Revision Date: 2024-07-11
This document is the property of SNAPP Architects (Pty) Ltd. It must not be reproduced in whole or in part or otherwise disclosed without prior written consent from SNAPP Architects (Pty) Ltd.

 1. INTRODUCTION

Promotion of Access to Information Act, Act 2 of 2000.

The purpose of PAIA is to give effect to the constitutional right to access to any information held by the state, public and private companies as well as information held by another person that is required for the exercise or protection of any right.

2. PURPOSE

The purpose of this Information Manual (“Manual”) is to facilitate requests for access to information held by SNAPP Architects (Pty) Ltd, as a private body.

This Manual has been prepared in accordance with section 51 of the Act and aims to facilitate a Request for access to a Record held by a private body that is required for the exercise or protection of any rights.

3. DEFINITIONS

Unless the context clearly indicates otherwise, the following terms shall have the meanings assigned to them hereunder, namely –

  • “Act” means the Promotion of Access to Information Act, Act 2 of 2000, as amended from time to time;

  • “Company” means SNAPP Architects (Pty) Ltd (SNAPP Architects) as more fully described in the overview hereunder;

  • “Information Officer” means the person acting on behalf of the Company and discharging the duties and responsibilities assigned to the head of the Company by the Act. The Information Officer is duly authorised to act as such and such authorisation has been confirmed by the “head” of the Company in writing;

  • “Manual” means this manual published in compliance with Section 51 of the Act;

  • “Record” means any recorded information, regardless of form or medium, which is in the possession or under the control of the Company, irrespective of whether or not it was created by the Company;

  • “Request” means a request for access to a Record of the Company;

  • “Requestor” means any person, including a public body or an official thereof, making a Request

    for access to a Record of the Company and includes any person acting on behalf of that person; and

  • “SAHRC” means the South African Human Rights Commission.

  • Unless a contrary intention clearly appears, words signifying:-

  • the singular includes the plural and vice versa;

  • any one gender includes the other genders and vice versa; and

  • natural persons include juristic persons.

Unless otherwise stated, terms defined in the Act shall have the same meaning in this Manual.

4. OVERVIEW OF THE COMPANY

SNAPP Architects (Pty) Ltd is a consulting architectural firm situated in Centurion, Gauteng and Cape Town, Western Cape.

We have been trading since 1998 (previously Sonja Neitz Architects CC) and have worked on projects in South Africa, Botswana and Namibia. Our areas of specialisation are Educational Facilities, Institutional Facilities, Healthcare Facilities and Commercial Facilities.

SNAPP Architects (Pty) Ltd undertakes to exercise all reasonable and professional skill, care and diligence in the performance of their obligations to the Client, in accordance with the services laid out in the Architectural Guidelines. Compliant with:

• Architectural Professions Act, 2000 (Act 44 of 2000);

• National Building Regulations and Building Standards Act, 1977 (Act 103 of 1977), as amended;

• SANS 10400-1990, including SANS 10400-XA& XB and SANS 204.

This Manual applies to all South African entities, both jointly and severally, and such entities are referred to both individually and collectively as SNAPP Architects (Pty) Ltd.

5. CONTACT DETAILS OF INFORMATION OFFICER (SECTION 51(1)(a))

Directors of SNAPP Architects (Pty) Ltd:

  • Ms. Sonja Mann née Neitz; Director, CEO & Principal Architect, Cape Town

  • Ms. Katleho Sesemane; Director & Professional Architect

  • Mr. P.P. Mann; Director & COO

  • Mr. P.J. Steynberg; Director & Principal Architect, Centurion

The Chief Executive Officer (CEO) of the Company, as head of the private body, has delegated her powers to the Chief Operating Officer (COO), as Information Officer, whose details appear hereunder for purposes of dealing with all matters in connection with Requests for information on the Company’s behalf and to ensure compliance with the Act.

Chief Operating Officer (COO): Mr. Patrick Mann

Postal address: P.O. Box 66212, Highveld, 0169 or Postnet Suite 238, Private Bag X26, Tokai, 7966

Street address: 76 Centurion Drive East, Centurion, 0157 or Suite F14 Silverberg Terrace, 3 Silverwood
Close,  Steenberg Office Park, Westlake, Western Cape, 7945

Telephone Number: 012 665 0937 or 021 202 6056

Email: info@snapp.org.za and patrick@snapp.org.za

Website: www.snapp.org.za

6. GUIDE OF SOUTH AFRICAN HUMAN RIGHTS COMMISSION

The SAHRC has compiled a guide, as required by Section 10 of the Act, containing such information as may reasonably be required by a person who wishes to exercise any right contemplated in this Act.

