Access to Information Manual
We respect your right of access to information. This document will help you exercise that right as required by section 51 of the Promotion to Access of Information Act 2 of 2000 (PAIA).
We are Synexus Clinical Research South Africa (Pty) Ltd, we recruit patient volunteers and conduct of clinical and medical research for our clients. This is our ‘Access to Information Manual’. Its purpose is to help you access our information and any other information that we have. PAIA requires us to make it available to you so that you:
- know what types of information we have; and
- can request access to it.
This manual exists to tell you what information we have and help you get access to it.
Our details are as follows:
- Company name: Synexus Clinical Research South Africa (Pty) Ltd
- Registration number: 1999/014329/07
- Postal address: 60 Stamvrug Street, Val de Grace, 0184 Pretoria, South Africa
- Physical address: 60 Stamvrug Street, Val de Grace, 0184 Pretoria, South Africa
- Phone number: 0861 796 398 or 012 803 7733
- Information officer: Jackie Bahlmann
- Information officer email:Jackie.firstname.lastname@example.org
- Contact email: email@example.com
- Website: https://www.synexusclinicalresearch.co.za/
If you would like further guidance on how you can get access to information under PAIA, you may contact the Information Regulator to find out more information about PAIA. The Information Regulator is required to compile a guide in each official language of South Africa on how to exercise any right under PAIA. The current guide compiled by the South African Human Rights Commission is available here: PAIA Guidelines – Information Regulator (inforegulator.org.za)
The Information Regulator’s contact details are as follows:
- Postal address: P.O Box 3153, Braamfontein, Johannesburg, 2017
- Physical address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
- Phone number: 010 023 5200
- Website: https://www.justice.gov.za/inforeg/index.html and http://www.sahrc.org.za/index.php/understanding-paia
- General e-mail: firstname.lastname@example.org
- Complaints email: complaints.IR@justice.gov.za
For further guidance on how you can get access to information, please visit: http://www.sahrc.org.za/index.php/understanding-paia or https://www.justice.gov.za/inforeg/index.html.
Records we hold
We hold the following subjects and categories of records:
- Company records;
- Business records;
- Financial records;
- Insurance records;
- Income tax records;
- Personnel records;
- Policies and directives;
- Agreements or contracts;
- Regulatory documents;
- Published information;
- Customer information; and
- Reference materials.
Please note that records that are ‘not automatically available,’ must be requested using the process outlined in the ‘How to request access’ section of this manual.
We hold various subjects and categories of records in electronic or physical form that are available automatically or in other ways.
Company records are all our records related to the incorporation and administration of our company. Some of them are available from the Companies and Intellectual Property Commission (CIPC).
|Memorandum of incorporation||Automatically available from CIPC|
|Certificate of change of name||Not automatically available|
|Certificate of incorporation||Not automatically available|
|Certificate to commence business||Not automatically available|
|Directors’ names||Automatically available from CIPC|
|Documents of incorporation||Automatically available from CIPC|
|Minutes of board of directors meetings||Not automatically available|
|Minutes of shareholders meetings||Not automatically available|
|Written resolutions||Not automatically available|
|Records relating to appointment of directors, auditor, secretary, public officer, or other officers||Not automatically available|
|Proxy documents||Not automatically available|
|Share register and other statutory registers||Not automatically available|
|Other statutory records||Not automatically available|
Company records include our memorandum of incorporation and directors’ names.
Business records include any documents that have economic value to the business.
|Operational records||Not automatically available|
|Disaster recovery plans||Not automatically available|
|Databases||Not automatically available|
|Software license records||Not automatically available|
|Published works||Not automatically available|
|Internal correspondence||Not automatically available|
|Product records||Not automatically available|
Financial records are all our records related to our finances.
|Annual financial statements and working papers||Not automatically available (NDA required)|
|Tax returns and assessments||Not automatically available|
|Other documents relating to taxation of the company||Not automatically available|
|Accounting records||Not automatically available|
|Auditor reports||Not automatically available|
|Banking records||Not automatically available|
|Banking details||Available on request|
|Bank statements, cheque books||Not automatically available|
|Electronic banking records||Not automatically available|
|General ledgers||Not automatically available|
|Paid cheques||Not automatically available|
|Asset register||Not automatically available|
|Invoices||Not automatically available|
|Financial agreements||Not automatically available|
Financial records include our financial statements and banking details.
