PAIA manual

1. Purpose of this manual

This manual tells you what records Trinity Power & Construction holds and how to request access to them. Every private body in South Africa is required to publish one.

2. Contact details

Requests go to our information officer, whose details are in the panel alongside. Please send requests in writing — a WhatsApp message is fine — so we have a record of what was asked and when.

3. The section 10 guide

The Information Regulator publishes a guide explaining how to use the Act. It is available from the Regulator at inforegulator.org.za or on request from their offices.

4. Records held

We hold records in the following categories. Listing a category here does not mean every record in it will be released — some are subject to mandatory grounds for refusal under the Act.

• Company records — registration documents, tax records, insurance policies.
• Client records — enquiries, quotes, scopes of work, variations, invoices, certificates issued.
• Employee records — contracts, payroll, training and qualification records.
• Supplier records — purchase orders, delivery notes, subcontractor agreements.
• Health and safety records — site files, incident reports, risk assessments.

5. How to make a request

Complete the prescribed Form 2 and send it to the information officer. Your request must give enough detail for us to identify the record and to identify you, say what form of access you want, and give an address in South Africa where we can reach you. If you are requesting a record because you need it to exercise or protect a right, say which right.

We must decide within 30 days. We will tell you the decision in writing, and if we refuse, we will say why and how to appeal. That period may be extended in the circumstances the Act allows, and we will tell you if it is.

6. Fees

A request fee and an access fee may be payable, at the rates prescribed by regulation. We will tell you what is payable before we process the request, and we will not begin until it is paid. Personal requesters asking for their own personal information are not charged a request fee.

7. Grounds for refusal

Access may be refused where the Act requires or permits it — including to protect another person’s privacy, commercial information belonging to a third party, information given in confidence, legally privileged records, or research information where disclosure would cause harm.

8. Remedies

If we refuse, or do not respond in time, you may complain to the Information Regulator or apply to a court. The Regulator’s contact details are in our privacy notice.

9. Personal information we process

Set out in full in our privacy notice, together with the purposes, recipients and retention periods.