PAIA Policy - The Archive and Heritage Digital Commons Group

Introduction

This manual explains how to request access to records held by The Archive and Heritage Digital Commons Group (Pty) Ltd (“the AHG”), a private body as defined in PAIA. It is published so that requesters know what records we hold and how to ask for them.
• Registered name: The Archive and Heritage Digital Commons Group (Pty) Ltd
• Registration number: 2024/316608/07
• Postal and physical address: 490 Barry Hertzog Street, Constantia Park, Pretoria, 0181, South Africa

Head of the body / Information Officer

• Information Officer: Dr Johan Pieterse
• Email: info@theahg.co.za (mark “for the attention of the Information Officer”)
• Telephone: +27 87 265 5297

The Guide by the Information Regulator

The Information Regulator has published a Guide, in terms of section 10 of PAIA, on how to use the Act. It is available from the Regulator:
• The Information Regulator (South Africa), JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
• Email: inforeg@inforegulator.org.za
• Website: inforegulator.org.za

Records available in terms of other legislation

Certain records may be accessed in terms of other laws, including the Companies Act 71 of 2008, the Income Tax Act 58 of 1962, the Value-Added Tax Act 89 of 1991, the Basic Conditions of Employment Act 75 of 1997 and the Labour Relations Act 66 of 1995. Access under those laws is subject to their own procedures.

Categories of records we hold

Subject to the grounds for refusal in PAIA, the following categories of records may be requested:
• Learner records - registration details, enrolments, course activity, assessment results and certificates.
• Enquiry and booking records - correspondence and forms submitted through the site.
• Company records - founding documents, statutory registers and tax records.
• Financial records - invoices, receipts and payment records.
• Operational records - contracts, policies, and course and training materials.
• Personnel records - employment records of staff (subject to privacy protections).

Records available without a formal request

Course catalogues, prices, event listings, this manual and our Privacy Notice are published on this website and may be accessed without a PAIA request.

How to request access

• Complete the prescribed PAIA request form (Form 2, Regulation 7) and send it to the Information Officer at the address in section 2.
• Provide enough detail to identify the record and to identify you, and state the right you seek to exercise and why.
• State how you wish to receive the record (for example, a copy or inspection) and give a contact address.
• Where you request records on behalf of someone else, attach proof of your authority.

Fees

A request fee and access fee may be payable, as prescribed in the PAIA regulations. We will notify you of any fee before processing the request, and you may lodge an internal query or complaint about a fee. No fee is payable for a request by a person for their own personal information.

Grounds for refusal and remedies

Access may be refused on the grounds set out in Chapter 4 of PAIA - for example, to protect the privacy of a third party, commercially sensitive information, or legally privileged records. If a request is refused, or you are unhappy with how it was handled, you may lodge a complaint with the Information Regulator or apply to a competent court.

Processing of personal information (POPIA)

We process personal information in line with POPIA. How we do so, and the rights available to data subjects (including access, correction and deletion), are set out in our Privacy Notice. Complaints about the processing of personal information may be made to the Information Regulator at POPIAComplaints@inforegulator.org.za.