PROMOTION OF ACCESS
TO INFORMATION.
This manual has been prepared in accordance with the requirements applicable to private bodies under the Promotion of Access to Information Act 2 of 2000 ("PAIA"), as amended. Its purpose is to provide information about ROADRAK GROUP (Pty) Ltd and to assist persons who wish to request access to records held by the company.
01. Introduction
The Promotion of Access to Information Act 2 of 2000 gives effect to the constitutional right of access to information held by public and private bodies, subject to the requirements, conditions and grounds for refusal contained in the Act.
In relation to a private body, PAIA provides a mechanism through which a requester may seek access to records where the record is required for the exercise or protection of a right and the applicable procedural requirements are met.
02. Company Information
ROADRAK GROUP (Pty) Ltd is a South African company operating across the construction, infrastructure and built environment sectors.
The Group's capabilities include civil construction, building construction, facilities management, materials supply, roads and infrastructure, and road marking.
03. Information Officer
The Information Officer is responsible for assisting with matters relating to access to information and the company's obligations under applicable information legislation.
Requests for access to records should be directed to the company using the contact details provided in this manual.
04. PAIA Guide
The Information Regulator has published guidance relating to PAIA and the exercise of rights of access to information.
Requesters should consult the current PAIA guidance and prescribed forms available from the Information Regulator when preparing a request.
Official information and PAIA resources are available through the Information Regulator's official channels.
05. Records Held by ROADRAK GROUP
ROADRAK GROUP may hold records relating to its business operations, administration, employees, clients, suppliers and commercial activities.
The following categories provide a general description of records that may be held by the company. The existence of a category does not mean that a requester will automatically be granted access to every record within that category.
| Subject | Examples of Records |
|---|---|
| Corporate | Company registration and governance records, corporate policies, statutory records, resolutions and related administrative documentation. |
| Financial | Accounting records, invoices, payment records, financial administration records, budgets and related financial documentation. |
| Human Resources | Employment-related records, personnel administration, recruitment records, workplace policies and related documentation. |
| Operations | Operational records, procedures, project-related documentation, internal reports and administrative records. |
| Procurement | Supplier records, procurement documentation, quotations, purchase records and related correspondence. |
| Client & Commercial | Client records, contracts, proposals, correspondence, commercial documentation and related records. |
| Legal & Compliance | Regulatory correspondence, compliance records, legal documentation and records relating to applicable statutory requirements. |
| Information Technology | Website, systems, technology administration and other electronic records, subject to applicable access and security restrictions. |
| Marketing & Communications | Public-facing marketing materials, communications, website content and related records. |
06. Records Available Under Other Legislation
ROADRAK GROUP may hold records that are required to be maintained or generated in terms of legislation applicable to its business.
Such records may include statutory, employment, tax, corporate, health and safety, construction, procurement and other regulatory records, to the extent applicable to the company.
Access to such records remains subject to the relevant legislation, PAIA and any applicable grounds for refusal or limitation.
07. Requesting Access to Records
A requester seeking access to a record held by ROADRAK GROUP should submit the request in the prescribed manner and provide sufficient information to enable the company to identify the record being requested.
A Request Should Generally Include
- The identity and contact details of the requester.
- Sufficient information to identify the record or records requested.
- Information explaining the right that the requester seeks to exercise or protect, where required under PAIA.
- The preferred manner of access, where applicable.
- Any other information required by the applicable prescribed form or legislation.
Submission
Requests may be directed to ROADRAK GROUP using the contact details provided in this manual.
Telephone: +27 (0)15 110 1640
The company will consider a valid request in accordance with PAIA and applicable legal requirements.
08. POPIA Information
PAIA requires the manual of a private body to include specified information relating to the Protection of Personal Information Act 4 of 2013 ("POPIA").
Purpose of Processing
ROADRAK GROUP may process personal information for purposes including operating and administering the business, communicating with clients and suppliers, managing employees and applicants, complying with legal obligations, managing contracts and providing services.
Categories of Data Subjects
Depending on the nature of the business relationship, categories of data subjects may include:
- Employees and prospective employees.
- Clients and prospective clients.
- Suppliers and service providers.
- Contractors and professional service providers.
- Business partners and representatives.
- Website users and persons who communicate with ROADRAK GROUP.
Categories of Personal Information
Depending on the relationship and purpose of processing, personal information may include identification, contact, employment, contractual, financial, communication and other information relevant to the applicable relationship.
Recipients of Personal Information
Personal information may, where lawful and necessary, be supplied to service providers, professional advisers, regulators, government authorities, financial institutions, technology providers and other authorised recipients where permitted or required by law.
Transborder Information Flows
Where personal information is transferred outside South Africa, ROADRAK GROUP will seek to ensure that the transfer is undertaken in accordance with applicable requirements of POPIA.
09. Information Security
ROADRAK GROUP seeks to apply reasonable technical and organisational measures appropriate to the nature of the information processed in order to protect information against unauthorised access, loss, damage, disclosure or other unlawful processing.
Security measures may include access controls, user permissions, secure handling procedures, administrative controls and other measures appropriate to the systems and information involved.
The specific security measures applied may change as the company's systems, operations and risk environment develop.
10. Availability of this Manual
This manual is made available on the ROADRAK GROUP website to facilitate access to information about the company and the process for requesting records.
A copy of this manual may also be made available through the company in accordance with applicable legal requirements.
PAIA MANUAL
Download the current manual in PDF format when the approved document has been published.
11. Contact ROADRAK GROUP
For enquiries concerning this manual or requests for access to records, contact ROADRAK GROUP using the details below.
This page should be read together with ROADRAK GROUP's other applicable privacy, website and information-governance documents.
TRANSPARENT.
ACCOUNTABLE.
BUILT TO LAST.
For general business enquiries, project opportunities or information about ROADRAK GROUP, our team is available to assist.
Contact ROADRAK