PAIA Manual

Prepared in terms of section 51 of the Promotion of Access to Information Act, 2000

Burnell Attorneys

  1. 1.Introduction
    1. 1.1.This manual is prepared in accordance with section 51 of the Promotion of Access to Information Act, 2000 (“PAIA”) and addresses the requirements of the Protection of Personal Information Act, 2013 (“POPIA”).
    2. 1.2.The purpose of this manual is to:
      1. 1.2.1.Provide a description of the records held by Burnell Attorneys;
      2. 1.2.2.Outline the process for requesting access to such records; and
      3. 1.2.3.Describe how personal information is processed in compliance with POPIA.

  2. 2.Details of the Private Body
    1. 2.1.Name: Burnell Attorneys

      Registration Number: 2023/953304/21
    2. 2.2.Information Officer: Matthew Burnell

      Email: [email protected]
      Physical Address: 65 6th Street, Parkhurst, Johannesburg
    3. 2.3.The Information Officer is responsible for ensuring compliance with PAIA and POPIA.

  3. 3.Guide on How to Use PAIA
    1. 3.1.A guide on how to use PAIA is available from the Information Regulator.
    2. 3.2.Contact details:
      1. 3.2.1.Website: www.justice.gov.za/inforeg/
      2. 3.2.2.Email: [email protected]
    3. 3.3.The guide explains how to:
      1. 3.3.1.Submit requests for access to records;
      2. 3.3.2.Access records held by public and private bodies; and
      3. 3.3.3.Exercise rights in terms of PAIA and POPIA.

  4. 4.Applicable Legislation
    1. 4.1.Burnell Attorneys retains records in accordance with, inter alia, the following legislation:
      1. 4.1.1.Promotion of Access to Information Act, 2000
      2. 4.1.2.Protection of Personal Information Act, 2013
      3. 4.1.3.Companies Act, 2008
      4. 4.1.4.Income Tax Act, 1962
      5. 4.1.5.Value-Added Tax Act, 1991
      6. 4.1.6.Financial Intelligence Centre Act, 2001
      7. 4.1.7.Labour Relations Act, 1995
      8. 4.1.8.Basic Conditions of Employment Act, 1997
      9. 4.1.9.Employment Equity Act, 1998

  5. 5.Records Held by Burnell Attorneys
    1. 5.1.Records Available Without a Request
      1. 5.1.1.The following records may be made available without a formal PAIA request (subject to availability):
        1. 5.1.1.1.Website content
        2. 5.1.1.2.Marketing materials and publications
        3. 5.1.1.3.Publicly available legal insights or articles
    2. 5.2.Categories of Records Held
      1. 5.2.1.The following categories of records are held by Burnell Attorneys:
      2. 5.2.2.Corporate and Administrative Records
        1. 5.2.2.1.Incorporation documents
        2. 5.2.2.2.Internal policies and procedures
        3. 5.2.2.3.Compliance records
    3. 5.3.Client Records
      1. 5.3.1.Engagement letters
      2. 5.3.2.Legal opinions and advice
      3. 5.3.3.Due diligence reports
      4. 5.3.4.Transaction documentation
      5. 5.3.5.Litigation and arbitration records
      6. 5.3.6.Regulatory filings and correspondence

      (Note: Access to client records may be restricted due to confidentiality and legal privilege.)

    4. 5.4.Financial Records
      1. 5.4.1.Accounting records
      2. 5.4.2.Invoices and billing records
      3. 5.4.3.Tax records
    5. 5.5.Human Resources Records
      1. 5.5.1.Employment contracts
      2. 5.5.2.Employee records
      3. 5.5.3.Payroll information
    6. 5.6.IT and Communications
      1. 5.6.1.Emails and correspondence
      2. 5.6.2.Website usage data

  6. 6.Processing of Personal Information (POPIA Compliance)
    1. 6.1.Purpose of Processing
      1. 6.1.1.Burnell Attorneys processes personal information for:
        1. 6.1.1.1.Providing legal services
        2. 6.1.1.2.Client onboarding and due diligence
        3. 6.1.1.3.Compliance with legal and regulatory obligations
        4. 6.1.1.4.Internal administration
        5. 6.1.1.5.Marketing and business development (where permitted)
    2. 6.2.Categories of Data Subjects
      1. 6.2.1.Clients and prospective clients
      2. 6.2.2.Employees and candidates
      3. 6.2.3.Service providers and consultants
      4. 6.2.4.Website users
    3. 6.3.Categories of Personal Information
      1. 6.3.1.Identification and contact details
      2. 6.3.2.Financial information
      3. 6.3.3.Professional and employment information
      4. 6.3.4.Correspondence and communications
      5. 6.3.5.Special personal information (only where permitted by law)
    4. 6.4.Recipients of Personal Information
      1. 6.4.1.Personal information may be shared with:
        1. 6.4.1.1.Regulatory authorities
        2. 6.4.1.2.Courts and tribunals
        3. 6.4.1.3.Counterparties and professional advisors
        4. 6.4.1.4.Third-party service providers
    5. 6.5.Cross-Border Transfers
      1. 6.5.1.Personal information may be transferred outside South Africa where necessary for legal services or transactions, subject to appropriate safeguards in accordance with POPIA.
    6. 6.6.Security Measures
      1. 6.6.1.Burnell Attorneys implements appropriate technical and organisational measures to safeguard personal information.

  7. 7.Request Procedure in Terms of PAIA
    1. 7.1.Submission of Requests
      1. 7.1.1.A requester must complete the prescribed Form 2 (Request for Access to Record) and submit it to the Information Officer at the contact details provided above.
    2. 7.2.Required Information
      1. 7.2.1.The request must include:
        1. 7.2.1.1.Full name and contact details of the requester
        2. 7.2.1.2.Description of the requested record
        3. 7.2.1.3.The form of access required
        4. 7.2.1.4.Proof of identity
        5. 7.2.1.5.If applicable, proof of authority to act on behalf of another person
    3. 7.3.Fees
      1. 7.3.1.Request fees and access fees may be payable in accordance with PAIA regulations.
    4. 7.4.Response Time
      1. 7.4.1.Burnell Attorneys will respond to requests within 30 days, unless an extension is permitted in terms of PAIA.

  8. 8.Grounds for Refusal of Access
    1. 8.1.Access to records may be refused on the following grounds:
      1. 8.1.1.Protection of personal information of third parties
      2. 8.1.2.Commercial confidentiality
      3. 8.1.3.Legal privilege
      4. 8.1.4.Protection of safety or security
      5. 8.1.5.Requests that are manifestly frivolous or vexatious

  9. 9.Remedies Available
    1. 9.1.If a request is refused, the requester may:
      1. 9.1.1.Lodge a complaint with the Information Regulator; or
      2. 9.1.2.Apply to a court for appropriate relief

  10. 10.Availability of the Manual
    1. 10.1.This manual is:
      1. 10.1.1.Available on the Burnell Attorneys website; and
      2. 10.1.2.Available upon request from the Information Officer

  11. 11.Updating of the Manual
    1. 11.1.This manual will be updated periodically to reflect changes in legislation or business practices.

  12. 12.Contact Details
    1. 12.1.Information Offi