1. Introduction
The Promotion of Access to Information Act 2 of 2000 (PAIA) gives effect to the constitutional right of access to information. A private body must make a manual available describing how a person may request its records.
PediCheck Pty Ltd is a private body. This manual is issued by the head of that company. It should be read with our Privacy Policy, POPIA Policy, and Terms of Use.
PediCheck is a parent-facing digital product. It is not a medical device, is not registered with SAHPRA as a medical device, and is not a substitute for a consultation with a registered healthcare practitioner. PediCheck Pty Ltd is not Atlantic Children’s Practice. Using PediCheck does not, on its own, create a doctor–patient relationship with that practice.
Access is not automatic. PAIA sets grounds on which a request may be refused. POPIA still applies to personal information.
2. Company details
| Name of private body | PediCheck Pty Ltd |
|---|---|
| Registration number | [to be inserted] |
| Registered / postal address | Granger Bay Court, 49 Beach Road, Mouille Point, Cape Town, South Africa |
| Website | pedicheck.co.za |
| General email | doctors@pedicheck.co.za |
| Nature of business | Digital parent-support product (waitlist, website, and forthcoming application). Not a medical device manufacturer. Not a medical scheme. Not a healthcare practice. |
3. Information Officer
The head of PediCheck Pty Ltd is the Information Officer. A deputy may be designated.
| Information Officer | [Name to be inserted] |
|---|---|
| Deputy Information Officer | [Name to be inserted] |
| Physical address for requests | Granger Bay Court, 49 Beach Road, Mouille Point, Cape Town, South Africa |
| Email for PAIA / POPIA requests | doctors@pedicheck.co.za |
Requests must be sent to the Information Officer at the address or email above. PediCheck will register its Information Officer with the Information Regulator as required.
4. Guide on how to use PAIA (section 10)
The Information Regulator has compiled a Guide, in each official language, on how to use PAIA. It is available free of charge from the Regulator and from this Information Officer on request.
To inspect or copy the Guide from us, use Form 1 in Annexure A to the PAIA Regulations, 2021 (GNR.757 of 27 August 2021). Forms are on the Regulator’s site: inforegulator.org.za/paia-forms.
Information Regulator of South Africa
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
PO Box 31533, Braamfontein, Johannesburg, 2017
Tel: 010 023 5200
inforegulator.org.za
enquiries@inforegulator.org.za · PAIAComplaints@inforegulator.org.za
5. Records automatically available
These records are available without a PAIA request, on pedicheck.co.za or on request by email:
- this PAIA Manual;
- the Terms of Use, Privacy Policy, and POPIA Policy;
- the public website (landing page);
- the SA Emergency Numbers card we publish for waitlist members;
- public posts on the PediCheck Instagram account.
Staff CRM, waitlist databases, operator contracts, and internal finance records are not automatically available.
6. Records available in terms of other legislation
Where the law requires us to keep a record, it may be requested under that law or under PAIA, subject to any restriction in the other Act. Legislation that may apply includes:
- Companies Act 71 of 2008;
- Income Tax Act 58 of 1962;
- Value-Added Tax Act 89 of 1991 (if we are registered);
- Protection of Personal Information Act 4 of 2013;
- Promotion of Access to Information Act 2 of 2000;
- Electronic Communications and Transactions Act 25 of 2002;
- Consumer Protection Act 68 of 2008;
- Basic Conditions of Employment Act 75 of 1997, Labour Relations Act 66 of 1995, and Unemployment Insurance Act 63 of 2001, if we have employees;
- Compensation for Occupational Injuries and Diseases Act 130 of 1993, if applicable.
PediCheck Pty Ltd is not a medical device establishment and does not hold SAHPRA medical-device dossiers for PediCheck. Clinical records of Atlantic Children’s Practice, if any, are records of that practice, not of PediCheck Pty Ltd, unless a copy is lawfully in our possession for a PediCheck purpose.
7. Subjects and categories of records
The following are the main subjects on which PediCheck Pty Ltd holds records. Listing a category does not mean the record will be disclosed. PAIA’s grounds of refusal still apply.
Company and legal
- incorporation documents, MOI, share register, resolutions;
- this manual and related policies;
- contracts, licences, and correspondence with advisers.
Finance and tax
- banking, invoices, income and expense records;
- tax returns and related correspondence, where we are required to keep them.
Waitlist, customers, and marketing
- waitlist submissions (name, email, WhatsApp, child’s age range, consent, source tags);
- unsubscribe and email-delivery status;
- marketing copy, website files, and campaign records;
- after launch: account and in-app records as described in an updated Privacy Policy.
