Manual Of
Cape Metrology Field Services CC (Private Body)
Prepared and compiled on 2023-10-31 in accordance with Section 51 of the Promotion of Access to Information Act, No 2 of 2000 (as amended) in respect of Cape Metrology Field Services CC.
Table of Contents
ANNEXURE A 20
Cape Metrology Field Services CC conducts business as a Calibration Services Business. We are an industry expert, ready to assist any client in re-calibration of instruments, sourcing of calibration instruments and repairing of calibration instruments.
The Promotion of Access to Information Act, No 2 of 2000 (“The Act” or “PAIA”) was enacted on 3 February 2000, giving effect to the right of access to any information held by Government, as well as any information held by another person who is required for the exercising or protection of any rights. This right is entrenched in the Bill of Rights in the Constitution of South Africa. Where a request is made in terms of The Act, the body to which the request is made is not obliged to release the information, except where The Act expressly provides that the information may or must be released. The Act sets out the requisite procedural issues attached to such request.
Section 9 of The Act, however, recognizes that such right to access to information cannot be unlimited and should be subject to justifiable limitations, including, but not limited to:
Limitations aimed at the reasonable protection of privacy;
Commercial confidentiality; and
Effective, efficient and good governance
And in a manner that balances that right with any other rights, including such rights contained in the Bill of Rights in the Constitution.
This PAIA Manual assist you to-
check the categories of records held by Cape Metrology Field Services CC which are available without a person having to submit a formal PAIA request;
have a sufficient understanding of how to make a request for access to a record of Cape Metrology Field Services CC, by providing a description of the subjects on which Cape Metrology Field Services CC holds records and the categories of records held on each subject;
know the description of the records of Cape Metrology Field Services CC which are available in accordance with any other legislation;
access all the relevant contact details of the Information Officer and Deputy Information Officer(s) who will assist you with the records you intend to access;
know the description of the guide on how to use PAIA, as updated by the Information Regulator, and how to obtain access to it;
know if Cape Metrology Field Services CC processes personal information and the purpose of processing of personal information;
know the description of the categories of data subjects and the information or categories of information relating thereto;
know the recipients or categories of recipients to whom the personal information may be supplied;
know if Cape Metrology Field Services CC plans to transfer or process personal information outside the Republic of South Africa and the recipients or categories of recipients to whom the personal information may be supplied; and
know whether Cape Metrology Field Services CC has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.
Information Officer: Nadia de Lange
Postal Address: PO Box 5169
Helderberg 7135
Physical Address: Unit 5, ADF Centre Vonkel Street, Saxenburg Park 2, Blackheath
Cape Town 7580
Telephone No: (021) 904-9811
Deputy Information Officer: N/A
Name of Private Body:
Registration No: 1998/041535/23
Postal Address: PO Box 5169
Helderberg 7135
Physical Address (or principal place of business): Unit 5, ADF Centre
Vonkel Street, Saxenburg Park 2, Blackheath
Cape Town 7580
Telephone No: (021) 904-9811
The Regulator has, in terms of Section 10(1) of PAIA, as amended, updated and made available the revised Guide on how to use PAIA (“Guide”), in an easily comprehensible form and manner, as may reasonably be required by a person who wishes to exercise any right contemplated in PAIA and POPIA.
The Guide is available in each of the official languages and in braille.
The aforesaid Guide contains the description of-
the objects of PAIA and POPIA;
the postal and street address, phone and fax number and, if available, electronic mail address of-
the Information Officer of every public body, and
every Deputy Information Officer of every public and private body designated in terms of Section 17(1) of PAIA and Section 56 of POPIA;
the manner and form of a request for-
access to a record of a public body contemplated in Section 11 of PAIA; and
access to a record of a private body contemplated in Section 50 of PAIA;
the assistance available from the Information Officer of a public body in terms of PAIA and POPIA;
the assistance available from the Information Regulator in terms of PAIA and POPIA;
all remedies in law available regarding an act or failure to act in respect of a right or duty conferred or imposed by PAIA and POPIA, including the manner of lodging-
an internal appeal;
a complaint to the Regulator; and
an application with a court against a decision by the information officer of a public body, a decision on internal appeal or a decision by the Regulator or a decision of the head of a private body;
the provisions of Sections 14 and 51 of PAIA requiring a public body and private body, respectively, to compile a manual, and how to obtain access to a manual;
the provisions of Sections 15 and 52 of PAIA providing for the voluntary disclosure of categories of records by a public body and private body, respectively;
the notices issued in terms of Sections 22 and 54 of PAIA regarding fees to be paid in relation to requests for access; and
the regulations made in terms of Section 92 of PAIA.
Members of the public can inspect or make copies of the Guide from the offices of the public and private bodies, including the office of the Regulator, during normal working hours.
