LEGAL NOTICES

ACCESS TO INFORMATION ACT

1. CONTENTS

1. Contents
2. Definitions
3. Introduction
4. Group Particulars

4.1 Introduction to the Group
4.2 Contact Information
4.3 Section 10 Guide on How to Use the Act
4.4 Group Records Available in Terms of Other Legislation
4.5 Access to the Records Held by the Group

4.5.1 Records that are Automatically Available
4.5.2 Records that may be Requested

 

4.5.2.1 Internal Administration Records
4.5.2.2 Personnel Records
4.5.2.3 Client-related Records

4.5.3 The Request Procedure

4.6 Other Prescribed Information

5. Availability of the Manual
6. Prescribed Fees and Forms

6.1 Prescribed Fees for Requests
6.2 Prescribed Forms for Requests

2. DEFINITIONS

The following terms shall bear the following meaning in this manual:

• "the Act" shall mean the Promotion of Access to Information Act, No. 2 of 2000, together with all relevant regulations published with the Act;

• "the Garrun Group" or "the Group" shall mean all holding, subsidiary and associate companies or closed corporations detailed in Annexure A to this manual and applies to all these entities, both jointly and severally;

• "the Information Officer" shall mean a duly appointed person employed by the Group, to which all requests for information in terms of the Act should be addressed;

• "the / this manual" shall mean this manual prepared in terms of the Act, including all annexures and references to further information contained therein;

• "personnel" shall mean any person who performs work or services for or on behalf of the Garrun Group and is entitled to receive regular remuneration for this work from the Garrun Group, and includes all full-time, part-time and contract employees and directors of the Garrun Group;

• "a record" shall mean any recorded information, whether produced by the Group or not, that is in the possession of or under the control of the Group;

• "a request" shall mean a request for access to any record kept by the Group;

• "the requestor" shall mean the person, including juristic persons, making an official request for a record of the Group, including all natural persons representing organisations that are juristic persons.

• "the SAHRC" shall mean the South African Human Rights Commission;
  

All terms used in this manual that are also used in the Act shall have the meanings defined in the Act.
Unless a contrary intention clearly applies:

- the singular includes the plural, and vice versa
- one gender includes the other, and vice versa
- natural persons includes juristic persons, and vice versa


3. INTRODUCTION

This manual is published in terms of Section 51 of the Promotion of Access to Information Act (Act No. 2 of 2000) to give effect to the provisions in section 32 of the Constitution of the Republic of South Africa regarding the right of persons to access information that is necessary to protect or exercise any rights of such persons held by the State or any other persons.

This manual applies to each member of the Garrun Group, as detailed in Annexure A. The Information Officer designated below has been appointed for all members of the Garrun Group.


4. GROUP PARTICULARS

4.1 Introduction to the Garrun Group

The Garrun Group is a brokerage in short-term insurance and arranges short-term insurance cover on all fixed and movable assets for business and individual clients with the major short-term insurers in South Africa.

4.2 Contact Information

Company Registration Number/s: See Annexure A
Physical Address of Registered Office: 33 Central Street, Houghton, Johannesburg, South Africa, 2198
Postal Address: PO Box 92337, Norwood, 2117
Telephone Number: +27 (0)11 694-5000
Facsimile Number: +27 (0)11 694-5111
Web Site Address: www.garrun-group.co.za
E mail Address: This email address is being protected from spam bots, you need Javascript enabled to view it
Contact Person and Information Officer: Cliff Garrun
Email Address of Information Officer: This email address is being protected from spam bots, you need Javascript enabled to view it

4.3 Section 10 Guide on How to Use the Act

The Guide will be available from the South African Human Rights Commission by not later than August, 2003. Please direct any queries to the SAHRC, whose contact details are listed below:

4.4 Group Records Available in Terms of Other Legislation

• Basic Conditions of Employment No. 75 of 1997

• Companies Act No. 61 of 1973

• Consumer Affairs (Unfair Business Practices) Act No. 71 of 1988

• Employment Equity Act No. 55 of 1998

• Financial Services Board Act No. 97 of 1990
  o Harmful Business Practices Act No. 23 of 1999

• Income Tax Act No. 95 of 1967

• Insurance Act No 27 of 1943

• Labour Relations Act No. 66 of 1995

• Medical Schemes Act No. 131 of 1998

• Protection of Businesses Act No. 99 of 1978

• Stamp Duties Act No. 77 of 1968

• short–term Insurance Act No. 53 of 1998

• Skills Development Levies Act No. 9 of 1999

• Skills Development Act No. 97 of 1998

• Unemployment Contributions Act No. 4 of 2002

• Unemployment Insurance Act No. 63 of 2001

• Value Added Tax Act No. 89 of 1991

4.5 Access to Records Held by the Group

4.5.1 Records that are Automatically Available

• All information available on the web site of the Garrun Group (URL: www.garrun-group.co.za)

• Brochures and other promotional literature giving information on the products and services offered by the Group

• This manual

4.5.2 Records that May be Requested

 

