PAIA Manual
Promotion of access to information manual for Intervet (Pty) Ltd and Intervet SA (Pty) Ltd
Contents
| 1. | Introduction |
| 2. | Contact details |
| 3. | Section 10 Guide on how to use the PAIA |
| 4. | Records available in terms of any other legislation |
| 5. | Description of the subjects on which Intervet holds records and the categories of records held on each subject |
| 6. | Categories of records which are available without request |
| 7. | Request procedure in terms of the PAIA |
| 8. | Fees payable |
| 9. | Other information as prescribed |
| Annexure A |
1. Introduction
Intervet (Pty) Ltd is the South African division of Intervet International. Intervet (Pty) Ltd is an animal health company which is involved in the research and development, production and marketing of animal health products and feed additives. Intervet SA (Pty) Ltd is the company which holds the intellectual property rights in respect of Intervet products. Intervet (Pty) Ltd and Intervet SA (Pty) Ltd are collectively referred to as Intervet in this manual and this manual relates to records held by either or both of these two companies.
This manual has been compiled in accordance with the requirements of the Promotion of Access to Information Act, Act No. 2 of 2000 (“the PAIA”). Intervet (Pty) Ltd and Intervet SA (Pty) Ltd are private bodies as defined in the PAIA, and this manual contains the information specified in section 51(1) of the PAIA, which is applicable to such private bodies. This information is as follows:
- the contact details of the head of the private body;
- a description of the guide referred to in section 10 of the PAIA;
- the latest notice published by the Minister under section 52(2) of the PAIA;
- a description of the records of the private body which are available in terms of any legislation other than the PAIA;
- a description of the subjects on which the private body holds records and the categories of records held on each subject in sufficient detail to facilitate a request for access to a record; and
- other information as prescribed by regulation.
The manual will be updated on a regular basis in accordance with the requirements of section 51(2) of the PAIA.
2. Contact details
The Chief Executive Officer of Intervet (Pty) Ltd and Intervet SA (Pty) Ltd is Dr Alan Kloeck. Dr Kloeck is the head of both companies and is the person to whom requests for access to records should be addressed. Dr Kloeck’s contact details are as follows:
Physical address
20 Spartan Road
Spartan
1619
Postal address
Private Bag X2026
Isando
1600
Telephone : (011) 923-9300
Telefax : (011) 974-9320
Email : e-mail contact
3. Section 10 Guide on how to use the PAIA
The Human Rights Commission (“the Commission”) has, in terms of section 10 of the PAIA, published a Guide (“the Guide”) to assist persons wishing to exercise any rights in terms of the PAIA.
The Guide may be obtained from the Commission. Any person wishing to obtain the Guide may either access it through the Commission’s website at www.sahrc.org.za or should contact:
PAIA Unit
Research and Documentation Department
Postal address
Private Bag 2700
Houghton
2041
Telephone : (011) 484-8300
Telefax : (011) 484-7146
Email : PAIA@sahrc.org.za
4. Records available in terms of any other legislation
Certain records of Intervet (Pty) Ltd and Intervet SA (Pty) Ltd are available in terms of legislation other than PAIA. 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:
- Basic Conditions of Employment Act, Act No. 75 of 1997
- Companies Act, Act No. 61 of 1973
- Compensation for Occupational Injuries and Diseases Act, Act No. 130 of 1993
- Credit Agreements Act, Act No. 75 of 1980
- Currency and Exchanges Act, Act No. 23 of 1987
- Employment Equity Act, Act No. 55 of 1998
- Fertilizers, Farm Feeds, Agricultural and Stock Remedies Act, Act No. 36 of 1947
- Income Tax Act, Act No. 58 of 1962
- Labour Relations Act, Act No 66 of 1995
- Medicines and Related Substances Act, Act No. 101 of 1965
- Occupational Health and Safety Act, Act No. 85 of 1993
- Patents Act, Act No. 57 of 1978
- Pharmacy Act, Act No. 53 of 1974
- Skills Development Act, Act No. 97 of 1998
- Skills Development Levies Act, Act No. 9 of 1999
- Trade Marks Act, Act No. 194 of 1993
- Unemployment Insurance Act, Act No. 63 of 2001
- Unemployment Insurance Contributions Act, Act No. 4 of 2002
- Value Added Tax Act, Act No. 89 of 1991
- Veterinary and Para-Veterinary Professions Act, Act No.19 of 1982
5. Description of the subjects on which Intervet (Pty) Ltd and Intervet SA (Pty) Ltd hold records and the categories of records held on each subject
| Categories of records | Description of records held |
| Administration | Inter-company agreements |
| Management | Minutes of management meetings |
| Correspondence | |
| Resolutions of the board of directors | |
| Finance | Financial statements |
| Stock records | |
| Asset inventory | |
| Debtors records | |
| Financial and economic manual | |
| Banking records | |
| Bank statements | |
| Human Resources | Employment contracts |
| Personnel records including personal details, disciplinary records and performance records | |
| Employee tax information | |
| Records of Unemployment Insurance Fund contributions | |
| Payroll records | |
| Health and safety records | |
| Disciplinary code and procedure | |
| Grievance procedure | |
| Appeal procedure | |
| Remuneration policy | |
| Policies and procedures regarding dismissal for operational requirements | |
| Policies and procedures regarding performance appraisal | |
| Policies and procedures regarding recruitment, selection, advertising of positions and appointments | |
| Training policy and manual | |
| Policies and procedures regarding retirement | |
| Promotion policy | |
| Policies and procedures regarding leave | |
| Policies and procedures regarding salaries, overtime and bonuses | |
| Policies and procedures regarding benefits including medical aid | |
| Policies and procedures regarding use of company resources including telephones and motor vehicles | |
