PAIA MANUAL

Prepared in terms of Section 51 of the Promotion of Access to Information Act 2 of 2000 (as amended)

1. Introduction

         The Promotion of Access  to Information Act, 2000 (the “Act”) gives third parties the right to approach private bodies and the government to request                          information held by them, which is required in the exercise and/or protection of any rights. On request, the private body is obliged to release such                              information unless the Act expressly states that the records containing such information may or must not be released.

2. Company Contact Details

          Name of Body: KDH Group (Pty) Ltd Head of Body (Information Officer): Kim Holt, Director] Physical Address: 108 Puttick Ave, Sundowner, Gauteng,                      South Africa, 2188 Telephone: 082 305 1646 Email: admin@kdhgroup.co.za Website: www.kdhgroup.co.za

3. The ACT and Section 10 Guide

           The Act grants a requester access to records of a private body, if the record is required for the exercise or protection of any rights. If a public body lodges               a request, the public body must be acting in the public interest.

           Requests in terms of the Act shall be made in accordance with the prescribed procedures, at the rates provided.

           A Guide has been compiled in terms of Section 10 of PAIA by the Information Regulator (South Africa). It contains information required by a person                         wishing to exercise any right, contemplated by PAIA. It is available in all of the official languages.

     The Guide is available for inspection from the Information Regulator at:

• Physical Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
• Email: enquiries@inforegulator.org.za
• Website: https://inforegulator.org.za

4. Applicable Legislation

          Where applicable to our operations, KDH Group (Pty) Ltd retains records and documents in terms of the following legislation (amongst others):

• Basic Conditions of Employment Act 75 of 1997
• Companies Act 71 of 2008
• Compensation for Occupational Injuries and Diseases Act 130 of 1993
• Consumer Protection Act 68 of 2008
• Employment Equity Act 55 of 1998
• Income Tax Act 58 of 1962
• Occupational Health and Safety Act 85 of 1993
• Protection of Personal Information Act 4 of 2013
• Unemployment Insurance Act 63 of 2001
• Value Added Tax Act 89 of 1991

5. Schedule of Records

      5.1 Records Available Without Request The following records are available without a formal PAIA request (e.g., on our website):

• Product Brochures and Catalogues (PPE, Safety Wear, Gifts)
• Company Profile
• Public Marketing Material

     5.2 Records Available Only on Request The following records may be requested but are subject to the grounds of refusal as set out in the Act:

• Human Resources: Employment contracts, disciplinary records, salary records, leave records.
• Financial Records: Annual financial statements, tax returns, accounting records, banking records, asset registers.
• Client Information: Client databases, correspondence with clients, contracts, invoices.
• Operational Information: Supplier contracts, stock records, procurement records.

6. Processing of Personal Information (POPIA)

      KDH Group collects and processes personal information in terms of our Privacy Policy.

• Purpose of Processing: To process orders, deliver goods (PPE/Uniforms), manage accounts, and comply with legal obligations (e.g., tax).
• Categories of Data Subjects: Clients, Employees, Suppliers, Service Providers.
• Recipients of Information: Statutory authorities (SARS), logistics partners (couriers), and IT service providers.
• Security Measures: We employ industry-standard security measures (firewalls, access control) to ensure the confidentiality and integrity of personal information.

7. Form of Request

      To facilitate the processing of your request, kindly follow the procedure set out below:

1. Use the prescribed Form 2 (Request for Access to Record). This form can be found on the Information Regulator’s website.
2. Address your request to the Information Officer.
3. Provide sufficient details to enable the Company to identify:
   • The record(s) requested;
   • The requester (and proof of capacity if acting on behalf of someone else);
   • The form of access required;
   • The postal address or fax number of the requester in the Republic;
   • The right which the requester is seeking to exercise or protect with an explanation of the reason the record is required to exercise or protect the right.

8. Prescribed Fees

      The following applies to requests (other than personal requests):

1. A requestor is required to pay the prescribed fees (R140.00 request fee) before a request will be processed.
2. If the preparation of the record requested requires more than the prescribed hours (six), a deposit shall be paid (of not more than one third of the access fee which would be payable if the request were granted).
3. A requestor may lodge an application with a court against the tender/payment of the request fee and/or deposit.
4. Records may be withheld until the fees have been paid.