PAIA Manual

This manual has been prepared in accordance with section 51 of the Promotion of Access to Information Act 2 of 2000 ("PAIA") and the Protection of Personal Information Act 4 of 2013 ("POPIA"). It applies to Mountain Technical Due Diligence Services.

1. Company Details

Legal Name: Mountain Tech (Pty) Ltd
Trading Name: Mountain Technical Due Diligence Services
Registration Number: 2021/946491/07
Physical Address: Available on request from the Information Officer
Postal Address: PO Box 12066, Die Boord, 7613
Website: https://mountaintech.co.za
Email: hello@mountaintech.co.za

2. Information Officer

In accordance with PAIA and POPIA, the designated Information Officer for Mountain Technical Due Diligence Services is:

Name: Hedley Roos
Position: Founder
Email: hedley@mountaintech.co.za

The Information Officer is responsible for receiving and processing all requests for access to records and personal information.

3. Guide on How to Use PAIA

The South African Human Rights Commission ("SAHRC") has published a Guide on how to use the Promotion of Access to Information Act. This Guide is available from the SAHRC in all official languages. The Guide contains information on the types of records held by public and private bodies, the procedure for requesting access, and the remedies available should a request be refused.

Contact details for the SAHRC:

Address: Braampark Forum 3, 33 Hoofd Street, Braamfontein, Johannesburg, 2017
Private Bag: X2700, Houghton, 2041
Phone: +27 (0)11 877 3600
Website: https://www.sahrc.org.za

Please note: Since 1 July 2021, the Information Regulator (established under POPIA) has assumed the oversight and enforcement functions previously performed by the SAHRC in respect of PAIA. Contact details for the Information Regulator:

Address: JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
Postal Address: P.O. Box 31533, Braamfontein, Johannesburg, 2017
Phone: +27 (0)10 023 5200
Email: inforeg@justice.gov.za
Website: https://www.justice.gov.za/inforeg/

4. Records Automatically Available

The following categories of records are automatically available without the need to submit a formal PAIA request:

• Website content on https://mountaintech.co.za
• Marketing and promotional materials (brochures, service descriptions, process overviews)
• Team profiles and advisor information
• This PAIA Manual
• Privacy Policy

5. Subjects and Categories of Records Held

The following table describes the subjects on which Mountain Technical Due Diligence Services holds records and the categories of records under each subject:

5.1 Client and Engagement Records

• Client agreements, proposals, and engagement letters
• Due diligence reports and findings
• Technical assessment documentation
• Correspondence with clients
• Client contact and company information

5.2 Financial Records

• Financial statements and management accounts
• Invoices, receipts, and tax records
• Banking records and statements
• Asset registers

5.3 Human Resources Records

• Employment contracts
• Staff contact information and records
• Training and development records
• Remuneration and benefits records
• Leave and attendance records

5.4 Operational Records

• Internal policies and procedures
• Risk management documentation
• Quality assurance records
• IT and systems documentation
• Insurance records

5.5 Corporate Governance Records

• Company registration and founding documents
• Shareholder records and registers
• Board and management meeting minutes
• Statutory filings (CIPC, SARS, etc.)

5.6 Supplier and Third-Party Records

• Supplier and service provider agreements
• Non-disclosure agreements
• Correspondence with third parties

6. Procedure for Requesting Access

A person who wishes to request access to a record held by Mountain Technical Due Diligence Services must comply with the following procedure:

6.1 Form of Request

1. The request must be made on the prescribed PAIA request form (Form C, available from the SAHRC or the Information Regulator's website).
2. The request must be submitted in writing to the Information Officer at the email or postal address listed in Section 2 above.
3. The request must provide sufficient detail to identify the record(s) requested, including:
   • The type, title, or description of the record
   • The subject matter of the record
   • The date or approximate date of the record (if known)
4. The requester must identify themselves and provide contact details (email address, postal address, and/or telephone number).
5. The requester must indicate the form in which access to the record is required (e.g., inspection, copy, electronic format).
6. The requester must provide proof of identity (e.g., certified copy of ID document, passport, or registration certificate if a legal entity).

6.2 Time for Processing

Mountain Technical Due Diligence Services will acknowledge receipt of the request within 10 business days and will respond to the request within 30 days after receipt. If the 30-day period is insufficient, the Information Officer may extend it by a further 30 days, and the requester will be notified of the extension and the reasons for it.

6.3 Grounds for Refusal

A request for access to a record may be refused if the record falls within one of the grounds for refusal listed in Chapter 4 of PAIA. These include, but are not limited to, the protection of:

• Personal information of a third party
• Commercial or financial information of the company or a third party
• Records subject to legal privilege
• Records that would compromise the safety of individuals or property
• Records already publicly available

7. Fees

The following fees apply to PAIA requests made to Mountain Technical Due Diligence Services, as prescribed by the regulations under PAIA:

• Request fee (payable on submission): R 35.00
• Access fee (payable before access is granted):
  • A4 photocopy or printout (per page): R 1.10
  • Electronic copy on CD/DVD: R 40.00
  • Transcription of audio (per page): R 24.00
  • Postage, if applicable: at cost

The Information Officer will provide a written estimate of any applicable access fees before processing the request. No fees are payable for a request for one's own personal information (in terms of POPIA/PAIA).

These fees may be updated from time to time in accordance with the regulations published by the Minister of Justice.

8. Remedies

If a request for access to a record is refused, or if the requester is dissatisfied with the response, the requester may:

1. Internal Remedy: Within 30 days of receiving the decision, apply to the Information Officer of Mountain Technical Due Diligence Services for reconsideration.
2. Information Regulator: Lodge a complaint with the Information Regulator at the contact details provided in Section 3 above.
3. Court Application: Within 30 days after exhausting internal remedies (or within 180 days if no internal remedy is available), apply to a court of competent jurisdiction for relief.

9. Availability of This Manual

This PAIA Manual is available as follows:

• On the Mountain Technical Due Diligence Services website at https://mountaintech.co.za/paia/
• In hard copy at the registered office of Mountain Technical Due Diligence Services, during normal business hours
• Upon request to the Information Officer (free of charge in electronic format)

This manual may be updated from time to time. The latest version will always be available on the website.

---

Last updated:

© Mountain Technical Due Diligence Services. All rights reserved.