who wishes to exercise any right

contemplated in the Act and POPIA. The guide is available in all official languages on the

Republic, from the Information Regulator and the SAHRC.

The contact details of the Information Regulator:

Physical Address:

33

Hoofd Street,

Forum

3,

3rd Floor Braampark,

Braamfontein, 2017

Telephone: [n/a]

Fax: [n/a]

Website: https//www.justice.gov.za/inforeg/index.html

Email:

inforeg@justice.gove.za

The contact details of the SHRC:

Physical Address:

33

Hoofd Street,

Forum

3,

3rd Floor Braampark,

Braamfontein, 2017, Private Bag X2700, Houghton, 2041

Telephone: 011 877 3600

Fax: 011 403 0668

Website: https//www.sahrc.org.za/

Email:

mnyuswa@sahrc.or.za

4. Description of Records Available in Accordance with other Legislation

(Section 51(1)(b)(iii) of the Act as amended by POPIA)

Bokamoso and Scrybakeep such information/documents including Personal information

as required in accordance with the following legislation (Please note the list is not exhaustive)

• Basic Conditions of Employment Act, No 75 of 1997

• Broad Based Black Economic Empowerment Act 53 of 2003

• Companies Act 71 of 2008

• Compensation for Occupational Injuries and Diseases Act 130 of 1993

• Competition Act 89 of 1998

• Consumer Protection Act No. 68 of 2008

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• Customs and Excise Act No. 91 of 1964

• Electronic Communications and Transactions Act No 25 of 2002

• Employment Equity Act No. 55 of 1998

• Income Tax Act No. 58 of 1962

• Labour Relation Act No. 66 of 1995

• National Credit Act No. 34 of 2005

• Occupational Health and Safety Act No. 85 of 1993

• Pension Funds Act No. 24 of 1956

• Promotion of Access to Information Act No. 2 of 2000

• Skills Development Act No. 97 of 1999

• Skills Development Levies Act No. 9 of 1999

• Trade Marks Act No. 194 of 1993

• Unemployment Insurance Act No. 63 of 2001

• Unemployment Insurance Contributions Act No. 4 of 2002

• Value-Added Tax Act No. 89 of 1991

5. Requesting Access to Information

(Section 51(1)(b)(iv) of the Act as amended by POPIA)

A request for access to information must be made by the categories of subjects below:

• A customer of either Bokamoso or BlackBooks can request access to information

through, and in accordance with, the respective Customer Privacy Policies available

on the respective webpages.

• A marketplace seller or supplier of Bokamoso or BlackBooks can request access to

information through the requisite seller or supplier portals.

• An employee of Bokamoso or BlackBooks can request access to information through

Human Resources.

• All other third parties (general public requests) can request access to information

through form C set out in Annexure A below, to the appointed information officer

indicated in paragraph 2 above by emailing admin@scrybatech.com. All required text

fields in “Form C” must be completed in full and in a legible form. The Form (as well

as any additional pages attached thereto) must be signed by the requester. Once Form

C has been properly submitted, the appointed information officer will notify the

requester of the prescribed fee (if any) payable before further processing the request.

All requesters must provide sufficient detail to enable Bokamoso or BlackBooks to identify:

• The record(s) requested;

• The requester;

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• If the request is made on behalf of a person, to submit proof of the capacity in which

the requester is making the request, to the reasonable satisfaction of the head;

• The form of access required;

• The address, telephone and/or fax number or the requester in the Republic;

• The right the requester is seeking to exercise or protect and an explanation of why

the requested record is required for the exercise or protection of that right; and

• If the requester wishes to be informed of the decision in any manner, (in addition to

written) the manner and particulars thereof.

The categories of records are as described below;

Webpage(s)

The webpage of Bokamoso (www.bokamosoas.co.za), BlackBooks (www.blackbooks.co.za)

are accessible to anyone with access to the internet, including but not limited to the following

categories of records;

• Company profile

• Online solution/tool (including but not limited to services, prices & information

description)

• Secured personal user accounts (including but not limited to, login page, personal

details, address book, credit cards and invoices).

Other

The documents/information listed herein below pertain to the day-to-day management of the

business of Bokamoso.

