1. LIST OF ACRONYMS AND ABBREVIATIONS

1.1       “CEO”                                 Chief Executive Officer                                                   

1.2       “DIO”                                Deputy Information Officer;

1.3       “DTSA”                             Daimler Truck Southern Africa Ltd

1.4       “DTFS”                              Daimler Truck Financial Services South Africa (Pty) Ltd

1.5       “IO“                                   Information Officer;

1.6       “Minister”                        Minister of Justice and Correctional Services;

1.7       “PAIA”                               Promotion of Access to Information Act No. 2 of 2000( as Amended;)

1.8       “POPIA”                            Protection of Personal Information Act No.4 of 2013;

1.9       “Regulator”                      Information Regulator; and

1.10    “Republic”                         Republic of South Africa

 

 

 

2. PURPOSE OF PAIA MANUAL

This PAIA Manual is useful for the public to-

2.1       check the categories of records held by a body which are available without a person having to submit a formal PAIA request;

2.2       have a sufficient understanding of how to make a request for access to a record of the body, by providing a description of the subjects on which the body holds records and the categories of records held on each subject;

2.3       know the description of the records of the body which are available in accordance with any other legislation;

2.4       access all the relevant contact details of the Information Officer and Deputy Information Officer who will assist the public with the records they intend to access;

2.5       know the description of the guide on how to use PAIA, as updated by the Regulator and how to obtain access to it;

2.6       know if the body will process personal information, the purpose of processing of personal information and the description of the categories of data subjects and of the information or categories of information relating thereto;

2.7       know the description of the categories of data subjects and of the information or categories of information relating thereto;

2.8       know the recipients or categories of recipients to whom the personal information may be supplied;

2.9       know if the body has planned to transfer or process personal information outside the Republic of South Africa and the recipients or categories of recipients to whom the personal information may be supplied; and

know whether the body has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.

3. KEY CONTACT DETAILS FOR ACCESS TO INFORMATION OF THE

 

Daimler Truck Southern Africa Ltd:                     

Information Officer:                            Michael Dietz

Deputy Information Officers:            Tebogo Shumba

                                                              Annelie Van Rooyen

                                                             Maretha Gerber

E-mail: Dataprotection_DTSA@daimlertruck.com

                                                                

Daimler Truck Financial Services South Africa (Pty) Ltd:                 

Information Officer             Michael George Honiball

E-mail: dataprotection_dtfssa@daimlertruck.com

 

3.3       Head Office

Address:                           1 Park Avenue, Highway Business Park     

                                         Rooihuiskraal

                                         Centurion

                                         0157                           

Website:                              https://www.dtbsa.co.za/

4. GUIDE ON HOW TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE

4.1. The Regulator has, in terms of section 10(1) of PAIA, as amended, updated and made available the revised Guide on how to use PAIA (“Guide”), in an easily comprehensible form and manner, as may reasonably be required by a person who wishes to exercise any right contemplated in PAIA and POPIA.

4.2. The Guide is available in each of the official languages and in braille.

4.3. The aforesaid Guide contains the description of-

        4.3.1. the objects of PAIA and POPIA;

        4.3.2. the postal and street address, phone and fax number and, if available, electronic mail address of-

                4.3.2.1. the Information Officer of every public body, and

                4.3.2.2. every Deputy Information Officer of every public and private body designated in terms of section 17(1) of
                            PAIA1 and section 56 of POPIA2;

        4.3.3. the manner and form of a request for-

                4.3.3.1. access to a record of a public body contemplated in section 113; and

                4.3.3.2. access to a record of a private body contemplated in section 504;

        4.3.4. the assistance available from the IO of a public body in terms of PAIA and POPIA;

        4.3.5. the assistance available from the Regulator in terms of PAIA and POPIA;

        4.3.6. all remedies in law available regarding an act or failure to act in respect of a right or duty conferred or imposed by
                  PAIA and POPIA, including the manner of lodging-

                4.3.6.1. an internal appeal;

                4.3.6.2. a complaint to the Regulator; and

                4.3.6.3. an application with a court against a decision by the information officer of a public body, a decision on
                             internal appeal or a decision by the Regulator or a decision of the head of a private body;

        4.3.7. the provisions of sections 145 and 516 requiring a public body and private body, respectively, to compile a manual,
                 and how to obtain access to a manual;

        4.3.8. the provisions of sections 157 and 528 providing for the voluntary disclosure of categories of records by a
                  public body and private body, respectively;

        4.3.9. the notices issued in terms of sections 229 and 5410 regarding fees to be paid in relation to requests for access;
                 and

        4.3.10. the regulations made in terms of section 9211.

4.4. Members of the public can inspect or make copies of the Guide from the offices of the public and private bodies,
       including the office of the Regulator, during normal working hours.

4.5. The Guide can also be obtained-

        4.5.1. upon request to the Information Officer;

        4.5.2. from the website of the Regulator (https://www.justice.gov.za/inforeg/).

 

[1] Section 17(1) of PAIA- For the purposes of PAIA, each public body must, subject to legislation governing the employment of personnel of the public body concerned, designate such number of persons as deputy information officers as are necessary to render the public body as accessible as reasonably possible for requesters of its records.

[1] Section 56(a) of POPIA- Each public and private body must make provision, in the manner prescribed in section 17 of the Promotion of Access to Information Act, with the necessary changes, for the designation of such a number of persons, if any, as deputy information officers as is necessary to perform the duties and responsibilities as set out in section 55(1) of POPIA.

