PAIA Manual

A. Company Overview

Koinexpert Arbitrage Services (Pty) Ltd (“the Company”) is an arbitrage company that makes use of arbitrage principals to generate short-term financial gains.

B. Contact Details (section 51(1) (a))

Name of the company: Koinexpert Arbitrage Services (Pty) Ltd
Registration number: 2020/826750/07
Physical Address: 24 Black Eagle Road, Onrus Rivier, Hermanus 7200
Postal Address: 24 Black Eagle Road, Onrus Rivier, Hermanus 7200
Tel no: +27 729948745
E-mail: hello@koinexpert.com
Directors: Nielbert Hugo Schmidlin, Jacobus Nicolaas Lourens, Ardi Coetzee.
Appointed Information Officer: The company is a small medium enterprise and therefore all directors fulfilling the duties, however A Coetzee was appointed and is duly authorised to deal with all matters in connection with requests for information in terms of the Act.

C. Section 10 Guide (section 51(1) (b))

  1. 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.
  2. Requests in terms of the Act shall be made in accordance with the prescribed procedures, at the rates provided. The forms and tariff are dealt with in paragraphs 6 and 7 of the Act.
  3. Requesters are referred to the Guide in terms of Section 10 which has been compiled by the South African Human Rights Commission, which will contain information for the purposes of exercising Constitutional Rights. The Guide is available from the SAHRC.
The contact details of the Commission are:
Postal Address: Private Bag 2700, Houghton, 2041
Telephone Number: +27-11-877 3600
Fax Number: +27-11-403 0625
Website: www.sahrc.org.za
E-mail: paia@sahrc.org.za

D. Applicable Legislation (section 51(1) (d))

Records are kept in accordance with such other legislation, as is applicable to the Company, which includes but is not limited to the following:

# Act Ref
1 Companies Act 71 of 2008
2 Copyright Act 98 of 1978
3 Employment Equity Act 55 of 1998
4 Income Tax Act 95 of 1967
5 Labour Relations Act 66 of 1995
6 Value Added Tax Act 89 of 1991
7 Financial Advisory and Intermediary Services Act 37 of 2002
8 Basic Conditions of Employment Act 75 of 1997
9 Financial Intelligence Centre Act 28 of 2001
10 Electronic Communications and Transactions Act 25 of 2002
11 Promotion of Access of Information Act 2 of 2000
12 Unemployment Insurance Act 63 of 2001
13 Compensation for Occupational Injuries and Disease Act 130 of 1993
14 Skills Development Act 9 of 1999
15 Prevention of Organised Crime Act 121 of 1998
16 Protection of Constitutional Democracy against terrorist related activities Act 33 of 2004
17 Protection of Personal Information Act 4 of 2013

The above records are of a public nature and are available automatically without a person having to request access to them in terms of the Act, as envisaged in Section 52.

E. Access to records held by the company (section 51(1)(e))

For the purpose of this manual and the Act, the records held by the Company are categorised by the nature and content thereof. Please note that by listing the categories and information held by the Company below does not mean that a request for any information listed below will automatically be granted. All requests will be evaluated in accordance with the circumstances of the individual request and the provisions of the Act.

  1. Company Secretarial Records:
    a. Documents of Incorporation
    b. Memorandum of Incorporation
    c. Minutes of Director’s meetings
    d. Records relating to the appointment of directors, auditors and public officers
    e. Share register
    f. Other statutory documents
  2. Financial Records:
    a. Annual financial records
    b. Tax returns
    c. Accounting records
    d. Banking records
    e. Asset register
    f. Invoices
    g. Asset register
  3. Income Tax Records:
    a. PAYE Records
    b. Documents issued to employees for income tax purposes
    c. Records of payments made to SARS
    d. All other statutory compliances – VAT, UIF, Skills development levies
  4. Human Resources Documents and Records:
    a. Employment Contracts
    b. Human Resources policies and procedures
    c. Salary records
    d. Leave records
    e. Training records
  5. Compliance Records
    a. Declarations, registers, policies and procedures in terms of FAIS
    b. FICA internal rules
    c. Conflict of Interest management policy
    d. Risk management policy
    e. All compliance policies and procedures
    f. Service level agreements
  6. Marketing and Strategic Records
    a. Marketing materials
    b Marketing strategies
    c. Strategic Planning documents, Business Plans etc.
  7. Client information
    The Company complies with the Protection of Personal Information Act and therefore has very strict procedures in place to protect client information. Any request for client information will require a detailed motivation for the request, including the reason why the information is required.

F. Details on how to make a request for access (section 51(e))

It is recorded that any and all documents / information requested pertaining to the aforesaid shall only be made available to a requestor subject to the provisions of the Act. None of the information held by the Company is automatically available without a person having to request it in terms of and subject to the provisions of the Act.

The requester must complete the Requester Form annexed herewith marked Annexure A, together with a request fee (The form can be obtained from the company or the South African Human Rights Commission www.sahrc.org.za) and submit them to the Legal Department of the Company by hand or email.

G. Form of request (section 51 (1) (e))

To facilitate the processing of your request, kindly:

  1. Use the prescribed Requester Form,
  2. Address your request to the Legal Department of the Company.
  3. Provide sufficient details to enable the Company to identify:
    a. The records requested,
    b. The requester’s details (and if an agent is lodging the request, proof of capacity),
    c. The form of access required,
    d. The postal address or email address of the requester in the Republic,
    e. If the requester wishes to be informed of the decision in any manner (in addition to written) the manner and particulars thereof,
    f. 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.