• Standard employment contracts

• Human resource policies and procedures

• List of trademarks and pending application

• Insurance policies

• Other commercial contracts

• Marketing Material

• Company policies and procedures

• Statutory records

• Financial records

It is recorded that all documents/information requested pertaining to the aforesaid shall

always only be made available to a requester subject to the provision of the Act and POPIA.

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6. Purpose of Processing Your Information

(Section 51(1)(c)(i) of the Act as amended by POPIA)

When processing Personal Information Bokamoso and BlackBooks will ensure that;

• the data subject consents to the processing;

• the processing is necessary to carry out actions for the conclusion or performance of

a contract to which the data subject is a party;

• the processing complies with an obligation imposed by law; or

• the processing protects a legitimate interest of the data subject or the responsible

party.

7. Categories of Data Subjects, Information and Recipients

(Section 51(1)(11) to (iii) of the Act as amended by POPIA)

• Customers of either Bokamoso and Scryba in terms of which the information

processed and categories of recipients are set in the Consumer Privacy Policies,

available on the respective website.

• Suppliers of Bokamoso and BlackBooks in terms of which the categories of

information included, but are not limited to, transactional documentation pursuant to

the performance of contractual undertakings and correspondence

• An employee of Bokamoso in terms of which the information processed and

categories of recipients are set out in the internal Human Resource Privacy Policy.

8. Transborder Flows of Personal Information

(Section 51(iv) of the Act as amended by POPIA)

Bokamoso and BlackBooks may transfer certain Personal Information outside the geographic

borders of South Africa to service provides for purposes of inter alia, providing goods and

services as well as for data storage and back-up purposes to ensure the integrity of our

system. When we transfer your Personal Information outside the geographic borders of South

Africa Bokamoso and Scryba will ensure that all information/documents including

Personal Information is subject of law, binding corporate rules or binding agreements

comparable to those under the Act and POPIA.

9. Information Security Measures

(Section 51(v) of the Act as amended by POPIA)

The compliance Framework has been adopted by Bokamoso as contemplated is regulation

4(a) of GNR.1383 of 2018. All staff member within the company are subjected to inter alia,

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Private Policy, Information Security Policy, Data Breach Policy and Retention Policy. The

implementation of these policies is monitored by the Information Officer.

10. Availability of the Manual

(Section 51, 53 and 54 of the Act)

This Manual is available for inspection at the offices of Bokamoso free of charge. The manual

can also be accessed on the websites of Bokamoso (www.bokamosoas.co.za) and Black

Books (www.blackbooks.co.za). Copies of the manual can be obtained, subject to a

prescribed fee (if any) at the offices of Bokamoso.

The request forms are accessible on the website of the Department of Justice and

Constitutional Development (www.justice.gov.za). The prescribed fee can be obtained on the

Department of Justice and Constitutional Development and SAHRC website

(www.justice.gov.za) and (www.sahrc.org.za). The prescribed fee payable by a requester

referred to in section 54(1) of the Act, is R50.

The prescribed request fee payable by a requester made in terms of POPIA is subject to the

prescribed fee published by the Minister of the Department of Justice and Constitutional

Development in terms of section 111 of POPIA.

The prescribed fee for reproduction referred to in section 52(3) of the Act and access fees

payable by a requester referred to in Section 54(7) of the Act, unless exempted under section

54(8) of the Act, are as follows:

Rand Amount

a)

For every photocopy of an A4-size page or part thereof

1-10

b)

For every printed copy of an A4-size or part thereof held

0-75

on a computer or in electronic or machine-readable form

c)

For a copy in a computer-readable form

I.

Stiff disc

N/A

II.

Compact Disc

70

d)

i) For a transcription of visual images, for an A4-sized page or

part thereof

40

ii) For a copy of visual image

60

e)

i) For a transcription of an audio, for an A4-sized page or

part thereof

20

ii) For a copy of an audio record

30

f)

To search for the record for disclosure for each hour or part of

An hour reasonably required for such search

30

For purposes of section 54(2) of the Act, the following applies;

a) Six hours as the hours to be exceeded before a deposit is payable; and

b) One third of the access fee I payable as a deposit by the requester.

