- Proudly South African
- info@quickrecognition.co.za
- +27-82-451-3859
Prepared in terms of Section 51 of the Promotion of Access to Information Act (PAIA) and the Protection of Personal Information Act (POPIA).
1. Introduction
This manual is designed to facilitate requests for access to records held by Quick Recognition and to provide an overview of how we process personal information in compliance with POPIA.
2. Contact Details
All requests for information must be addressed to the Information Officer:
Information Officer: Robert Lamb
Physical Address: 23 Cato Road, Kloof, 3610, Kwazulu-Natal, South Africa
Email Address: ro****@*****************co.za
Website: https://quickrecognition.co.za
3. The PAIA Guide
The Information Regulator has compiled a guide on how to use PAIA. It is available in all official languages on the Regulator’s website at www.inforegulator.org.za.
4. Records Automatically Available
Certain records are available without a formal request. These include:
Public marketing materials and brochures.
Information freely available on our website.
Certain CIPC public record confirmations (where applicable).
5. Records Held by Quick Recognition
We maintain records on the following subjects. Note that access to these is not automatic and may be refused based on legal grounds (e.g., client confidentiality).
Internal Records: Financial records, tax returns, and operational policies.
Human Resources: Employee contracts, payroll, and leave records.
Client Records: Company registration documents (CIPC), ID numbers, contact details, and service-specific verification data.
Third-Party Records: Contracts with suppliers and service providers.
6. Processing of Personal Information (POPIA)
In terms of POPIA, we process information for the following purposes:
Purpose: To facilitate company registrations, tax compliance, and identity verification services.
Data Subjects: Clients (juristic and natural persons), employees, and service providers.
Categories of Information: Names, ID numbers, registration numbers, biometric data (for verification), and financial history.
Recipients: CIPC, SARS, Department of Labour, and authorized verification bureaus.
Transborder Flows: We do not typically transfer data outside South Africa unless our cloud storage providers utilize secure servers located internationally, in which case strict data protection agreements are in place.
7. How to Request Access
To request a record, the requester must:
Use the prescribed Form 2 (available from the Information Regulator).
Provide sufficient detail to identify the record and the requester.
Pay the prescribed fee of R250(unless exempted).
8. Security Measures
We maintain appropriate technical and organizational measures to ensure the integrity and confidentiality of personal information, including:
Encrypted data storage.
Secure firewalls and access controls.
Regular security audits of our verification systems.
** THIS NEEDS TO BE A DOWNLOADABLE PDF AS WELL. CONVERT AS SUCH **
FORM 2: REQUEST FOR ACCESS TO RECORD
[Regulation 7]
NOTE:
Proof of identity must be attached by the requester.
If the request is made on behalf of another person, proof of such authorisation must be attached to this form.
TO: The Information Officer Quick Recognition Address: [Insert Physical Address] Email: [Insert Email Address]
SECTION A: PARTICULARS OF PERSON REQUESTING ACCESS TO THE RECORD
Full Names & Surname: _________________________________________________ Identity Number: ______________________________________________________ Postal Address: _______________________________________________________ Street Address: _______________________________________________________ Contact Number(s): ________________________ Email: ___________________ Capacity in which request is made (when made on behalf of another person): _________________________________________________________________________
SECTION B: PARTICULARS OF PERSON ON WHOSE BEHALF REQUEST IS MADE
(Complete this section only if the request is made on behalf of another person) Full Names & Surname: _________________________________________________ Identity Number: ______________________________________________________
SECTION C: PARTICULARS OF RECORD REQUESTED
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. Description of record or relevant part of the record:
Reference number, if available: __________________________________________ Any further particulars of record: ________________________________________
SECTION D: TYPE OF RECORD
(Mark the applicable box with an “X”)
[ ] Record is in written or printed form
[ ] Record comprises virtual images (photographs, slides, video, etc.)
[ ] Record consists of recorded words or information which can be reproduced in sound
[ ] Record is held on a computer or in an electronic or machine-readable form
SECTION E: FORM OF ACCESS
(Mark the applicable box with an “X”)
[ ] Printed copy of record
[ ] Written or printed transcription of virtual images
[ ] Transcription of soundtrack (written or printed document)
[ ] Copy of record on flash drive (to be provided by requester)
[ ] Copy of record on compact disc drive
[ ] Copy of record saved on cloud storage server
SECTION F: PARTICULARS OF RIGHT TO BE EXERCISED OR PROTECTED
Indicate which right is to be exercised or protected:
Explain why the record requested is required for the exercise or protection of the aforementioned right:
Signed at ______________________ this ________ day of ____________ 20___
Signature of Requester / Person on whose behalf request is made
