Manual prepared in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”), and incorporating information required under the Protection of Personal Information Act 4 of 2013 (“POPIA”).
1. INTRODUCTION AND PURPOSE
HIRE AND HIRE (PTY) LTD is a private body as defined in PAIA. This manual is published in terms of section 51 of PAIA. It describes the records we hold, explains how you may request access to them, and sets out the fees and procedures that apply. It also records, in terms of POPIA, the categories of personal information we process and the purposes for which we process it. Our full POPIA disclosures are in our Privacy Notice, which should be read together with this manual.
2. ABOUT HIRE AND HIRE
| Registered name | HIRE AND HIRE (PTY) LTD |
| Registration number | 2026/614494/07 |
| Nature of business | Recruitment agency (permanent placement) |
| Registered office | 13A Ratanga Road, Century on Lake, Cape Town, Western Cape, 8000 |
| Information Officer | Franco Rheeder — admin@hireandhire.co.za |
| Website | https://hireandhire.co.za |
| General email | admin@hireandhire.co.za |
3. THE PAIA GUIDE (SECTION 10)
The Information Regulator has, under section 10 of PAIA, published a Guide on how to use PAIA. The Guide explains how to exercise the rights PAIA gives you, in an easy and understandable form. It is available from the Information Regulator, in each of the official languages, at the contact details below. The Information Regulator (South Africa) Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191 Telephone: 010 023 5200 | Toll free: 0800 017 160 Email: enquiries@inforegulator.org.za Website: https://inforegulator.org.za
4. CATEGORIES OF RECORDS
4.1 Records held by HIRE AND HIRE
| Category | Examples of records held |
|---|---|
| Company and statutory records | Memorandum of Incorporation, CIPC filings, share and director registers, resolutions, minutes |
| Financial and tax records | Accounting records, invoices, bank records, SARS returns and correspondence |
| Candidate records | CVs, applications, assessments, interview notes, verification results, correspondence |
| Client and employer records | Placement agreements, client contacts, vacancy briefs, invoices |
| Referee records | Referee contact details and references provided |
| Service-provider and contract records | Operator agreements, supplier contracts, insurance |
| Personnel records | Records of employees, once employed |
| Marketing and website records | Marketing lists, website content and enquiries |
4.2 Records available in terms of other legislation
Certain records are kept or made available under other laws, including the Companies Act 71 of 2008, the Income Tax Act 58 of 1962, the Tax Administration Act 28 of 2011, the Value-Added Tax Act 89 of 1991, the Labour Relations Act 66 of 1995, the Basic Conditions of Employment Act 75 of 1997, the Employment Equity Act 55 of 1998, the Unemployment Insurance Act 63 of 2001, the Compensation for Occupational Injuries and Diseases Act 130 of 1993, and POPIA. Access to those records is dealt with under the relevant Act, not under this manual, where that Act so requires.
4.3 Records available in terms of PAIA
Any other record we hold may be requested under PAIA, following the procedure in clause 5. Access is subject to the grounds for refusal in clause 6.
4.4 Records available without a formal request
Some records are published or made available voluntarily and do not require a PAIA request — for example, our website content, this manual, and our Privacy Notice.
5. HOW TO REQUEST ACCESS TO A RECORD
5.1 Request form
Complete the prescribed request form (Form 2 of the PAIA Regulations, 2021). The form is available from the Information Officer on request, and from the Information Regulator at https://inforegulator.org.za.
5.2 Where to send it
Send the completed form to the Information Officer at admin@hireandhire.co.za, or to our registered office recorded in clause 2.
5.3 What to include
Provide enough detail to identify the record and to identify and contact you; state the form of access you want; and, where you are exercising or protecting a right, identify that right and explain why the record is required for it. We may ask you to verify your identity before we act.
5.4 Fees
The fees prescribed in Annexure B to the PAIA Regulations, 2021 apply. A request fee is payable before the request is processed; an access fee is payable before a granted record is released. Where search and preparation is likely to exceed the prescribed time, a deposit may be required. These fees exclude VAT; a VAT-registered private body may add VAT.
| Item | Fee |
|---|---|
| Request fee (payable by every requester before the request is processed) | R140.00 |
| Photocopy or printed copy, per A4 page or part of a page | R2.00 |
| Copy in computer-readable form — flash drive (provided by requester) | R40.00 |
| Copy in computer-readable form — CD provided by requester / provided by us | R40.00 / R60.00 |
| Transcription of an audio record, per A4 page | R24.00 |
| Copy of an audio record — flash drive or CD provided by requester / CD provided by us | R40.00 / R60.00 |
| Transcription or copy of visual images | Outsourced — at the service provider’s quotation |
| Search and preparation, for each hour or part of an hour (excluding the first hour) | R145.00 |
| Deposit, where search and preparation is likely to exceed six hours | One third of the total access fee |
| Postage, email or other electronic transfer | Actual cost |
5.5 Our decision
We will decide within 30 days of receiving a compliant request and notify you of the outcome, any access fee payable, and your remedies. This period may be extended in the limited circumstances PAIA allows. Where a record contains information about a third party, we may first have to notify that third party and give them an opportunity to make representations.
6. GROUNDS FOR REFUSAL
Chapter 4 of Part 3 of PAIA (sections 62 to 70) sets out the grounds on which we must or may refuse access. In summary, we must protect: - the privacy of a third party who is a natural person (section 63); - the commercial information of a third party (section 64); - information held in confidence, where disclosure would breach a duty of confidence (section 65); - the safety of individuals and the protection of property (section 66); - records privileged from production in legal proceedings (section 67); our own commercial information (section 68); and research information of a third party or of HIRE AND HIRE (section 69). Access must nonetheless be granted where the public-interest override in section 70 applies.
7. REMEDIES
There is no internal appeal against a decision of a private body. A requester who is dissatisfied with a decision may lodge a complaint with the Information Regulator, or apply to a court (a Magistrate’s Court or the High Court) within 180 days, as provided in sections 77A, 78 and 82 of PAIA. The Information Regulator’s contact details are in clause 3.
8. PROCESSING OF PERSONAL INFORMATION (POPIA)
HIRE AND HIRE processes personal information about candidates, referees, client contacts, website visitors and its own personnel. The categories of information, the purposes for processing, the recipients we share it with, the transfer of information outside South Africa, the security measures we apply, and the periods for which we retain it are set out in full in our Privacy Notice. The Privacy Notice is available at https://hireandhire.co.za/privacy. Any request or objection concerning personal information may be sent to the Information Officer at admin@hireandhire.co.za.
9. AVAILABILITY OF THIS MANUAL
This manual is available: - on our website at https://hireandhire.co.za/paia-manual; - from the Information Officer on request (a copy may attract the prescribed fee); at the offices of the Information Regulator; and for public inspection at our registered office during normal business hours, by prior arrangement.
10. UPDATES
We may update this manual from time to time. The current version, and the date it was last updated, appears at the top of the document and on our website.
Back to the site