The Guide can also be obtained-
upon request to the Information Officer;
from the website of the Information Regulator (https://inforegulator.org.za/).
A copy of the Guide is also available in two official languages, for public inspection during normal office hours.
N/A
This clause serves as a reference to the records that Cape Metrology Field Services CC holds in order to facilitate a request in terms of The Act.
It is recorded that the accessibility of the documents listed herein below, may be subject to the grounds of refusal set out hereinafter.
Subjects on which the body holds records | Categories of records |
Human Resources | |
Clients | |
Suppliers |
HR policies and procedures
Employee records
UIF Records
PAYE Records
SDL Records
VAT Records
Quotations
Invoices
Quotations
Invoices
Records are kept in accordance with legislation applicable to Cape Metrology Field Services CC, which includes but is not limited to, the following –
Category of Records | Applicable Legislation |
Memorandum of Incorporation | Companies Act 71 of 2008 Companies Act, 61 of 1973 |
PAIA Manual | Promotion of Access to Information Act 2 of 2000 |
Employee Records | Labour Relations Act, 66 of 1995 – Basic Conditions of Employment Act, 75 of 1997 |
Employment Equity | Employment Equity Act, 55 of 1998 |
Electronic Communication | Electronic Communications and Transactions Act, 36 of 2005 |
BEEE | Broad Based Economic Empowerment Act, 53 of 2003 |
COIDA | Compensation for Occupational Injuries and Diseases Act,130 of 1993 |
Constitution | Constitution of the Republic of South Africa, 108 of 1996 |
UIF | Unemployment Insurance Act, 63 of 2001 |
VAT | Value Added Tax Act, 89 of 1991 |
Skills Development | Skills Development Act, 9 of 1997 Skills Development Levy Act, No. 9 |
Income Tax | Income Tax Act, 58 of 1962 |
Personal Records | Protection of Personal Information Act 4 of 2013 |
OHS | Occupational Health and Safety Act 85 of 1993 |
Reference to the above-mentioned legislation shall include subsequent amendments and secondary legislation to such legislation.
We only process personal information for:
Employees - Employment Contracts, Payroll, SARS, Department of Labour, UIF/WCC
Customers - Invoicing, Delivery, Comply with SARS
Suppliers - Purchases, Collections, Comply with SARS
Categories of Data Subjects | Personal Information that may be processed |
Customers / Clients | names, address, contact details, registration numbers, vat numbers, identity numbers and bank details |
Suppliers | names, registration number, vat numbers, address, contact details, product details and bank details |
Employees | names, address, qualifications, gender and race, banking details, tax numbers, identity numbers, contact details, copy of passport, Medical fitness certificate |
N/A
We transfer information to the following countries:
African Continent
The following categories of information is transferred outside the borders of South Africa:
Employee information for service delivery purposes
Multifactor authentication // VPN
Password protection on all company devices
IT does regular checks on system
Anti-Virus in place
Comprehensive Firewall in place
Records held by Cape Metrology Field Services CC may be accessed by request only once the prerequisites for access have been met.
The requester must fulfil the prerequisites for access in terms of The Act, including the payment of a requested access fee.
The requester must comply with all the procedural requirements contained in The Act relating to the request for access to a record.
The requester must complete the prescribed Form 2 (Annexure B) and submit same as well as payment of a request fee and a deposit, if applicable, to the Information Officer at the postal or physical address, fax number or electronic mail address as stated herein.
The prescribed form must be filled in with enough particulars to at least enable the Information Officer to identify –
The record or records requested;
The identity of the requester,
Which form of access is required, if the request is granted;
The postal address or fax number or email address of the requester.
The requester must state that they require the information in order to exercise or protect a right, and clearly state what the nature of the right to be exercised or protected is. In addition, the requester must clearly specify why the record is necessary to exercise or protect such a right.
Cape Metrology Field Services CC will process the request within 30 days, unless the requester has stated a special reason that would satisfy the Information Officer that circumstances dictate that the above time periods are not complied with.
The requester shall be informed whether access has been granted or denied in the form of Form 3 (Annexure C). If, in addition, the requester requires the reason for the decision in any other manner, they must state the manner and the particulars so required.
If a request is made on behalf of another person, then the requester must submit proof of the capacity in which the requester is making the request, to the reasonable satisfaction of the Information Officer.
If an individual is unable to complete the prescribed Form because of illiteracy or disability, such a person may make the request orally.
When the Information Officer receives the request, such Officer shall, by notice, require the requester to pay the prescribed request fee (if any), before any further processing of the request.
If the search for the record has been made in the preparation of the record for disclosure, including arrangements to make it available in the requested form, and it requires more than the hours prescribed in the regulation 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.
The Information Officer shall withhold a record until the requester has paid the Fees as indicated.
A requester, whose request for access to a record has been granted, must pay an access 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 requested form.