Insurance records are all our records related to our insurable assets.
|Insurance policies held by the company||Not automatically available|
|Records of insurance claims||Not automatically available|
|Register of all immovable property owned by the company||Not automatically available|
Income tax records
Income tax records are all our records related to our income tax obligations.
|PAYE Records||Not automatically available|
|Corporate tax records||Not automatically available|
|Customs tax||Not automatically available|
|Documents issued to employees for income tax purposes||Not automatically available|
|Records of payments made to SARS on behalf of employees||Not automatically available|
|VAT records||Not automatically available|
|Regional Services Levies||Not automatically available|
|Skills Development Levies||Not automatically available|
|UIF||Not automatically available|
|Workmen’s Compensation||Not automatically available|
Personnel records are all our records about anyone who works for us, provides services to us, or provides services on our behalf and who receives or is entitled to receive remuneration, including our employees, contractors, and other personnel.
|List of employees||Not automatically available|
|Employee personal information||Not automatically available|
|Employee employment contracts||Not automatically available|
|Employment applications and appointment letters||Not automatically available|
|Employment policies and procedures||Not automatically available|
|Employment Equity Plan||Not automatically available|
|Insurance records||Not automatically available|
|Records related to employee benefits||Not automatically available|
|Health and safety records||Not automatically available|
|Medical aid records||Not automatically available|
|Pension and provident fund records||Not automatically available|
|Salaries of employees||Not automatically available|
|Tax certificates||Not automatically available|
|Leave records||Not automatically available|
|Internal evaluations and performance records||Not automatically available|
|Disciplinary records||Not automatically available|
|Disciplinary codes||Not automatically available|
|Training records||Not automatically available|
|Operating manuals||Not automatically available|
|UIF, PAYE and SDL returns||Not automatically available|
|Workmen’s compensation documents||Not automatically available|
|Personal records provided by personnel||Not automatically available|
|Other statutory records||Not automatically available|
|Related correspondence||Not automatically available|
Personnel records include records about our employees and contractors.
Policies and directives
Policies and directives include both internal and external documents.
|Internal relating to employees and the company||Not automatically available|
|External relating to clients and other third parties||Not automatically available|
|Information technology systems and documents||Not automatically available|
Agreements or contracts include the documents themselves and all related documents.
|Standard agreements||Not automatically available|
|Contracts concluded with customers||Not automatically available|
|NDAs||Not automatically available|
|Letters of intent, MOUs||Not automatically available|
|Third party contracts (such as JV agreements etc.)||Not automatically available|
|Office management contracts||Not automatically available|
|Rental agreements||Not automatically available|
|Supplier or service contracts||Not automatically available|
|Settlement agreements||Not automatically available|
|Consent forms||Not automatically available|
|Agreements with governmental agencies||Not automatically available|
Regulatory documents include any documents required to comply with any laws.
|Permits||Not automatically available|
|Licences||Not automatically available|
|Authorities||Not automatically available|
|Environmental impact assessments||Not automatically available|
Published information includes any document that we prepare and produce.
|Brochures or pamphlets||Automatically available|
|External newsletters and circulars||Automatically available|
|Information available on the website||Automatically available|
|Promotional and marketing material||Automatically available|
|Internal newsletters and circulars||Not automatically available|
|Information on the company published by third parties||Not automatically available|
Customer information includes any information about anyone that we provide goods or services to, including our customers, leads, or prospects.
|Customer details||Not automatically available|
|Contact details of individuals within customers||Not automatically available|
|Communications with customers||Not automatically available|
|Sales records||Not automatically available|
|Transactional information||Not automatically available|
|Marketing records||Not automatically available|
Reference materials include any sources of information that we contribute to.
