We make some records automatically available to you without you needing to request access to them.
| Type of record | How you can access it |
|---|---|
| Memorandum of incorporation (MOI) | BizPortal |
| Directors’ names | BizPortal |
| Documents of incorporation | BizPortal |
| Banking details | Request by email |
Human resources including:
|
Request by email |
Financial management including:
|
Request by email |
| External newsletters and circulars | Subscribing or on our website |
| Information on our website | Visit our website |
We hold the following subjects and categories of records in electronic or physical format, which we do not make automatically available. You may request access to them.
Our records related to the establishment, registration, incorporation, or administration of our organisation. Some of them may be available from via BizPortal, a search tool for all companies registered on the Companies and Intellectual Property Commission (CIPC).
• Policies and procedures
• Codes of conduct
• Share certificate
• Statutory returns to the relevant authorities
• Minutes of board or director meetings
• Written resolutions
• Records relating to the appointment of directors, auditor, secretary, public officer, or other officers
• Share register and other statutory registers
• Other statutory records
Documents that have economic value to the business.
• Annual reports
• Applicable statutory documents
• Compliance certification
• Fraud alerts and whistleblowing
• Legal compliance records
• Operational records
• Database records
• Published works
• Internal correspondence
• Product records
• Strategic plans and other operational policies
Our records related to our finances.
• Business plan and budget
• Capital expenditure records
• Debtors and creditors statement and invoices
• Electronic banking records
• General ledger and sub-ledgers
• Management records
• Monthly expenses
• Payment terms
• Rental agreements
• Risk management and insurance
• Leases
• Transaction records
• Treasury dealings
• General ledger reconciliations
• Incentives and bonuses
• Pension and retirement funding records
• Payment history
• Customer credit vetting
• Financial statements
• Tax return records
• Other records relating to tax
• Accounting records
• Auditor reports
• Banking records
• Bank statements
• Electronic banking records
• Paid cheques
• Asset register
• Records of invoices
• Financial agreements
Our records related to our insurable assets.
• Insurance declarations records
• Insurance policies records
• Records of insurance claims
• Register of all immovable property owned by the company
Our records related to our income tax obligations.
• PAYE records
• Corporate tax records
• Customs tax records
• Records of documents issued to employees for income tax purposes
• Records of payments made to SARS on behalf of employees
• VAT records
• Skills development levies records
• UIF records
• Workmen's Compensation records
Our records about anyone who works for us, provides services to us, or provides services on our behalf and who we remunerate. This includes our employees, contractors, and other personnel.
• CV's application records
• List of employees
• Employee personal information
• Employment records of employees, education and training records
• Union membership and information
• Employee benefit records
• Employee relations
• Records of disciplinary procedures, CCMA and court matters
• Records of retrenchment and legal processes about employment matters
• Time management records
• Study assistance scheme records
• Social responsibility records
• Skills development records
• SETA records
• Operating manuals
• Personal records provided by personnel
• Records of incentives and bonuses
• IRP5's records
• Job profiles records
• Leave records
• Medical aid records
• Records of organisational structures
• Pension and retirement funding records
• Employment applications and appointment letters records
• Employment Equity Plan
• Health and safety records
• Medical aid records
• Pension and provident fund records
• Records of salaries or wages of employees
• Leave records
• Internal evaluations and performance records
• Disciplinary records
• Disciplinary codes
• Training records
• Records of operating manuals
• Personal records provided by personnel
• Other statutory records
Both internal and external documents.
• Records of internal policies relating to employees and the organisation
• Records of external policies relating to customers and other third parties
• Information technology systems and document records
• Financial policies and procedures
• Employment policies and procedures
• Records of grievance procedure
• ICT policies, standards, procedures and templates records
• Information, communication and technology policies records
Both the documents themselves and all related documents.
• Records of standard agreements
• Records of contracts concluded with customers
• Records of NDAs
• Letters of intent and MOUs records
• Records of third-party contracts (such as JV agreements, VAR agreements, etc.)
• Supplier or service contracts records
• Employee employment contracts records
• Contractual disputes with third parties' records
• Licensing and maintenance agreements records
• Service level agreement records
Any documents we need to comply with any laws.
• Records applications
• Records of exemptions
• Records of submissions
• Records of registrations
• Permits records
• Licences records
• Authorities records
Any document that we prepare and produce.
• Records of internal newsletters and circulars
• Records of information on the company published by third parties
Any information about anyone that we provide goods or services to, including our customers, their respective management, employees and suppliers.
• Customer details records
• Records of contact details of individuals within customers
• Records of communications with customers
• Sales records
• Transactional information records
• Marketing records
• Customer surveys records
• Device management records
• Disaster recovery policy and plan records
• Licence agreements records
• Maintenance plans records
• Network topologies or diagrams records
• Email and voice mail records
• Equipment specifications records
• Facilities records
• Faults, troubleshooting and reporting records
• Hardware and software manuals records
• Internal systems support and programming records
• ISAE3402 Audit reports records
• Operating systems records
• Performance of the client call desk records
• Performance of IT infrastructure records
• Root cause analysis records
• Security access records
• Software licences records
• Supplier agreements or vendor agreements records
• Systems documentation and manuals records
• Licences records
• Patents records
• Trademark applications records
• Copyright agreements records
• Records of intellectual property pertaining to solutions and products developed
• Records of corporate social investments
• Records of media releases
• Newsletters and publications records
• Public corporate records
• Records pertaining to commercial disputes, litigation, arbitration or regulatory investigations
• Health and safety records
• Records of actual sales numbers
• Commission records
• Records of customer orders and delivery notes
• Proposal and tender records
Any sources of information that we contribute to.
• Books
• Newsletters and journal articles
• Magazines
• Newspaper articles
We hold records that all organisations are required by law to hold. We also hold records that the law specifically requires organisations like ours to retain. Please ask our information officer for details.
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