Promotion Of Access To Information Manual

For Kgopelang Health Proprietary Limited

Introduction and Definitions

This manual has been compiled in accordance with the requirements of the Promotion of Access to Information Act 2 of 2000 (PAIA) and the Protection of Personal Information Act 4 of 2013 (POPIA) in respect of Kgopelang Health Proprietary Limited ("Kgopelang Health"). It sets out the procedures, fee structure and data‑protection measures that apply when requesting access to information or personal data held by Kgopelang Health.

Contact Details of the Information Officer

Information Officer:
Ms. Grany Ramatsetse (designated)
Physical Address:
41 Cecil Awret Road, Illiondale, Edenvale, 1609
Telephone:
011 025 8643
E‑mail:
info@kgopelanghealth.co.za

Fees Payable for Access to Records

Action Taken	Fee
The request fee payable by every requester	R140.00
Photocopy / printed black & white copy of an A4‑size page	R2.00 per page or part thereof
Printed copy of an A4‑size page	R2.00 per page or part thereof
Copy in a computer‑readable form on Flash Drive (provided by requester)	R40.00
Copy in a computer‑readable form on Flash Drive (provided by Kgopelang Health)	R60.00
Copy in a computer‑readable form on Compact Disc (provided by requester)	R40.00
Copy in a computer‑readable form on Compact Disc (provided by Kgopelang Health)	R60.00
Transcription of visual images (outsourced)	Quote from service provider
Transcription of an audio record, per A4‑size page	R24.00
Copy of an audio record on Flash Drive (provided by requester)	R40.00
Copy of an audio record on Flash Drive (provided by Kgopelang Health)	R60.00
Search & preparation fee (per hour after first)	R145.00 (capped at R435.00)
Deposit (if search exceeds 6 hours)	⅓ of total estimated fees
Postage / e‑mail / electronic transfer	Actual expense

Summary of the Request Procedure

Step 1 – Complete the prescribed PAIA Form (Annexure B) with sufficient detail to identify the record(s) requested.
Step 2 – Submit the form to the Information Officer using the contact details above along with proof of identity and, where applicable, authority to act on behalf of another person.
Step 3 – Pay the R140.00 request fee (or apply for exemption).
Step 4 – Kgopelang Health will respond in writing within 30 days, indicating approval, partial approval or refusal.
Step 5 – Where access is granted, settle the reproduction and preparation fees listed above before records are released.

POPIA Data‑Protection Principles

Kgopelang Health processes Personal Information in accordance with the eight conditions for lawful processing contained in POPIA, namely: Accountability, Processing Limitation, Purpose Specification, Further Processing Limitation, Information Quality, Openness, Security Safeguards and Data Subject Participation.

Categories of Data Subjects and Information Processed

Clients / Patients – identity, contact details, clinical information, billing data.
Employees / Directors – employment, demographic and remuneration records.
Suppliers / Contractors – company registration, tax, and banking details.
Stakeholders – shareholder records, board resolutions, financial statements.

Information Security Measures

Firewall‑protected network perimeter and secure web gateways.
Regular vulnerability assessments and anti‑virus controls.
Role‑based logical and physical access controls.
Mandatory cybersecurity awareness training for all staff.