PAIA Manual

PAIA Manual

Toyota South Africa (Pty) Limited
(Registration Number 1946/020429/07)
(the "COMPANY")
MANUAL in terms of
The Promotion of Access to
Information Act
2/2000
(the "ACT")
Compiled by the Company Secretary
August 2002 and subsequently revised
With acknowledgements to:
The South African Human Rights Commission
The Department of Justice and Constitutional Development

Index

1. Introduction to the COMPANY
2. Contact Details
3. The ACT
4. Company Records Classification Key
5. Summary: Records availability
6. Form of Request
7. Prescribed Fees
8. Process

1. Introduction

The COMPANY conducts business as a manufacturer, importer and exporter of motor vehicles and components.

2. COMPANY contact details

Persons designated/duly authorised persons:
Corporate Affairs:
Jenny Maré
Postal address PO Box 481, Bergvlei 2012
Street address Stand 1, Wesco Park, Old Pretoria Road, Sandton
Telephone numbers: +27-11-809-2122
Fax numbers: +27-11-809-2921
E-mail address: jmare@tsb.toyota.co.za

3. The ACT


Postal Address: Private Bag 2700, Houghton, 2041
Telephone number: +27-11-484 8300
Fax number: +27-11-484 0582
Website:www.sahrc.org.za

4. COMPANY records classification key

Classification No. Access Classification
1 May be disclosed Public Access Document
2 May not be Disclosed Request after commencement of criminal or civil proceedings [s7]
3 May be disclosed Subject to copyright
4 Limited Disclosure Personal Information that belongs to the requester of that information [s61]
5 May not be disclosed Unreasonable disclosure.
6 May not be Disclosed Likely to harm the commercial or financial interests of third party [s64(a)(b)]
7 May not be Disclosed Likely to harm the Company or third party in contract or other negotiations [s64(c)]
8 May not be Disclosed Would breach a duty of confidence owed to a third party in terms of an Agreement [s65]
9 May not be Disclosed Likely to compromise the safety of individuals or protection of property [s66]
10 May not be Disclosed Legally privileged document [s67]
11 May not be Refused Environmental testing / investigation which reveals public safety / environmental risks [s64(2); s68(2)]
12 May not be Disclosed Commercial information of Private Body [s68]
13 May not be Disclosed Likely to prejudice research and development information of the Company or a third party [s69]
14 May not be Refused Disclosure in public interest [s70]

5. Summary: Records availability

Departmental Records Subject Classification No.
Communications/Public Affairs Division Public Product Information 1
  Public Corporate Records 1
  Community Trust Records 1,6,7,8
  Media Releases 1
     
Environmental Department Environmental Policy 1
  Environmental Records 11,14
     
     
Human Resources Division Staff Records 4,5,9
  Employment Contracts 4,5
  Policies and Procedures 4
  Health & Safety records 4,5,8
     
Financial Division Financial Statements 12
  Financial and Tax Records (Company & Employees) 12
  Motor Industry Development Programme Records 12
  Asset Register 12
  Management Accounts 12
     
Legal Department / Company Secretarial General Contract Documentation 6,12
  Trade Marks 1
  Statutory Records 12
     
Marketing Division Market Information 12,13
  Public Customer Information: 1
  Product Brochures 4,12
  Owner Manuals 12
  Field Records 11
  Performance Records 12
  Product Sales Records 2
  Marketing Strategies
Customer Database
12
  Dealer Franchise Documents 6,7,12,13
     
Production / Logistics Production Records 12
     
Production Engineering Vehicle and Components
Specifications
3,12,13
  Engineering Records 12,13
     
Quality Quality Records 12

6. Form of Request

To facilitate the processing of your request, kindly:

6.1 Use the prescribe form, available on the website of the SOUTH AFRICANHUMAN RIGHTS COMMISSION at www.sahrc.org.za or the website of THE DEPARTMENT OF JUSTICE AND CONSTITUTIONAL DEVELOPMENT(under regulations) at www.doj.gov.za
6.2 Address your request to the Company Secretary.
6.3 Provide sufficient details to enable the COMPANY to identify:
(a) The record(s) requested;
(b) The requester (and if an agent is lodging the request, proof of capacity)...
(c) The form of access required;
(d) (i) The postal address or fax number of the requester in the Republic;
(ii) If the requester wishes to be informed of the decision in any manner (in addition to written) the manner and particulars thereof;
(e) The right which the requester is seeking to exercise or protect with an explanation of the reason the record is required to exercise or protect the right.

7. Prescribed fees

The following applies to request (other than personal request):

7.1 A requestor is required to pay the prescribed fees before a request will be processed;
7.2 If the preparation of the record requested requires more than the prescribed hours (six), a deposit shall be paid (of not more than one third of the access fee which would be payable if the request were granted);
7.3 A requestor may lodge an application with a court against the tender/payment of the request fee and/or deposit;
7.4 Records may be withheld until the fees have been paid.
7.5 The fee structure is available on the website of the SOUTH AFRICAN HUMAN RIGHTS COMMISSION at www.sahrc.org.za, or the website of THE DEPARTMENT OF JUSTICE AND CONSTITUTIONAL DEVELOPMENT (under regulations) at www.doj.gov.za

8. Process

The following applies to request (other than personal request):

8.1 The requester must use the prescribed form to make the request for access to a record. This must be made to the Compliance Officer. This request must be made to the address, fax number or electronic mail address of the body concerned.
8.1B The requester must provide sufficient detail on the request form to enable the Compliance Officer to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed.
8.1C The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requested record is required for the exercise or protection of that right.
8.1D If a request is made on behalf of a another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the Compliance Officer.