PAIA MANUAL

PAIA MANUAL

Toyota South Africa (Pty) Limited (Registration Number 1946/020429/07) (the "COMPANY") MANUAL in terms of The Promotion of Access to Information Act 2/2000 (the "ACT")

Compiled by the Company Secretary August 2002 and subsequently revised With acknowledgements to: The South African Human Rights Commission The Department of Justice and Constitutional Development.

01. Introduction

The COMPANY conducts business as a manufacturer, importer and exporter of motor vehicles and components.

02. COMPANY Contact Details

Persons designated/duly authorised persons: Jenny Maré - Corporate Affairs

Postal Address
P.O. Box 481, Bergvlei 2012

Physical Address
Stand 1, Wesco Park,
Old Pretoria Road,
Sandton

Contact
Telephone: (011) 809 2122
Fax: (011) 809 2921
Email: jmare@tsb.toyota.co.za

03. The ACT
  • The ACT grants a requester access to records of the COMPANY, if the record is required for the exercise or protection of any rights. If a public body lodges a request, the public body must be acting in the public interest.
     
  • Requests in terms of the ACT shall be made in accordance with the prescribed procedures, at the rates provided. The forms and tariff are dealt with in paragraphs 6 and 7.
     
  • Requesters are referred to the Guide to be compiled by the South African Human Rights Commission, which contains information for the purposes of exercising Constitutional Rights.

    The contact details of the Commission are:

    Postal Address
    Private Bag 2700,
    Houghton,
    2041

    Contact
    Telephone: (011) 484 8300
    Fax: (011) 484 0582
    Website: www.sahrc.org.za
04. COMPANY Records Classification Key
Classification No.AccessClassification
Classification No. 1 May Be Disclosed Public Access Document
Classification No. 2 May Not Be Disclosed Request after commencement of criminal or civil proceedings [s7]
Classification No. 3 May Be Disclosed Subject to copyright
Classification No. 4 Limited Disclosure Personal Information that belongs to the requester of that information [s61]
Classification No. 5 May Be Disclosed Unreasonable disclosure.
Classification No. 6 May Be Disclosed Likely to harm the commercial or financial interests of third party [s64(a)(b)]
Classification No. 7 May Be Disclosed Likely to harm the Company or third party in contract or other negotiations [s64(c)]
Classification No. 8 May Be Disclosed Would breach a duty of confidence owed to a third party in terms of an Agreement [s65]
Classification No. 9 May Be Disclosed Likely to compromise the safety of individuals or protection of property [s66]
Classification No. 10 May Be Disclosed Legally privileged document [s67]
Classification No. 11 May Be Disclosed Environmental testing/investigation which reveals public safety / environmental risks [s64(2); s68(2)]/td>
Classification No. 12 May Be Disclosed Commercial information of Private Body [s68]/td>
Classification No. 13 May Be Disclosed Likely to prejudice research and development information of the Company or a third party [s69]
Classification No. 14 May Be Disclosed Disclosure in public interest [s70]
05. Summary: Records Availability
Departmental RecordsSubjectClassification No.
Communications/Public Affairs Division Public Product Information 1
Public Corporate Records 1
Community Trust Records 1,6,7,8
Media Releases 1
Environmental Department Environmental Policy 1
Environmental Records 11,14
Human Resources Division Staff Records 4,5,9
Employment Contracts 4,5
Policies and Procedures 4
Health & Safety records 4,5,8
Financial Division Financial Statements 12
Financial and Tax Records (Company & Employees) 12
Motor Industry Development Programme Records 12
Asset Register 12
Management Accounts 12
Legal Department / Company Secretarial General Contract Documentation 6,12
Trade Marks 1
Statutory Records 12
Marketing Division Market Information 12,13
Public Customer Information 1
Product Brochures 4
Owner Manuals 12
Field Records/td> 11
Performance Records 12
Product Sales Records 2
Marketing Strategies Customer Database 12
Dealer Franchise Documents 6,7,12,13
Production / Logistics Production Records 12
Production Engineering Vehicle and Components Specifications 3,12,13
Engineering Records 12,13
Quality Quality Records 12
Note -Personnel Records

"Personnel" refers to any person who works for or provides services to or on behalf of The COMPANY and who receives or is entitled to receive remuneration, and any other person who assists in carrying out or conducting company business and includes, without limitation, directors (executive and non-executive), all permanent, temporary and part-time staff as well as contract workers. Personnel records include:

 

5.1.1. personal records (provided by personnel themselves);

5.1.2. records provided by a third party relating to personnel;

5.1.3. conditions of employment and other personnel-related contractual and quasi-legal records;

5.1.4. internal evaluation records and other internal records;

5.1.5. correspondence relating to personnel; and

5.1.6. training schedules and material.

06. Form of Request

To facilitate the processing of your request, kindly:

06.1 Use the prescribe form, available on the website of the South African Human Rights Commission at www.sahrc.org.za or the website of The Department of Justice and Constitutional Development (under regulations) at www.doj.gov.za

06.2 Address your request to the Company Secretary.

06.3 Provide sufficient details to enable the COMPANY to identify:

         06.3.1 The record(s) requested;

         06.3.2 The requester (and if an agent is lodging the request, proof of      capacity);

         06.3.3 The form of access required;

         06.3.4 (i) The postal address or fax 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;

         06.3.5 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.

07. Prescribed fees

The following applies to request (other than personal request):

7.1 A requestor is required to pay the prescribed fees before a request will be processed;

7.2 If the preparation of the record requested requires more than the prescribed hours (six), a deposit shall be paid (of not more than one third of the access fee which would be payable if the request were granted);

7.3 A requestor may lodge an application with a court against the tender/payment of the request fee and/or deposit;

7.4 Records may be withheld until the fees have been paid.

7.4 Records may be withheld until the fees have been paid.

7.5 The fee structure is available on the website of the SOUTH AFRICAN HUMAN RIGHTS COMMISSION at www.sahrc.org.za, or the website of THE DEPARTMENT OF JUSTICE AND CONSTITUTIONAL DEVELOPMENT (under regulations) at www.doj.gov.za

08. Process

The following applies to request (other than personal request):

8.1 The requester must use the prescribed form to make the request for access to a record. This must be made to the Compliance Officer. This request must be made to the address, fax number or electronic mail address of the body concerned.

8.1B The requester must provide sufficient detail on the request form to enable the Compliance Officer to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed.

8.1C The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requested record is required for the exercise or protection of that right.

8.1D If a request is made on behalf of another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the Compliance Officer.