INFORMATION MANUAL OF PG GROUP (PTY) LTD (Registration
number 1973/001729/07)
Pursuant to Chapter 2 of the Promotion of Access to
Information Act, 2000, (Act 2 of 2000) (“The Act”)
The head of
PG Group(Pty) Ltd has designated the Finance Director of PG GROUP (PTY)
LTD, to deal with matters related to the
Act.
Postal address:
The postal
address for the Finance Director of PG GROUP (PTY) LTD is
Physical Address:
The street
address of the Finance Director of PG GROUP (PTY) LTD is PG Group,
Telephone number:
The
telephone number of the Finance Director of PG GROUP (PTY) LTD is (011) 417-5840.
Telefacsimile number:
The telefax
number of the Finance Director of PG GROUP (PTY) LTD is (011) 417-5896.
Email address:
The Email
address for the Finance Director of PG GROUP (PTY) LTD is
Regarding the Guide contemplated in Section 10 of the Act:
Pursuant to
Section 10 of the Act, you may obtain from the Human Rights Commission a guide
containing information in accordance with import of Section 10 of the Act. We suggest that you consult section 10 of the
Act for further information, and further that you contact the Human Rights
Commission at
The South African Human Rights Commission:
Postal
address: Private Bag 2700 Houghton 2041
Telephone: +27 11 484-8300
Fax: +27 11 484-0582
Website: www.sahrc.org.za
The
following constitutes the Information Manual compiled pursuant to section 51 of
the Act:
The records within the control of PG GROUP (PROPRIETARY)
LIMITED:
1.
Records,
documents, and other information prescribed for holding by the Companies Act
(Act number 61 of 1973), including
·
Memorandum of
Association and Articles of Incorporation;
·
Incorporation
forms prescribed by the Companies Act;
·
Share register;
·
Shareholders
agreements;
·
Minutes of
general meetings of the shareholders;
·
Minutes of
meetings of Directors and Management of the Company;
·
Register of
Directors and Company Officers;
·
Minute books of
the company;
2.
Documents and
information kept pursuant to other legislation which binds the Company to
retain such documents or records, including tax, labour and employee benefits
legislation.
3.
Financial,
business and related documents and records, concomitant with the running of a
business of the nature of that carried on by PG GROUP (Pty) Limited, including
-
·
information
pertaining to products and their specifications
·
pricing
information
·
market
intelligence
·
supplier
particulars
·
customer
particulars
·
sales information
and related financial records
·
product
information
·
business
information
·
research and
development information
·
invoices,
receipts
·
contracts
·
terms and
conditions of PG GROUP and third parties with whom PG GROUP deals, where
expressed in writing
4.
Information
pertaining to, and particulars of the staff and employees of PG GROUP
(Proprietary) Limited.
5.
Documents
relating to taxation, including registrations, returns and computations.
6.
Documents
relating to Intellectual Property, including registration certificates and
other prescribed forms.
7.
Documents
relating to movable and immovable property, including asset registers.
8.
Financial
Statements compiled and kept in accordance with company laws, underlying
accounting records and documents, including
·
Cashbooks and
reconciliations to banks
·
General ledgers
·
Journals
·
Trial balances
·
Monthly
management accounts
·
Annual financial
statements
·
Year end files
with schedules
·
Budgets
·
Bank statements
·
Deposit slips
·
Cheque
counterfoils
9.
Agreements,
commitments and trading agreements.
10. Employees’ particulars, including names, personal
information, contracts, arrangements with the Company, employee benefits,
loans, leave due and taken, remuneration, personnel files.
11. Information pertaining to trade unions and work place
forums.
12. Information relating to share incentive schemes or trusts.
13. Information relating to environmental issues.
14. Research, scientific and technical information.
15. Name of the auditors of the Company.
16. Commercial Agreements and related documents.
17. Internal memoranda.
18. Correspondence.
19. Documents relating to pension and provident funds and
entitlements of employees and officers relating to such pension and provident
funds, as well as similar documentation relating to medical aids and medical
benefits.
20. Statutory returns and documents.
Form of request:
§
The
requester must use the prescribed form to make the request for access to a
record. This must be made to Finance Director, PG Group (Pty) Ltd . This
request must be made to the address, fax number or electronic mail address supplied
above
§
The requester must provide
sufficient detail on the request form to enable the Finance Director, PG Group
(Pty) Ltd to identify the record and the
requester. The requester should also indicate which form of access is required.
The requester should also indicate if he or she wishes to be informed in any
other manner and state the necessary particulars to be so informed.
§
The requester must identify the
right that he or she is seeking to exercise or protect and provide an
explanation of why the requested record is required for the exercise or
protection of that right.
§
If a request
is made on behalf of a person, the requester must then submit proof of the
capacity in which the requester is making the request to the satisfaction of
the Finance Director, PG Group (Pty) Ltd.
§
The Finance
Director, PG Group (Pty) Ltd , will notify the requester (other than a personal
requester) by notice, requiring the requester to pay the prescribed fee (if
any) before further processing the request. A personal requester does not pay
such a fee.
§
The fee that
the requester must pay to a private body is R50. The requester may lodge an
internal appeal or an application to the court against the tender or payment of
the request fee.
·
The head of
this private body will then make a decision on the request and notify the
requester in the required form.
If the request is granted then a further access fee must be paid for the
search, reproduction, preparation and for any time that has exceeded the
prescribed hours to search and prepare the record for disclosure.