[1] Section 11(1) of PAIA- A requester must be given access to a record of a public body if that requester complies with all the procedural requirements in PAIA relating to a request for access to that record; and access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.

[1] Section 50(1) of PAIA- A requester must be given access to any record of a private body if-

a)      that record is required for the exercise or protection of any rights;

b)      that person complies with the procedural requirements in PAIA relating to a request for access to that record; and

access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.

5. CATEGORIES OF RECORDS OF DTSA WHICH ARE AVAILABLE WITHOUT A PERSON HAVING TO REQUEST ACCESS

[1] Section 17(1) of PAIA- For the purposes of PAIA, each public body must, subject to legislation governing the employment of personnel of the public body concerned, designate such number of persons as deputy information officers as are necessary to render the public body as accessible as reasonably possible for requesters of its records.

[1] Section 56(a) of POPIA- Each public and private body must make provision, in the manner prescribed in section 17 of the Promotion of Access to Information Act, with the necessary changes, for the designation of such a number of persons, if any, as deputy information officers as is necessary to perform the duties and responsibilities as set out in section 55(1) of POPIA.

[1] Section 11(1) of PAIA- A requester must be given access to a record of a public body if that requester complies with all the procedural requirements in PAIA relating to a request for access to that record; and access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.

[1] Section 50(1) of PAIA- A requester must be given access to any record of a private body if-

a)      that record is required for the exercise or protection of any rights;

b)      that person complies with the procedural requirements in PAIA relating to a request for access to that record; and access to that record is not refused in terms of any ground for refusal contemplated in Chapter 4 of this Part.

 

NB: Please specify the categories of records held by the body which are available without a person having to request access by completing Form C, types of the records and how the records can be accessed. These are mostly records that maybe available on the website and a person may download or request telephonically or by sending an email or  a letter. 

Below is an example of the table that can be used.

Category of Records Types of the Record Available on Website Available upon request
Product Information Product Brocure X   X
       

 

6. DESCRIPTION OF THE RECORDS OF DTSA WHICH ARE AVAILABLE IN ACCORDANCE WITH ANY OTHER LEGISLATION

NB: Please specify all the records which are created and available in accordance with any of the South African legislation. Below is an example of the table that can be used in describing the records and applicable legislation.

Category of Records Applicable Legislation
Memorandum of incorporation Companies Act 71 of 2008
PAIA Manual Promotion of Access to Information Act 2 of 2000

7. DESCRIPTION OF THE SUBJECTS ON WHICH THE BODY HOLDS RECORDS AND CATEGORIES OF RECORDS HELD ON EACH SUBJECT BY DTSA

NB: Describe the subjects (i.e. Finance, SCM or HR), in respect of which the body holds records and the categories of records held on each subject. Below is an example of the table that can be used.

Subjects on which the body
holds records
Categories of records
Strategic Documents, Plans,
Proposals
Annual Reports, Strategic Plan, Annual
Performance Plan.
Human Resources - HR policies and procedures
- Advertised posts
- Employees records

8. PROCESSING OF PERSONAL INFORMATION

8.1 Purpose of Processing Personal Information

     NB: Describe the purpose or reasons for processing personal information in your organisation.

8.2 Description of the categories of Data Subjects and of the information or categories of information relating thereto

     NB: Specify the categories of data subjects in respect of whom the body processes personal information and the nature or
     categories of the personal information being processed.

     Below is the template that can be used to set out the categories of data subjects and the description of the nature or
     categories of the personal information to be processed. Note that the nature or categories of the personal information
     is dependent on the purpose of the body in performing its functions or services.

Categories of Data
Subjects
Personal Information that may be processed
Customers / Clients name, address, registration numbers or identity
numbers, employment status and bank details
Service Providers names, registration number, vat numbers, address,
trade secrets and bank details
Employees address, qualifications, gender and race

8.3 The recipients or categories of recipients to whom the personal information may be supplied

    NB: Specify the person or category of persons to whom the body may disseminate personal information. Below is an example of
    the category of personal information which may be disseminated and the recipient or category of recipients  of the personal information.

Category of personal information Recipients or Categories of Recipients to
whom the personal information may be
supplied
Identity number and names, for
criminal checks
South African Police Services
Qualifications, for qualification
verifications
South African Qualifications Authority
Credit and payment history, for
credit information
Credit Bureaus

8.4 Planned transborder flows of personal information

    Please take note that DTSA and DTFS use cloud services outside the Republic. The date centres are in stored in Singapore and Frankfurt. 

8.5 General description of Information Security Measures to be implemented by the responsible party to ensure the confidentiality, integrity and availability of the information

   DTSA and DTFS make use of Data Encryption; Anti-virus and Anti-malware Solutions to safeguard the confidentiality and integrity of the personal   information under the care of the body.

9. AVAILABILITY OF THE MANUAL

9.1           A copy of the Manual is available-

9.1.1         On the DTSA website: https://www.dtbsa.co.za/

9.1.2         to any person upon request and upon the payment of a reasonable prescribed fee; and

9.1.3         to the Information Regulator upon request.

A fee for a copy of the Manual, as contemplated in annexure B of the Regulations, shall be payable per each A4-size photocopy made.

 

10. UPDATING OF THE MANUAL

The head of a legal at DTSA will on a regular basis update this manual.

 

Issued by:

 

 

 

__________________________________________________

Michael Dietz

Chief Executive Officer

Daimler Truck Southern Africa Ltd

 

 

                                                                                                                  

Michael George Honiball

Chief Executive Officer

Daimler Truck Financial Services South Africa (Pty) Ltd