The guide is available on the SAHRC website, http://www.sahrc.org.za.

Any enquiries regarding this guide should be directed to:

South African Human Rights Commission,

PAIA UNIT, The Research and Documentation Department

Postal Address: Private Bag X2700, Houghton, 2041

Telephone Number: (011) 484-8300

Website: www.sahrc.org.za

E-mail Address: paia@sahrc.org.za

7. AUTOMATIC DISCLOSURE - CATEGORIES OF RECORDS AVAILABLE WITHOUT HAVING TO REQUEST ACCESS

The following Records are automatically available without a person having to request access in terms of the Act (section 51(1)(c) of PAIA):

• The web page www.snapp.org.za is accessible to anyone who has access to the Internet. The Company website hosts the following categories of information:

o Company information

o Team Information

o Services Offered

o Projects

• Company Profile

• B-BBEE Certificate

• Social Media Posts (Twitter, Instagram & Facebook)

8. RECORDS AVAILABLE IN TERMS OF LEGISLATION SECTION 51

Certain records are kept in accordance with other legislation (as may be amended from time to time) which is applicable to SNAPP Architects (Pty) Ltd including but not limited to the following legislation:

Records held by SNAPP Architects (Pty) Ltd in terms of other legislation (section 51(1)(d) of PAIA):

• Architectural Professions Act, 2000 (Act 44 of 2000);

• Administration of Estates Act No. 66 of 1965;

• Arbitration Act No. 42 of 1965;

• Basic Conditions of Employment Act No. 75 of 1997;

• Broad Based Black Economic Empowerment Act, 2003;

• Businesses Act, 1991;

• Companies Act No. 71 of 2008;

• Competition Act No. 89 of 1998;

• Compensation for Occupational Injuries and Diseases Act, 1993;

• Consumer Protection Act, 2008;

• Copyright Act No. 98 of 1978;

• Corporate Laws Amendment Act No. 24 of 2006;

• Deeds Registries Act, 1937;

• Electronic Communications and Transactions Act No. 25 of 2002;

• Employment Equity Act No. 55 of 1998;

• Estate Agency Affairs Act No. 112 of 1976;

• Finance Act No. 35 of 2000;

• Financial Markets Act, 2012;

• Harmful Business Practices Act, 1999;

• Income Tax Act No. 95 of 1967;

• Intellectual Property Laws Amendments Act No. 38 of 1997;

• Insurance Act No. 27 of 1943;

• Labour Relations Act No. 66 of 1995;

• National Building Regulations and Building Standards Act, 1977 (Act 103 of 1977), as amended;

• Occupational Health and Safety Act, 1993;

• Promotion of Access of Information Act No. 2 of 2000;

• Protection of Personal Information Act No. 4 of 2013;

• Regional Services Councils Act No. 109 of 1985;

• Securities Services Act, 2004;

• Short Term Insurance Act, 1998;

• Skills Development Act, 1998;

• Skills Development Levies Act, 1999;

• Trademarks Act, 1993;

• Unemployment Insurance Act No. 30 of 1996;

• Value Added Tax Act No. 89 of 1991;

9. CATEGORIES OF RECORDS HELD AND SUBJECT TO REQUEST

9.1 Governance

• The Memorandum of Incorporation

• Registration with statutory bodies

• CIPC Registration Documents

• COIDA Certificate

• CSD Registration

9.2 Financial

• Accounting Records

• Annual Financial Reports

• Banking Records

• Financial Statements

• Income Tax Returns

• Managements Accounts

• TAX Returns

• VAT Returns

• Creditors and debtors

• Salary information

9.3 Human Resources

• List of Employees

• Letters of Appointment with Employees and Employment Contracts

• Employee information including personal information, employment history and health records that SNAPP Architects (Pty) Ltd may hold from time to time

• Records Relating to Employee Benefits

• Employment Equity Plan

• Disciplinary Records and Documents Pertaining to Disciplinary Proceedings

• UIF Records

• Payroll

• Applicable internal policies and procedures

• PAYE Records

• SETA Records including Training and Skills Development Records

• HR policies & procedures

• Shareholder Information

9.4 Administration, Finance & Accounting:

• Policies & Procedures

9.5 Insurance

• Assets Records

• Property Related Insurance

9.6 Information technology

• Hardware

• Software Packages

• Licences

• Domain information

• IT Policies and Procedures

• Operating Systems

9.7 Sales and Marketing

• Customer Database

• Marketing Information

• Marketing Material and Media Releases: brochures, newsletters and advertising materials

9.8 Assets

• Lease Agreements

9.9 Operational information

This information can be defined as information needed in the day-to-day running of the organization. (Examples of such information are: internal telephone lists, address lists, company policies, company procedures, administration manual, industry related statistical data, guest database, historical guest histories, management information reports, property development information such as title deeds, lease agreements, construction contracts and architectural drawings).”