The actual postage is payable when a copy of a record must be posted to a requester.

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REPUBLIC OF SOUTH AFRICA

FORM C

REQUEST FOR ACCESS TO RECORD OF PRIVATE BODY

(Section 53(1) of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000))

[Regulation 10]

A. Particulars of private body

The Head:

B. Particulars of person requesting access to the record

Full names and surname: …………………………………………………………………………………………………………

Identity number:

Postal address: …………………………………………………………………………………………………………

Telephone number: (………) ………………………….….. Fax number: (………) ………………………….…..

E-mail address: …………………………………………………………………………………………………………

Capacity in which request is made, when made on behalf of another person:

C. Particulars of person on whose behalf request is made

Full names and surname: …………………………………………………………………………………………………………

Identity number:

(a) The particulars of the person who requests access to the record must be given below.

(b) The address and/or fax number in the Republic to which the information is to be sent must be given.

(c) Proof of the capacity in which the request is made, if applicable, must be attached.

This section must be completed ONLY if a request for information is made on behalf of another person.

FORM C: REQUEST FOR ACCESS TO RECORD OF PRIVATE BODY

D. Particulars of record

1. Description of record or relevant part of the record:

……………………………………………………………………………………………………………………………………………..

2. Reference number, if available:

……………………………………………………………………………………………………………………………………………..

3. Any further particulars of record:

……………………………………………………………………………………………………………………………………………..

E. Fees

Reason for exemption from payment of fees:

……………………………………………………………………………………………………………………………………………..

(a) Provide full particulars of the record to which access is requested, including the reference number if that is known to

you, to enable the record to be located.

(b) If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester

must sign all the additional folios.

(a)

(b)

(c)

(d)

A request for access to a record, other than a record containing personal information about yourself, will be

processed only after a request fee has been paid.

You will be notified of the amount required to be paid as the request fee.

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.

If you qualify for exemption of the payment of any fee, please state the reason for exemption.

FORM C: REQUEST FOR ACCESS TO RECORD OF PRIVATE BODY

F. Form of access to record

If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 below,

state your disability and indicate in which form the record is required.

1. If the record is in written or printed form:

copy of record*

inspection of record

2. If record consists of visual images -

(this includes photographs, slides, video recordings, computer-generated images, sketches, etc.):

view the images

copy of the images*

transcription of the

images*

3. If record consists of recorded words or information which can be reproduced in sound:

listen to the soundtrack

(audio cassette)

transcription of soundtrack*

(written or printed document)

4. If record is held on computer or in an electronic or machine-readable form:

printed copy of record*

printed copy of information

derived from the record*

copy in computer

readable form*

(stiffy or compact disc)

*If you requested a copy or transcription of a record (above), do you wish the copy or

transcription to be posted to you?

Postage is payable.

YES

NO

G. Particulars of right to be exercised or protected

1. Indicate which right is to be exercised or protected:

……………………………………………………………………………………………………………………………………………..

2. Explain why the record requested is required for the exercise or protection of the aforementioned right:

……………………………………………………………………………………………………………………………………………..

Disability:

Form in which record is required:

Mark the appropriate box with an X.

NOTES:

(a)

Compliance with your request for access in the specified form may depend on the form in which the record is

available.

(b)

Access in the form requested may be refused in certain circumstances. In such a case you will be informed if

access will be granted in another form.

(c) The fee payable for access to the record, if any, will be determined partly by the form in which access is requested.

If the provided space is inadequate, please continue on a separate folio and attach it to this form.

The requester must sign all the additional folios.

FORM C: REQUEST FOR ACCESS TO RECORD OF PRIVATE BODY

H. Notice of decision regarding request for access

How would you prefer to be informed of the decision regarding your request for access to the record?

……………………………………………………………………………………………………………………………………………..

Signed at ……………………………………………. this day………… of ………………………………year ……….

………………………………………………………………

SIGNATURE OF REQUESTER /

PERSON ON WHOSE BEHALF REQUEST IS MADE

You will be notified in writing whether your request has been approved / denied. If you wish to be informed in another

manner, please specify the manner and provide the necessary particulars to enable compliance with your request.