4.5.2.1 Internal Administration Records

• Memorandum and Articles of Association

• Minutes of annual general and board meetings

• Internal policies and procedures

• Records of external codes of conduct to which the Garrun Group subscribes

• Records of contracts entered into by the Garrun Group, including partnership and key man insurance
  policies and lease agreements

• Operational records

• Financial records and reports, including annual financial statements

• Records of fixed and movable property owned and leased by the Garrun Group

• Research information and reports

• Marketing and product reports

• Internal correspondence and records of correspondence with third parties
  
  4.5.2.2 Personnel Records
  

• Records containing personal details and evaluations of all employees and directors of the
  Garrun Group

• Human resources policies and procedures

• Employment contracts and other personnel-related contractual and quasi-legal records
  
  4.5.2.3 Client-related Records
  

• Records of all current insurance policies arranged by the Garrun Group for clients

• Records of all lapsed or cancelled client insurance policies in the last 5 years

• Records of all finalised client claims in the last 5 years

• Credit records and other research on clients

• Records and reports generated by the Garrun Group for clients

• Any other records pertaining to the Garrun Group's interactions with clients, including information provided by third parties and transaction records
  

4.5.3 The Request Procedure

All requests to access information should be made in writing on the prescribed form and addressed to the Information Officer specified in 4.2 above. None of the information held by Manny Garrun and Sons (Pty) Ltd listed under 4.5.2 is available without the requestor completing the request form that is official in terms of the regulations pertaining to the Act.

The requestor must provide sufficient detail on this request form to enable the contact person to identify the record requested and who the requestor is. The requestor must identify the right that is sought to be exercised or to be protected 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 another person, the requestor must then submit proof of the capacity in which the requestor is making the request to the satisfaction of the Information Officer.

Details of where the forms for requesting information can be found and the applicable fees for such requests are given in 6.1 and 6.2 below.

4.6 Other Prescribed Information

The Minister of Justice and Constitutional Development has not made any regulations in this regard.


5. AVAILABILITY OF THE MANUAL

A copy of the Group's PAIA information manual can be obtained from the registered office of the Group, on the Group's web site (www.garrun-group.co.za) and from the SAHRC (whose contact details are given in 4.3 above).


6. PRESCRIBED FEES AND FORMS

6.1 Prescribed Fees for Requests

All information that is automatically available in terms of 4.5.1 above may be inspected at the Group's offices or on its web site free of charge. A requestor who seeks a record containing personal information about the requestor is not required to pay the request fee.

For all other requests for information listed in 4.5.2 above, the requestor must pay the R50 fee per request prescribed in the Act in addition to the prescribed fees in the Act to defray the costs of searching for, producing and communicating the requested information. Details of these fees are available from the SAHRC and in a document that can be downloaded from http://www.doj.gov.za/reg/reg187.doc. The appropriate fees must be paid by cheque or direct deposit into the stipulated bank account of the Group within 24 hours of the time that the requestor is notified that his / her request has been received and is being actioned.

If the requestor cannot collect the information from the Group's registered office in person, the information will be transmitted electronically, by facsimile or posted to the requestor at the requestor's option, provided that the requestor will be required to pay for the cost of any postage or facsimile transmission at the actual or prescribed rate.

6.2 Prescribed Forms for Requests

A form requesting information will not be considered if the form is not the official request form and has not been fully completed. The official request form may be obtained from the SAHRC or downloaded from the Department of Justice web site at http://www.doj.gov.za/reg/reg187.doc (Annexure B, Form C). Completed forms should be submitted by email or facsimile to the information officer of the Group (see 3.2 for his / her contact details).


ANNEXURE A

- The Garrun Group Company and CC Registration Details -

Holding, subsidiary and associate companies or close corporations that together make up the Garrun Group, have been listed below with their company or cc registration numbers:


Manny Garrun & Sons (Pty) Ltd
Company Registration: 1999 / 024342 / 07

Curnow Garrun (Pty) Ltd
Company Registration: 2008 / 026959 / 07

EGIB Garrun
Company Registration: CK 9813385 / 23

Hulley van Wyk and Garrun (Pty) Ltd
Company Registration: 2008 / 0278959 / 07

Seabelo Garrun (Pty) Ltd
Company Registration: 2002 / 014031 / 07

Smit Garrun (Pty) Ltd
Company Registration: CK 9919812 / 07

Status Garrun Insurance Brokers (Pty) Ltd
Company Registration: 2008 / 025668 / 07

Custos Garrun (Pty) Ltd

Company Registration: 2006 / 037966 / 07

HTI Garrun (Pty) Ltd
Company Registration: 2002 / 012941 / 07

Primak (Pty) Ltd
Company Registration: 2009 / 009562 / 07

Cronje Garrun

Cooke Fuller Garrun (Pty) Ltd
Company Registration: 1996 / 013447 / 07

Garrun Boere Makelaars
Company Registration: 2006 / 026026 / 07

Marcus Garrun (Pty) Ltd
Company Registration: 2006 / 027051 / 07

Versma Management Services (Pty) Ltd