10. OTHER INFORMATION AS MAY BE PRESCRIBED [SECTION 51(1)(f)]

Not applicable.

11. ACCESS: PROCEDURE AVAILABLE AND FEES

The requester must comply with all the procedural requirements contained in PAIA relating to the request for access to a record including that the information is required in order to exercise or protect a right.

11.1 How to Request a Record (Section 53)

  • Requests for access to Records must be made to the Information Officer at the address or electronic mail address referred to above. Failure to make use of the prescribed form could result in your Request being refused or delayed. The prescribed form, is available on the website of the SOUTH AFRICAN HUMAN RIGHTS COMMISSION at www.sahrc.org.za.

  • A Request for access to a Record must be accompanied by payment of an initial non- refundable Request fee of R57.00 (inclusive of VAT). This fee is not applicable to personal requests, i.e. individual seeking access to Records pertaining him/herself. The fee structure is available on the website of the SOUTH AFRICAN HUMAN RIGHTS COMMISSION at www.sahrc.og.za. Records may be withheld until the fees have been paid.

  • The Requestor must provide sufficient detail on the Request form to enable the Information Officer to clearly identify the Record as well as the Requestor’s identify, which is to be accompanied by positive proof of identification.

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 e-mail address and cellphone 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.

  • The Requestor must indicate which form of access is required and if he/she wishes to be informed on the decision on the Request in any other manner, to state the necessary particulars to be so informed.

  • Access is not automatic. The Requestor must therefore identify the right he/she is seeking to exercise or protect and provide an explanation as to why the requested Record is required for the exercise or protection of that right.

  • If a Request is made on behalf of a person, the Requestor must then submit proof, to the satisfaction of the Information Officer, of his/her authority to make the Request. Failure to do so will result in the Request being rejected.

11.2 Decision on Request (Section 56)

  • The Requestor will be notified, within 30 days, in the manner indicated by him/her of the outcome of his/her Request, alternatively whether an extension not exceeding 30 days is required to deal with the Request.

  • If the Request for access is granted a further access fee must be paid for the reproduction as well as the search and preparation of the Records and for any time that has exceeded the prescribed hours to search and prepare the Record for disclosure. Access will be withheld until the Requestor has made payment of the applicable fee(s).

  • In the event that the Request for access is refused, reasons for the refusal will be provided and the Requestor will be advised that he/she may lodge an application with a court against the refusal of the Request, as well as the procedure for lodging the application.

  • The Requestor may lodge an internal appeal or an application to court against the tender or payment of the Request fee.

11.3 Records not found

  • If a record cannot be found or if the records do not exist, the Information Officer shall notify the requester (providing full details of steps taken to find the record or determine its existence) that it is not possible to give access to the requested record.

  • If the record in question should later be found, the requester shall be given access to the record unless access is refused by Securitas.

11.4 Refusal of Access

SNAPP Architects (Pty) Ltd may refuse to grant access on certain grounds, including the following (Part 3, Chapter 4 of the PAIA):

  • that the record constitutes privileged information for the purposes of legal proceedings or is subject to professional privilege;

  • to protect the commercial information or the confidential information of a third party or Securitas;

  • that it is necessary to protect the safety of individuals or property;

  • that it is necessary to protect the research information of a third party or Securitas; and

  • that granting access would result in the unreasonable disclosure of personal information about a third party

11.5 Availability

This Manual is available on the SNAPP Architects (Pty) Ltd website, www.snapp.org.za , alternatively at:

SNAPP Architects (Pty) Ltd, 76 Centurion Drive East, Centurion, 0157 or 11th Floor Touchstone House, 7 Bree Street, Cape Town, 8001 during office hours.

12. CONTACT INFORMATION

SNAPP Architects (Pty) Ltd welcomes your comments regarding this PAIA Manual, please contact us by e-mail info@snapp.org.za or postal mail: P.O. Box 66212, Highveld, 0169 or Postnet Suite 238, Private Bag X26, Tokai, 7966.

Copyright © SNAPP Architects (Pty) Ltd. 2019