H. Availability of the manual (section 51(3))

The manual is available for inspection on our website at www.koinexpert.com or at the offices of the Company free of charge; and copies are available with the South African Human Rights Commission. In the preparation of this manual regard was had to the guideline provided by the South African Human Rights Commission.

I. Prescribed Fees (section 51(1)(f)

Requested fees:

Where a requester submits a request for access to information held by an institution on a person other that the requester himself/herself, a request fee in the amount of R50.00 is payable upfront before the institution will further process the request received.

# FEES FOR REPRODUCTION OF INFORMATION PRICE
1 For every photocopy of an A4-size page or part thereof R 1.10
2 For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine-readable form R 0.75
3 For a copy in a computer-readable form on:
- stiffy disc
- compact disc

R 7.50
R70.00
4 A transcription of visual images, for an A4-size page or part thereof R40.00
5 For a copy of visual images R60.00
6 A transcription of an audio record, for an A4-size page or part thereof R20.00
7 For a copy of an audio record R30.00
Access fees:

An access fee is payable in all instances where a request for access to information is granted, except in those instances where payment of an access fee is specially excluded in terms of the Act or an exclusion is determined by the Minister in terms of Section 54 (8).

# FEES FOR REPRODUCTION OF INFORMATION PRICE
1 For every photocopy of an A4-size page or part thereof R 1.74
2 For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine-readable form R 1.10
3 For a copy in a computer-readable form on:
- stiffy disc
- compact disc

R 12.50
R90.00
4 A transcription of visual images, for an A4-size page or part thereof R60.00
5 For a copy of visual images R80.00
6 A transcription of an audio record, for an A4-size page or part thereof R40.00
7 For a copy of an audio record R50.00
8 To search for the record for disclosure (per hour or part thereof reasonable required for such search) R50.00
9 Where a copy of a record needs to be posted the actual postal fee is payable.

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). Records may be withheld until the fees have been paid.

ANNEXURE A

REQUEST FOR ACCESS TO RECORD OF KOINEXPERT ARBITRAGE SERVICES (PTY) LTD
(Section 53(1) of the Promotion of Access to Information Act 2 of 2000.)

A. KOINEXPERT ARBITRAGE SERVICES (PTY) LTD 2020/826750/07

B. Particulars of person requesting access to the record

The particulars of the person who requests access to the record must be given below. The address and/or email address in the Republic to which the information is to be sent must be given. Proof of the capacity in which the request is made, if applicable, must be attached.

Full names and Surname: _____________________________________________________
Identity Number: _____________________________________________________
Postal Address: _____________________________________________________
Email Address: _____________________________________________________
Telephone number: _____________________________________________________
Fax number: _____________________________________________________

C. Particulars of person on whose behalf request is made

This section must be completed ONLY if a request for information is made on behalf of another person.

Full names and Surname: _____________________________________________________
Identity Number: _____________________________________________________
Capacity: _____________________________________________________

D. Particulars of record

Provide full particulars of the record to which access is requested, including the reference number if that is known to you, to enable the record to be located. If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all the additional folios.

2. Reference number, if available:
______________________________________________________________________________

3. Any further particulars of record:
______________________________________________________________________________

E. Fees

A request for access to a record, other than a record containing personal information about yourself, will be processed only after a request fee has been paid. You will be notified of the amount required to be paid as the request fee. The fee payable for access to a record depends on the form in which access is required and the reasonable time required to search for and prepare a record. If you qualify for exemption of the payment of any fee, please state the reason for exemption.

Reason for exemption from payment of fees:
______________________________________________________________________________
______________________________________________________________________________

F. Form of access to record

If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 hereunder, state your disability and indicate in which form the record is required.

Disability: ______________________________________________________________________________
Form in which record is required: ______________________________________________________________________________

Mark the appropriate box with an X.

Notes
a. Compliance with your request in the specified form may depend on the form in which the record is available.
b. Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form.
c. The fee payable for access for the record, if any, will be determined partly by the form in which access is requested.

1. If the record is in written or printed form:
[ ] copy of record*
[ ] inspection of record
[ ] CCCCC
[ ] CCCCC

2. If record consists of visual images: (this includes photographs, slides, video recordings, computer-generated images, sketches, etc)
[ ] view the images
[ ] copy of the images*
[ ] transcription of the images*

3. If record consists of recorded words or information which can be reproduced in sound:
[ ] listen to the soundtrack audio cassette
[ ] transcription of soundtrack* written or printed document

4. If record is held on computer or in an electronic or machine-readable form::
[ ] printed copy of record*
[ ] printed copy of information derived from the record
[ ] copy in computer readable form* (stiffy or compact disc)

* If you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you? Postage is payable.
[ ] Yes
[ ] No

G. Particulars of right to be exercised or protected

If the provided space is inadequate, please continue on a separate folio and attach it to this form. The requester must sign all the additional folios.

1. Indicate which right is to be exercised or protected:
______________________________________________________________________________

2. Explain why the record requested is required for the exercise or protection of the aforementioned right:
______________________________________________________________________________
______________________________________________________________________________

H. Notice of decision regarding request for access

You will be notified in writing whether your request has been approved/denied. If you wish to be informed in another manner, please specify the manner and provide the necessary particulars to enable compliance with your request. How would you prefer to be informed of the decision regarding your request for access to the record?

Signed at ______________________________________________ this ______________ day of 20 ______________


_________________________________________________________
SIGNATURE OF REQUESTER / PERSON ON
WHOSE BEHALF REQUEST IS MADE