PAIA Manual

Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)

Prepared in accordance with Section 51 of the Promotion of Access to Information Act

1. Introduction

This PAIA Manual has been prepared in accordance with Section 51 of the Promotion of Access to Information Act, 2000 (PAIA).

Its purpose is to assist members of the public in requesting access to records held by NextGen Workforce Solutions (Pty) Ltd in accordance with applicable legislation.

This manual should be read together with our Privacy Policy and any applicable legislation governing the protection of personal information.

2. Company Information

Company Name: NextGen Workforce Solutions (Pty) Ltd
Registration Number: K2024653521
Website: www.ngws.co.za
General Email: info@ngws.co.za
Telephone: +27 83 406 4003
Registered Address: 81 Hesketh drive Moreleta Park

3. Information Officer

The Information Officer responsible for administering requests made under PAIA is:

Information Officer: Hercu Turner
Email: info@ngws.co.za
Website: www.ngws.co.za

Requests for access to records should be submitted to the Information Officer using the prescribed request form where applicable.

4. Applicable Legislation

NextGen Workforce Solutions complies with applicable South African legislation, including:

• Promotion of Access to Information Act, 2000 (PAIA)
• Protection of Personal Information Act, 2013 (POPIA)
• Labour Relations Act
• Basic Conditions of Employment Act
• Employment Equity Act
• Occupational Health and Safety Act
• Companies Act
• Income Tax Act
• Skills Development Act
• Unemployment Insurance Act
• Compensation for Occupational Injuries and Diseases Act (where applicable)

5. Purpose of the Manual

This manual explains:

The records held by NGWS.
How requests for information may be submitted.
The process followed when considering requests.
Grounds upon which requests may be refused.
Contact details of the Information Officer.

6. Records Available

Records held by NGWS may include:

• Company Records
• Company registration documents
• Tax registration information
• VAT records (where applicable)
• Statutory registrations
• Business licences
• Financial Records
• Invoices
• Quotations
• Accounting records
• Banking records
• Financial statements
• Human Resources Records
• Employment contracts
• HR policies
• Leave records
• Payroll records
• Training records
• Employment Equity documentation
• Labour Relations Records
• Disciplinary documentation
• Grievance records
• CCMA documentation
• Bargaining Council documentation
• Investigation reports
• Client Records
• Service agreements
• Consultation records
• Correspondence
• Quotations
• Reports
• Compliance assessments
• Polygraph Records
• Consent documentation
• Examination reports
• Supporting documentation

Access to Polygraph records will only be granted where legally permissible.

• Website Records
• Contact form submissions
• Website analytics
• Cookie information
• Security logs
• Website administration records

7. Processing of Personal Information

NGWS processes personal information in accordance with POPIA.

Personal information may be processed for:

• Human Resources consulting
• Labour Law consulting
• Employment Equity services
• Payroll services
• Compliance services
• Polygraph services
• Client relationship management
• Legal compliance
• Business administration

Further information is contained in our Privacy Policy.

8. Requesting Access to Records

Requests for access to records should:

Be submitted in writing.
Identify the record requested.
Provide sufficient information to enable identification of the requester.
Explain the reason for the request where required by law.

The Information Officer may request proof of identity before processing any request.

9. Fees

Where permitted by PAIA, prescribed request fees or reproduction fees may apply.

Any applicable fees will be communicated before records are released.

10. Grounds for Refusal

Access to records may be refused where permitted by PAIA, including where disclosure would:

Unreasonably disclose another person's personal information.
Reveal confidential commercial information.
Prejudice legal proceedings.
Compromise law enforcement.
Endanger the safety of any individual.
Be prohibited by another law.

Each request will be considered individually.

11. Protection of Personal Information

NGWS takes reasonable technical and organisational measures to protect personal information.

These measures include:

• Secure electronic systems
• Password protection
• Role-based access
• Secure cloud storage
• Restricted employee access
• Regular software updates
• Secure backups

12. Availability of this Manual

This manual is available:

On our website.
Upon written request.
From the Information Officer.

13. Complaints

If you believe your request has not been handled correctly, you should first contact the Information Officer.

If the matter cannot be resolved, you may lodge a complaint with the Information Regulator (South Africa).

Information Regulator (South Africa)

Website: https://www.justice.gov.za/inforeg/
Email: PAIAComplaints@inforegulator.org.za
General Enquiries: enquiries@inforegulator.org.za

14. Updates

This PAIA Manual may be amended from time to time to reflect changes in legislation, business operations or regulatory requirements.

The latest version will always be available on our website.

Contact Information

NextGen Workforce Solutions (Pty) Ltd
Information Officer: Hercu Turner
Email: info@ngws.co.za
Website: www.ngws.co.za
Telephone: +27 83 406 4003

End of PAIA Manual