|Books||Not automatically available|
|Newsletters and journals articles||Not automatically available|
|Magazines||Not automatically available|
|Newspaper articles||Not automatically available|
Information we hold to comply with the law
We hold records for the purposes of PAIA in terms of the following main laws, among others:
- Allied Health Professions Act 63 of 1982;
- Basic Conditions of Employment Act 75 of 1997;
- Broad Based Black Economic Empowerment Act 53 of 2003;
- Businesses Act 71 of 1991;
- Companies Act 61 of 1973;
- Companies Act 71 of 2008;
- Compensation for Occupational Injuries and Disease Act 130 of 1993;
- Competition Act 89 of 1998;
- Constitution of the Republic of South Africa, 1996;
- Consumer Protection Act 68 of 2008;
- Copyright Act 98 of 1978;
- Council for Medical Schemes Levies Act 58 of 2000;
- Electronic Communications Act 36 of 2005;
- Electronic Communications and Transactions Act 25 of 2002;
- Employment Equity Act 55 of 1998;
- Health Professions Act 56 of 1974;
- Human Sciences Research Council Act 17 of 2008;
- Income Tax Act 58 of 1962;
- International Health Regulations Act 28 of 1974;
- Intellectual Property Laws Amendment Act, No 38 of 1997;
- Intellectual Property Laws Amendment Act, No 28 of 2013;
- Labour Relations Act 66 of 1995;
- National Qualifications Framework Act 67 of 2008;
- National Research Foundation Act 23 of 1998;
- Natural Scientific Professions Act 27 of 2003;
- Occupational Health and Safety Act 85 of 1993;
- Pension Funds Act 24 of 1956;
- Pharmacy Act 53 of 1974;
- Preferential Procurement Policy Framework Act 5 of 2000;
- Promotion of Equality and Prevention of Unfair Discrimination Act 4 of 2000;
- Protected Disclosures Act 26 of 2000;
- Promotion of Access to Information Act, No 2 of 2000;
- Protection of Personal Information Act 4 of 2013;
- Regulation of Interception of Communications and Provision of Communication related Information Act 70 of 2002;
- Skills Development Act 97 of 1998;
- Skills Development Levies Act 9 of 1999;
- Statistics Act 6 of 1999;
- Tax Administration Act 28 of 2011;
- Trade Marks Act 194 of 1993;
- Unemployment Insurance Act 63 of 2001;
- Unemployment Insurance Contributions Act 4 of 2002; and
- Value Added Tax Act 89 of 1991.
How to request access
We have authorised and designated our information officer to deal with all matters relating to PAIA in order to comply with our obligations in terms of PAIA. To request access to a record, please complete Form C which is available from:
- The Information Regulator website at https://www.justice.gov.za/forms/paia/J752_paia_Form%20C.pdf
Please submit the completed form to our information officer together with the relevant request fee (details here: http://www.sahrc.org.za/home/21/files/PAIA%20Notice%20on%20fees.pdf) at our information officer’s email address, our physical address, or by fax in terms of our details provided above. Please ensure that the completed form:
- has enough information for the information officer to identify you, the requested records, and which form of access you require;
- specifies your email address, postal address, or fax number;
- describes the right that you seek to exercise or protect;
- explains why you need the requested record to exercise or protect that right;
- provides any other way you would like to be informed of our decision other than in writing; and
- provides proof of the capacity in which you are making the request if you are making it on behalf of someone else (we will decide whether this proof is satisfactory).
If you do not use the standard form we may:
- reject the request due to lack of procedural compliance;
- refuse it if you do not provide sufficient information; or
- delay it.
You may request information by completing a request for access form and submitting it to our information officer together with a request fee.
Grounds for refusal
We may have to refuse you access to certain records in terms of PAIA to protect:
- someone else’s privacy;
- another company’s commercial information;
- someone else’s confidential information;
- the safety of individuals and property;
- records privileged from production in legal proceedings; or
- research information.
We will notify you in writing whether your request has been approved or denied within 30 calendar days after we have received a completed request for access form. If we cannot find any requested record or it does not exist, then we will notify you by way of affidavit that it is not possible to give access to that particular record.
We may have to refuse you access to a record to protect others.