PAIA Manual.

The Promotion of Access to Information Act, 2 of 2000 (PAIA) gives effect to the constitutional right of access to information held by private bodies, where that information is required for the exercise or protection of a right. This manual explains which records we hold and how a request for access can be made.

NAME

Alpina Brokers (Pty) Ltd

REGISTRATION NUMBER

2007/029195/07

FSP NUMBER

42616

INFORMATION OFFICER

Stephan Van Eeden

EMAIL

stephan@alpinabrokers.co.za

TELEPHONE

079 069 3146

PHYSICAL ADDRESS

Unit 5, 375 Calliandra Street, Montana, Pretoria, 0118

POSTAL ADDRESS

Unit 5, 375 Calliandra Street, Montana, Pretoria, 0118

The Information Regulator has published a guide on how to use PAIA and POPIA, as required by section 10 of PAIA. It is available in all official languages from the Information Regulator’s website, or on request from our Information Officer.

The following are available without a formal request: our website content, product and service information, and this manual.

• Company records — incorporation documents, statutory registers, minutes and resolutions.
• Regulatory records — FSP licence, representative registers, fit and proper records, compliance reports.
• Client records — client files, needs analyses, records of advice, quotes, policy documents and claims correspondence.
• Financial records — accounting records, tax records, bank statements and commission statements.
• Human resources records — employment contracts, personnel files, payroll and training records.
• Supplier records — agreements with insurers, underwriting managers and service providers.

We keep records as required by, among others: the Financial Advisory and Intermediary Services Act 37 of 2002; the Financial Intelligence Centre Act 38 of 2001; the Insurance Act 18 of 2017; the Short-term Insurance Act 53 of 1998; the Companies Act 71 of 2008; the Income Tax Act 58 of 1962; the Value-Added Tax Act 89 of 1991; the Basic Conditions of Employment Act 75 of 1997; the Labour Relations Act 66 of 1995; the Employment Equity Act 55 of 1998; the Protection of Personal Information Act 4 of 2013; and the Consumer Protection Act 68 of 2008.

• Complete the prescribed request form (Form 2), available from the Information Regulator’s website or from us.
• Send it to the Information Officer by email or post, with proof of identity.
• Clearly describe the record requested and the right you want to exercise or protect.
• If you are requesting on behalf of someone else, include proof of your authority.

We will respond within 30 days of receiving a complete request. This period may be extended by a further 30 days in the circumstances allowed by PAIA, in which case we will let you know.

A request fee and access fee may be payable as prescribed in the PAIA regulations. You will be told of any fee before the record is released. No request fee is payable when you request your own personal information.

Access may be refused on the grounds set out in Chapter 4 of Part 3 of PAIA, including to protect the privacy of third parties, commercial information of third parties or of Alpina Brokers, confidential information, the safety of individuals and property, and legally privileged records. If a request is refused you will be given reasons.

We do not have an internal appeal procedure. If you are unhappy with our decision you may lodge a complaint with the Information Regulator within 180 days, or apply to court for relief.

We process personal information of clients, prospective clients, employees, representatives and suppliers for the purposes described in our Privacy Policy. Information may be shared with insurers, underwriting managers, claims service providers, our compliance officer and regulators. Where information is stored or processed outside South Africa (for example, cloud email and storage services), we ensure the recipient is subject to adequate protection as required by section 72 of POPIA.

This manual is available on our website and at our offices, free of charge. A copy can also be requested from the Information Officer.

HANDLES

Complaints about the processing of personal information and access-to-information requests

TELEPHONE

010 023 5200 / 0800 017 160 (toll-free)

EMAIL

enquiries@inforegulator.org.za

PHYSICAL ADDRESS

Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191

WEBSITE

www.inforegulator.org.za