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.
The fees applicable to a request for information are set out in Annexure A hereto.
The requester must pay the prescribed fee before any further processing can take place.
The main grounds for Cape Metrology Field Services CC to refuse a request for information relates to the:
Mandatory protection of the privacy of a third party that is a natural person that would involve the unreasonable disclosure of personal information of that natural person;
Mandatory protection of the commercial information of a third party, if the record contains:
Trade secrets of that third party;
Financial, commercial, scientific or technical information, disclosure of which could likely cause harm to the financial or commercial interests of that third party;
Information disclosed in confidence by a third party to the Private Body, if the disclosure could put that third party at a disadvantage in negotiations or commercial competition;
Mandatory protection of confidential information of third parties if it is protected in terms of any agreement;
Mandatory protection of confidential information of the protection of property;
Mandatory protection of records that would be regarded as privileged in legal proceedings;
The commercial activities of Cape Metrology Field Services CC which may include:
Trade secrets of Cape Metrology Field Services CC
Financial, commercial, scientific or technical information, disclosure which could likely cause harm to the financial or commercial interest of Cape Metrology Field Services CC ;
Information which, if disclosed could put Cape Metrology Field Services CC at a disadvantage in negotiations or commercial competition;
A computer program, owned by Cape Metrology Field Services CC and protected by copyright.
The research information of Cape Metrology Field Services CC or a third party, if its disclosure would reveal the identity of Cape Metrology Field Services CC, the researcher or the subject matter of the research and would place the research at a serious disadvantage;
Requests for information that are clearly frivolous or vexatious, or which would involve an unreasonable diversion of resources shall be refused.
Cape Metrology Field Services CC will within 30 days of receipt of the request, decide whether to grant or decline the request and give notice with reasons (if required) to that effect.
The requester shall be informed whether access has been granted or denied in the form of Form 3 (Annexure C). If, in addition, the requester requires the reason for the decision in any other manner, they must state the manner and the particulars so required.
The 30 day period within which Cape Metrology Field Services CC has to decide whether to grant or refuse the request, may be extended for further period of not more than 30 days if the request is for a large amount of information, or the request requires a search for information held at another office of Cape Metrology Field Services CC and the information cannot reasonably be obtained within the original 30 day period. Cape Metrology Field Services CC will notify the requester in writing should an extension be sought.
AVAILABILITY OF THE MANUAL
The manual of Cape Metrology Field Services CC is available at the premises of Cape Metrology Field Services CC as well as on the website of Cape Metrology Field Services CC.
Signed by:
Date: 16 November 2023
The table below sets out the fees applicable to any request for a record of information held by
Item | Description | Amount | |
1. | The request fee payable by every requester | R 140.00 | |
2. | Photocopy/printed black & white copy of A4-size page | R 2.00 per page or thereof | part |
3. | Printed copy of A4-size page | R 2.00 per page or thereof | part |
4. | For a copy of computer-readable form on:
| R 40.00 R 40.00 R 60.00 | |
5. | For a transcription of visual images per A4-size page | Service to be outsourced. Will depend on quotation from service provider. | |
6. | For a copy of visual images | ||
7. | Transcription of an audio record, per A4-size page | R 24.00 | |
8. | For a copy of audio recording on:
| R 40.00 R 40.00 R 60.00 | |
9. | To search for and prepare the record for disclosure, | R 145.00 | |
for each hour or part of an hour, excluding the first | |||
hour, reasonably required for such search and | |||
preparation. | |||
Not to exceed a total cost of | R 435.00 | ||
10. | Deposit: If search exceeds 6 hours | One third of the amount per request calculated in terms of items 2 to 8. | |
11. | Postage, email or any other electronic transfer | Actual expense, if any. | |
[Regulation 7]
Proof of identity must be attached by the requester.
If requests made on behalf of another person, proof of such authorisation, must be attached to this form.
(Address)
E-mail address:
Fax number:
Mark with an "X"
Request is made in my own name 
Request is made on behalf of
another person.
