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 recordsDescription of records held
AdministrationInter-company agreements
ManagementMinutes of management meetings
Correspondence
Resolutions of the board of directors
FinanceFinancial statements
Stock records
Asset inventory
Debtors records
Financial and economic manual
Banking records
Bank statements
Human ResourcesEmployment 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 PropertyTrademark applications
Registered trademarks
Trademark applications
Registered trademarks
Patents under application
Patents
ProductsFormulations 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 DistributionContracts with sales agents
Contracts with distributors
Client register
Records of orders
Records of product sales
Correspondence with clients
Correspondence with sales agents
PurchasingPurchasing policy
Supplier lists and details of suppliers
Agreements with suppliers
Purchase order vouchers
ResearchReports on new products
Reports on existing products
ProductionToll manufacturing agreements
Secrecy agreements with manufacturers
Licensing agreements
Information TechnologyComputer software
Support and maintenance agreements
Records regarding computer systems and programmes
InsuranceRecords 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 Intervet website at www.intervet.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 takenFee
1.Photocopy of an A4-size page or part thereofR1.10
2.Printed copy of an A4-size page or part thereof held on a computer or in electronic or machine readable formR0.75
3.For a copy in a computer-readable form on –
stiffy discR7.50
compact discR70.00
4.Transcription of visual images, for an A4-size page or part thereofR40.00
5.Copy of visual imagesR60.00
6.Transcription of an audio record, for an A4-size page or part thereofR20.00
7.Copy of an audio recordR30.00

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.