| Policies and procedures regarding health and safety | |
| Policies and procedures regarding travel | |
| Policies and procedures regarding sexual harassment | |
| Intellectual Property | Trademark applications |
| Registered trademarks | |
| Trademark applications | |
| Registered trademarks | |
| Patents under application | |
| Patents | |
| Products | Formulations of products |
| Product lists | |
| Pricing lists and pricing information | |
| Certificates of registration of medicines | |
| Local and International product dossiers compiled for the purpose of registering a medicine | |
| Package inserts | |
| Sales and Distribution | Contracts with sales agents |
| Contracts with distributors | |
| Client register | |
| Records of orders | |
| Records of product sales | |
| Correspondence with clients | |
| Correspondence with sales agents | |
| Purchasing | Purchasing policy |
| Supplier lists and details of suppliers | |
| Agreements with suppliers | |
| Purchase order vouchers | |
| Research | Reports on new products |
| Reports on existing products | |
| Production | Toll manufacturing agreements |
| Secrecy agreements with manufacturers | |
| Licensing agreements | |
| Information Technology | Computer software |
| Support and maintenance agreements | |
| Records regarding computer systems and programmes | |
| Insurance | Records regarding group life assurance and disability income protection |
| Records regarding Insurance in respect of movable property | |
| Records regarding Insurance in respect of immovable property |
6. Categories of records which are available without request
No notices have been published by the Minister in terms of section 52(2) of the PAIA.
Certain information is freely available on the MSD Animal Health website at www.msd-animal-health.co.za. This information includes:
- Lists and descriptions of products
- Details of sales and marketing agents
7. Request procedure in terms of the PAIA
A request for access to records held by Intervet (Pty) Ltd or Intervet SA (Pty) Ltd in terms of section 50 of the PAIA must be made on the form contained in the Regulations Regarding the Promotion of Access to Information (Form C). A copy of the form is attached as Annexure A to this manual. The request must be made to Intervet at its address, telefax number or email address, specified in paragraph 2 above.
A person or entity requesting access to records (“a requester”) must provide sufficient detail on the prescribed form to allow Intervet to identify the record or records which have been requested and the identity of the requester. If a request is made on behalf of another person or entity, the requester must submit details and proof of the capacity in which the requester is making the request, which must be reasonably satisfactory to Intervet. The requester is also required to indicate the form of access to the relevant records that is required, and to provide his, her or its contact details in the Republic of South Africa.
The requester is required to identify the right that he, she or it is seeking to exercise by accessing records held by Intervet and to explain why the particular record or records requested is required for the exercise or protection of that right.
Intervet is required to inform a requester in writing of its decision in relation to a request. If the requester wishes to be informed of Intervet’s decision in another manner as well, this manner must be set out in the request and the relevant details included to allow Intervet to inform the requester in the preferred manner.
8. Fees payable
A request fee of R50.00 is payable by a requester, other than a requester who is seeking access to a record containing personal information about him, her or itself. This request fee may be paid at the time a request is made, or the person authorised to deal with such requests on Intervet’s behalf may notify the requester to pay the request fee before processing the request any further. A requester may make an application to Court against the payment of the request fee.
A requester whose request for access to a record or records held by Intervet is granted is also required to pay an access fee for the reproduction of the record or records, and for the search for and the preparation of the records for disclosure. Intervet is entitled to withhold a record until the required access fees have been paid. The access fees which are payable are as follows:
| Action taken | Fee | |
| 1. | Photocopy of an A4-size page or part thereof | R1.10 |
| 2. | Printed copy of an A4-size page or part thereof held on a computer or in electronic or machine readable form | R0.75 |
| 3. | For a copy in a computer-readable form on – | |
| stiffy disc | R7.50 | |
| compact disc | R70.00 | |
| 4. | Transcription of visual images, for an A4-size page or part thereof | R40.00 |
| 5. | Copy of visual images | R60.00 |
| 6. | Transcription of an audio record, for an A4-size page or part thereof | R20.00 |
| 7. | Copy of an audio record | R30.00 |
In addition, if the search for and preparation of the record or records requested takes more than six hours, Intervet may charge R30.00 for each hour or part thereof which is required for the search for and preparation of the records.
If Intervet is of the opinion that the search for and the preparation of the records requested will require more than six hours, Intervet is entitled to ask for a deposit of one third of the access fees which will be payable in respect of the records requested by the requester. The requester may make an application to Court against the payment of this deposit. If a deposit is made and access to the records requested is subsequently refused, the deposit will be repaid to the requester.
9. Other information as prescribed
The Minister of Justice and Constitutional Development has not prescribed that any further information must be contained in this manual.ANNEXURE A
FORM C
REQUEST FOR ACCESS TO RECORD OF PRIVATE BODY
Please click on the attached Word document below to complete this form.