Information technology
- hosting, domain, and operator arrangements;
- security and access logs kept for a limited time.
People
- staff or contractor records, if we engage people in that capacity.
What we do not hold as a medical-device or practice file
We do not hold, as PediCheck Pty Ltd, a hospital file, a prescription pad, SAHPRA device registration for PediCheck, or a full paediatric medical record of a waitlist child. The waitlist stores an age range, not a diagnosis.
8. Personal information (POPIA)
Section 51 of PAIA, as amended, requires a description of personal-information processing. That description is in our POPIA Policy. In short:
- Purpose: waitlist, launch communications, security, and legal duties. Not medical-device processing.
- Data subjects: parents and guardians who join the waitlist or contact us; staff; suppliers.
- Recipients: PediCheck staff; operators (hosting and email); advisers or authorities where the law requires.
- Planned transborder flows: operators may process outside South Africa where section 72 of POPIA allows it.
- Security: reasonable technical and organisational measures as described in the POPIA Policy.
A data subject who wants their own personal information should still use Form 2. A request for one’s own personal information is generally not charged the R140 request fee. Identity will be verified.
9. How to request a record
- Download Form 2 (Request for Access to Record) from inforegulator.org.za/paia-forms.
- Complete it. Describe the record as clearly as you can. Say in which form you want access (for example email PDF or inspection).
- Send the form to the Information Officer at doctors@pedicheck.co.za or to Granger Bay Court, 49 Beach Road, Mouille Point, Cape Town, South Africa.
- Attach proof of identity. If you request on someone else’s behalf, attach proof of that authority.
- Pay the request fee if it applies (see section 10). We will tell you how to pay.
We will acknowledge the request. The statutory period to decide is 30 days, which we may extend once by a further 30 days on the grounds in PAIA (for example if we need to search a large number of records or consult a third party). We will tell you of an extension.
The outcome, and any fees still payable, will be given in the manner contemplated by Form 3 of the PAIA Regulations.
We do not attach Form 2 to this web page. Use the Regulator’s current form so you have the latest version.
10. Fees
Fees are prescribed in Annexure B to the PAIA Regulations, 2021. They may be amended by law. The amounts below are those in force for private bodies as at the date of this manual.
| Item | Amount |
|---|---|
| Request fee (payable by a requester who is not asking for their own personal information) | R140.00 |
| Photocopy or printed copy of an A4 page | R2.00 per page or part thereof |
| Copy on a flash drive provided by the requester | R40.00 |
| Copy on a compact disc provided by the requester | R40.00 |
| Copy on a compact disc provided to the requester | R60.00 |
| Transcription of an audio record, per A4 page | R24.00 |
| Copy of an audio record on a flash drive provided by the requester | R40.00 |
| Search and preparation of the record for disclosure | R145.00 per hour or part thereof, excluding the first hour |
| Deposit, if search is likely to take more than six hours | one third of the access fee |
| Postage | actual cost |
Visual-image reproduction, if needed, may be outsourced; we will give you the quotation. VAT is added if we are registered and the law requires it.
We may withhold a record until the required fee is paid. A requester who believes a fee is wrong may use the remedies in section 12.
11. Grounds for refusal
We must or may refuse access on the grounds in Chapter 4 of Part 3 of PAIA. Those include, among others:
- unreasonable disclosure of personal information about a third party (including a child);
- commercial information of a third party, or of PediCheck Pty Ltd, if disclosure would cause harm;
- confidential information supplied in confidence by a third party;
- legally privileged information;
- information that could endanger the life or physical safety of an individual, or the security of property;
- research information, in the limited cases PAIA protects.
If a record contains both disclosable and protected parts, we will sever where PAIA requires it and grant access to the rest.
12. Remedies
PediCheck Pty Ltd is a private body. PAIA’s internal-appeal procedure (Form 4) applies to public bodies, not to us. There is no internal appeal against the Information Officer’s decision.
If you are dissatisfied with a decision, a deemed refusal, or a fee, you may:
- complain to the Information Regulator on Form 5 (see inforegulator.org.za/paia-forms); or
- apply to a court with jurisdiction, within the periods PAIA sets.
13. Availability of this manual
This manual is available:
- on pedicheck.co.za/paia;
- at our registered address, during ordinary business hours, for public inspection;
- to the Information Regulator, on request.
A copy may be provided electronically at no charge. A printed copy may be charged at the reproduction fee in section 10.
14. Updates
The head of PediCheck Pty Ltd will update this manual when our records, officers, or the law change. The date at the top is the version date.