a. Form of Request

To facilitate the processing of a request, the requester must:

• Use the prescribed form on the Company’s website.
• Address the request to the Group Executive, Capital and Consulting.
• Provide sufficient detail to enable the Company to identify:

1. 1. The requestor (and, if an agent is lodging the request, proof of capacity).
   2. The records requested.
   3. The South African postal address, email address or fax number of the requestor.
   4. The form of access required.
   5. If the requester wishes to be informed of the decision in any manner (in addition to written) the manner and particulars thereof.
   6. 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.

b. Prescribed Fees

B1 – Request Fees

Where the requester, other than a personal requester, requests information held by the Company, the requester shall be required to pay the prescribed fee of R50.00 before a request will be processed.

B2 – Access Fees

An access fee is payable in all instances where a request for access to information is granted which include fees associated with the search for, preparation of and reproduction of a record, except in those instances where payment of an access fee is specially excluded in terms of PAIA or an exclusion is determined by the Minister in terms of section 22(8). The fee for search and preparation of the record is R30.00 per hour or part thereof, excluding the first hour, reasonably required for the search and preparation.

A requester requesting copies of all records that are publicly available, does not pay the request fee, but shall pay the prescribed access fee for reproduction.

c. Access to Prescribed Forms and Fees

Prescribed forms and fees are published on the Company website or, alternatively, copies can be requested from the Group Executive, Capital and Consulting (see contact details in section 3).

d. Applicable Time Periods

• The Company will inform the requester within 30 days after receipt of the request of its decision whether or not to grant the request.
• The 30 day period may be extended by a further period of not more than 30 days if the request is for a large number of records or requires a search through a large number of records and compliance with the original period would unreasonably interfere with the activities of the Company or the records are not in the possession of the Company, or consultations amongst divisions and/or subsidiaries of the Company or another private body are required.

e. The Outcome of a Request (Granting or Refusing)

• Should the request be granted, the notice will state the access fee (if any) to be paid upon access, the form in which access will be given and further that the requester may lodge an application with a Court against the access fee to be paid or the form of access granted, and the procedure for lodging such application.
• Should the request be refused, the notice will state adequate reasons for the refusal, including the provisions of the Act relied upon; and that the requester may lodge an application with a Court against the refusal of the request, and the procedure (including the time period) for lodging the application.

f. Grounds for Refusal of Access to Records

Apart from Section 7 of the Act, and subject to Section 70 of the Act, the main grounds for Ramgoolam to refuse a request for information as contemplated by the Act relates to:

• Protection of the privacy of a third party, if that third party is a natural person, which would involve the unreasonable disclosure of personal information of that natural person Section 63(1))
• Protection of commercial information of a third party as defined by the Act, if the record contains:trade secrets of that third party;financial, commercial, scientific or technical information other than trade secrets of a third party, the disclosure of which would be likely to cause harm to the commercial or financial interests of that third party;information disclosed in confidence to Ramgoolam by a third party, the disclosure of which could put that third party at a disadvantage in contractual or other negotiations or would prejudice that third party in commercial competition (Section 64).
• Protection of confidential information if the disclosure would constitute a breach of a duty or confidence to a third party in terms of an agreement (Section 65);
• Protection of safety of individuals and protection of property (Section 66);
• Protection of records which would be regarded as privileged in any legal proceedings, unless the person so entitled to privilege, waived the privilege (Section 67);
• Protection of commercial activities of the Company, which includes:trade secrets of Ramgoolam; financial, commercial, scientific or technical information, disclosure of which could cause harm to the financial or commercial interests of Ramgoolam; information which, if disclosed, could put Ramgoolam at a disadvantage in negotiations or commercial competition; a computer programme owned by Ramgoolam, and which is protected by copyright (Section 68);
• The research information of the Company or a third party on behalf of the Company if the disclosure would expose the third party, the Company, the researcher or the subject matter of the research to serious disadvantage (Section 69).

The requester must pay the prescribed fee (if applicable) before any further processing can take place.

g. Remedies

The Company does not have internal appeal procedures regarding PAIA requests. As a result, a decision made by the Group Executive, Capital and Consulting is final. If a request is denied, the requestor is entitled to approach the court, or the Information Regulator, for relief.