PAIA

CIVILSOFT SYSTEMS CC
CK89/01012/23

PROMOTION OF ACCESS TO INFORMATION ACT MANUAL OF A CLOSE CORPORATION BODY
This manual has been prepared and made available in accordance with section 51 of the Promotion of Access to Information Act (Act 2 of 2000) (“The Act”)

Civilsoft Systems cc (“Civilsoft”) is a close corporation company that conducts business as a supplier of Information Technology services, as well as Software, Consulting and Training specific to software developed by Civilsoft.

Contact Details
Michael M Beckley, Director of Civilsoft, is the head of Civilsoft in relation to matters associated with the Act, and requests for access to information in terms of the Act must be made to him:
Postal address: PO Box 390, St Francis Bay, 6312
Physical address: 6 Blairich Building, St Francis Bay, 6312
Telephone: +27 42 294 1777
Facsimile: 086 505 2178
E-Mail: general@civilsoft.co
Website: http://www.civilsoft.co

The Guide
The South African Human Rights Commission is required, in terms of the Act, to publish a guide explaining the Act and its use. Should you have any queries regarding the guide, please direct them to:
The South African Human Rights Commission
PAIA Unit
The Research and Documentation Unit,
Postal Address: Private Bag X2700, Houghton, 2041
Telephone: +27 11 484-8300
Facsimile: +27 11 484-0582
E-Mail: paia@sahrc.co.za
Website: http://www.sahrc.org.za

Records available in terms of legislation [Section 51(1) (d)]
The following records are available in terms of the following legislation, if and where applicable, other than the Act:
• Basic conditions of employment Act (No. 75 of 1997)
• Closed Corporations Act (No. 69 of 1984)
• Electronic Communications and Transactions Act (No. 25 of 2002)
• Income Tax Act (No. 58 of 1962)
• Copyright Act (No. 61 of 1978)
• Value added Tax Act (No. 89 of 1991)

Information held
Civilsoft holds information relating to the following subjects:
• Employment records
• Financial records
• Information Technology records
• Insurance Documents
• Internal Policies and Procedures
• Relevant agreements, such as leases and credit agreements
• Records in respect of customers

Records which are available without a person having to request access in terms of this Act 52(2) [Section 51(1) (c)] This information can be defined as being operational for the daily running of the company, such as quotations and the internal phone list. At the time of publication of this manual, the Minister had not published any description of records available without a person having to request access in terms of this Act as provided for in terms of Section 52(2).

Procedure to request Information [Section 51 (1) (c) and 51 (1) (e)]
In order to request information from Civilsoft, please use the prescribed form which can be found at the following Website: http://www.sahrc.org.za . Please ensure that your request:
• Provides sufficient details to enable us to identify the record you require and who you are
• Indicates the form of access to the record you require
• Specifies a postal address or a fax number within South Africa
• Identifies the right you seek to exercise or protect and explain why the record is needed to exercise or protect the right
• Indicates the form of reply to your request as preferred, if other than written reply, and the relevant particulars
• Provides proof of your capacity to act, if you are doing so on behalf of someone else.
Once the form is completed, please submit it to us together with the prescribed fee. (These fees are set out for view at the following Website: http://www.doj.gov.za , under the ‘regulations’ section).
Civilsoft will notify you of its decision once it has been made. Please note that there are instances in which Civilsoft may refuse to grant access to the record, in terms of the Act. If Civilsoft does grant your request, you will be charged an additional fee for the access (per page provided to you).

Other Information required by regulation [Section 51 (1) (f)]
No regulations have been made in this regard.

Availability of this Manual [Section 51 (3)]
This Manual is available on our Website http://www.civilsoft.co and from our offices. If you require a copy of the Manual, it will be provided at the prescribed fee. The Manual will be updated from time to time, as and when it becomes necessary to do so.

End of the Manual for Civilsoft as a Close Corporation body, for the Promotion of Access to Information Act (PAIA).