PERSONAL INFORMATION | ||||
Full Names | ||||
Identity Number | ||||
Capacity in which request is made (when made on behalf of another person) | ||||
Postal Address | ||||
Street Address | ||||
E-mail Address | ||||
Contact Numbers | Tel. (B): | Facsimile: | ||
Cellular: | ||||
Full names of person on whose behalf request is made (if applicable): | ||||
Identity Number | ||||
Postal Address | ||||
Street Address | ||||
E-mail Address | ||||
Contact Numbers | Tel.(B) | Facsimile | ||
Cellular | ||||
PARTICULARS OF RECORD REQUESTED 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. (If the provided space is inadequate, please continue on a separate page and attach it to this form. All additional pages must be signed.) | ||||
Description of record or relevant part of the record: | ||||
Reference number, if available | ||||
Any further particulars of record | ||||
TYPE OF RECORD (Mark the applicable box with an "X") | |
Record is in written or printed form | |
Record comprises virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc) | |
Record consists of recorded words or information which can be reproduced in sound | |
Record is held on a computer or in an electronic, or machine-readable form | |
FORM OF ACCESS (Mark the applicable box with an "X") | |
Printed copy of record (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form) | |
Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc.) | |
Transcription of soundtrack (written or printed document) | |
Copy of record on flash drive (including virtual images and soundtracks) | |
Copy of record on compact disc drive(including virtual images and soundtracks) | |
Copy of record saved on cloud storage server | |
MANNER OF ACCESS (Mark the applicable box with an "X") | |
Personal inspection of record at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form) | |
Postal services to postal address | |
Postal services to street address | |
Courier service to street address | |
Facsimile of information in written or printed format (including transcriptions) | |
E-mail of information (including soundtracks if possible) | |
Cloud share/file transfer | |
PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED If the provided space is inadequate, please continue on a separate page and attach it to this Form. The requester must sign all the additional pages. | |
Indicate which right is to be exercised or protected | |
Explain why the record requested is required for the exercise or protection of the aforementioned right: | |
FEES | |
exemption | |
Reason | |
You will be notified in writing whether your request has been approved or denied and if approved the costs relating to your request, if any. Please indicate your preferred manner of correspondence:
Postal address | Facsimile | Electronic communication (Please specify) |
Signed at this day of 20
Reference number: | |
Request received by: (State Rank, Name and Surname of Information Officer) | |
Date received: | |
Access fees: | |
Deposit (if any): |
[Regulation 8]
Note:
If your request is granted the—
amount of the deposit, (if any), is payable before your request is processed; and
requested record/portion of the record will only be released once proof of full payment is received.
Please use the reference number hereunder in all future correspondence.
Reference number:
Your request dated , refers.
Personal inspection of information at registered address of public/private body (including listening to recorded words, information which can be reproduced in sound, or information held on computer or in an electronic or machine-readable form) is free of charge. You are required to make an appointment for the inspection of the information and to bring this Form with you. If you then require any form of reproduction of the information, you will be liable for the fees prescribed in Annexure A.
Printed copies of the information (including copies of any virtual images, transcriptions and information held on computer or in an electronic or machine-readable form ) | |
Written or printed transcription of virtual images (this includes photographs, slides, video recordings, computer-generated images, sketches, etc) | |
Transcription of soundtrack (written or printed document) | |
Copy of information on flash drive (including virtual images and soundtracks) | |
Copy of information on compact disc drive(including virtual images and soundtracks) | |
Copy of record saved on cloud storage server |
Postal services to postal address | |
Postal services to street address | |
Courier service to street address | |
Facsimile of information in written or printed format (including transcriptions) | |
E-mail of information (including soundtracks if possible) | |
Cloud share/file transfer | |
Preferred language: (Note that if the record is not available in the language you prefer, access may be granted in the language in which the record is available) |
Kindly note that your request has been:
Approved
Denied, for the following reasons:
Item | Description | Amount | Number of pages/items | Total: |
1. | The request fee payable by every requester | R 140.00 | ||
2. | Photocopy/printed black & white copy of A4-size page | R 2.00 per page or part thereof | ||
3. | Printed copy of A4-size page | R 2.00 per page or part thereof | ||
4. | For a copy of computer-readable form on: | R 40.00 R 40.00 R 60.00 | ||
5. | For a transcription of visual images per A4-size page | Service to be outsourced. Will depend on quotation from service provider. | ||
6. | For a copy of visual images | |||
7. | Transcription of an audio record, per A4-size page | R 24.00 | ||
8. | For a copy of audio recording on: | R 40.00 R 40.00 R 60.00 | ||
9. | To search for and prepare the | R 145.00 | ||
record for disclosure, for each | ||||
hour or part of an hour, | ||||
excluding the first hour, | ||||
reasonably required for such | ||||
search and preparation. | ||||
Not to exceed a total cost of | R 435.00 | |||
10. | Deposit: If search exceeds 6 | One third of the | ||
hours | amount per | |||
request calculated | ||||
in terms of items | ||||
2 to 8. | ||||
11. | Postage, email or any other electronic transfer | Actual expense, if any. | ||
TOTAL: |
Flash drive (to be provided by the requestor)
Compact Disk:
If provided by requester
If provided to the requester
Flash drive (to be provided by the requestor)
Compact Disk:
If provided by requester
If provided to the requester
Yes 
No
Hours of search | Amount of deposit (calculated on one third of total amount per request) |
The amount must be paid into the following Bank account: Name of Bank:
Name of account holder:
Type of account: Account number: Branch Code: Reference No.:
Submit proof of payment to:
Signed at this day of 20
Information officer