ROTH EDUCATIONAL SERVICES (PTY) LTD
PROMOTION OF ACCESS TO
INFORMATION ACT MANUAL
Prepared in terms of section 51 of the Promotion of Access
to Information Act 2 of 2000 (as amended)
Version 2.0 January 2022
Table of Contents
Christopher Robin has succeeded in providing exceptional pre-primary education, since its inception in 1980. It was with pride that we took our vast experience into formal education in 1998, with the opening of Parklands College, offering private education to learners from 12 months through to Grade 12 and beyond.
This manual has been compiled in accordance with the requirements of the Promotion of Access to Information Act, No.2 of 2000 (“the Act”). Parklands College is a private body as defined in the Act, and this manual contains the information which applies to such a private body.
The manual will be updated regularly in accordance with the requirements of the Act.
In this manual, the following words bear the meaning set out below:
|“Parklands College”||Roth Educational Services (Proprietary) Limited;|
|“Client”||A natural or juristic person who or which receives services from Parklands College;|
|“Employee”||Any person who works for or provides services to or on behalf of Parklands College, and receives or is entitled to receive remuneration;|
|“Requestor”||Any person or entity requesting access to a record that is under the control of Parklands College;|
|“CEO”||Chief Executive Officer/Managing Director;|
|“DIO”||Deputy Information Officer;|
|“Minister”||Minister of Justice and Correctional Services;|
|“PAIA”||Promotion of Access to Information Act No. 2 of 2000 (as Amended);|
|“POPIA”||Protection of Personal Information Act No.4 of 2013;|
|“Republic”||Republic of South Africa; and|
|“The Manual”||This manual which is published in accordance with section 51 of the Act and “this manual” shall have the same meaning.|
This PAIA Manual is useful for the public to –
2.1 Check the categories of records held by a body that are available without a person having to submit a formal PAIA request;
2.2 Have sufficient understanding of how to request access to a record of the body, by describing the subjects on which the body holds records and the categories of records held on each subject;
2.3 Know the description of the records of the body which are available in accordance with any other legislation;
2.4 Access all the relevant contact details of the Information Officer and Deputy Information Officer who will assist the public with the records they intend to access;
2.5 Know the description of the guide on how to use PAIA, as updated by the Regulator and how to obtain access to it;
2.6 Know the body will process personal information, the purpose of the processing of personal information and the description of the categories of data subjects and the information or categories of information relating thereto;
2.7 Know the description of the categories of data subjects and the information or categories of information relating thereto;
2.8 Know the recipients or categories of recipient’s to whom the personal information may be supplied;
2.9 Know if the body has planned to transfer or process personal information outside the Republic of South Africa and the recipients or categories of recipients to whom the personal information may be supplied; and
2.10 Know whether the body has appropriate security measures to ensure the confidentiality, integrity and availability of the personal information which is to be processed.
|3.2||Deputy Information Officer(s)|
|Financial Manager:||Jane Clews|
|Secondary Principal:||Sylvia Steyn|
|Preparatory Principal:||Lee-ann Steynberg|
|Pre-Primary Principal:||Riette Peterse|
|Head: Parklands College Further Education:||C Lamb|
|3.3||Access to information general contact|
|3.4||Head Office||Parklands College|
|Postal Address:||P.O. Box 11546, Bloubergrant 7443|
|Physical Address:||91 Raats Drive, Parklands, 7441|
|Telephone:||(021) 521 2710;|
|(021) 521 2700;|
|(021) 521 2800; and|
|(021) 522 6700|
|CEO / Managing Director||HL Roth|
The Information Regulator has updated the guide in order to assist accessing information held by a public or private body. The guide is available in each of the official languages on the Information Regulator’s website: www.justice.gov.za/inforeg/docs/
Certain records are available without needing to be requested in terms of the request procedures set out in the Act and detailed in Section 9 of this manual. This information may be inspected, collected, purchased or copied at the prescribed fee reproduction) at the offices of Parklands College. Certain information is also available on the Parklands College website http://www.parklands.co.za and electronically upon request. These records include:
Parklands College Community (Parents, learners, students and staff)
Certain records held by Parklands College are available in terms of legislation other than the Act. The specific records, which are available in terms of such legislation, are set out therein and these records may in certain instances only be accessed by the persons specified in the relevant legislation.
The legislation is as follows:
The following is a list of records and the categories into which these fall.
|Categories of Records||Description of records|
8.1 Purpose of Processing Personal Information
Personal information is processed in order to conduct and meet the minimum standards required for the function and activity of the day-to-day operations of Parklands College. This will be done lawfully and in a reasonable manner that does not infringe on the privacy of a data subject.
The processing of information is not used for any other purpose other than for the purpose for which it was specifically collected without the written permission and consent of the data subject.
Parent/guardian, learner and student information is processed for the purposes of, not limited to:
Employee information is processed for the purposes of, not limited to:
Parent/guardian consent is required for all information pertaining to a learner. Any identifiable information regarding a person under the age of 18 years is considered Special Personal Information.
Other data subject information is processed for the purposes of, not limited to, performing business activities such as buying, services or installation bookings, deliveries, payments and marketing.
8.2 Description of the personal information of Data Subjects
The personal information is collected in order to conduct and meet the minimum standards required for the function and activity of the day-to-day operation of the College and is specific for the purpose for which it is collected. Only the personal information that is adequate, necessary, relevant and not excessive will be collected in terms of the provisions of POPIA.
|Data Subject Category||Personal Information (and special personal information) that may be processed|
|Staff, students, learners and parents/guardians||Names, ID’s, gender, nationality, addresses, telephone numbersParent/Guardian details including addresses, contact numbers, email addressesEducation and employment dataBiometricsRaceMedical information including Medical Aid MembershipBehavioural informationSpecial Needs EducationMarital status Police Clearance (educators)Video and photographic images, including CCTV footage and live streaming of events|
|Creditors, service providers||Names, addresses, ID numbersCompany registration numbers, VAT numbersBank details|
8.3 The recipients to whom the personal information may be supplied
The College strives to safeguard personal information in its possession through policies and procedures and technical measures that have been put in place. It remains the objective of the College to identify all reasonably foreseeable internal and external risks and to continuously verify the effectiveness of those measures against new risks that may arise.
The processing, access, protocols, password protection and security measures are updated as and whenever necessary and furthermore form part of the college annual review process.
The accuracy of the personal information recorded on our system is important and we regularly update and/or verify personal information.
A copy of the Manual is available on the Parklands College website at www.parklands.co.za;
or at Parklands College, 91 Raats Drive, Table View, for public inspection during normal business hours.
|10.1||A request for access to records held by Parklands College in terms of the Act must be made on the form contained in the Regulations Regarding the Promotion of Access to Information (Form 2). A copy of the form is attached as Annexure A to this manual. The request must be made to Parklands College at the address or email addresses, specified in item 3 above.|
|The fee structure in respect of fees payable when making a request for access to information held by a Public or Private Body can be accessed on the Regulator’s website.|
The Information Officer at Parklands College will update this manual as and when required.