📄 Section 51 Manual · Version 1.1 · 19 March 2026
Every private body in South Africa is required by the Promotion of Access to Information Act, 2 of 2000 (PAIA) to compile and make available a manual describing the records it holds and how members of the public may request access to those records. This manual fulfils that obligation for Uncle Bill's Recruitment Agency (Pty) Ltd.
01
Introduction & Purpose
The Promotion of Access to Information Act, 2 of 2000 (PAIA) gives effect to the constitutional right of access to information held by both public and private bodies, as entrenched in Section 32 of the Constitution of the Republic of South Africa, 1996.
PAIA requires every private body to compile a manual in terms of Section 51 which must include:
- The contact details of the company's Information Officer
- A description of the records held by the company
- The procedure for requesting access to records
- The applicable fees for processing requests
- The grounds on which a request may be refused
Important: Access to records under PAIA is only available where the requester can demonstrate that the record is required for the exercise or protection of any right. General curiosity or commercial purposes alone do not constitute sufficient grounds for access.
02
Company Details
| Detail | Information |
|---|---|
| Registered Name | Uncle Bill's Recruitment Agency (Pty) Ltd |
| Registration Number | 2025/000000/07 |
| Nature of Business | Recruitment Agency / Staffing Services |
| Registered Address | Durban, KwaZulu-Natal, South Africa |
| General Email | unclebillssa@gmail.com |
| APSO Membership | Active Member |
| BBBEE Status | Compliant — Certificate available on request |
03
Information Officer
In terms of PAIA, every private body must designate an Information Officer responsible for processing requests for access to information and for ensuring compliance with PAIA and POPIA.
| Detail | Information |
|---|---|
| Information Officer | [Name to be appointed and inserted] |
| Title / Role | [e.g. Managing Director / Compliance Officer] |
| PAIA / Privacy Email | unclebillssa@gmail.com |
| Postal Address | Durban, KwaZulu-Natal, South Africa |
| Response Timeframe | 30 days from receipt of a valid request (extendable by 30 days in complex cases) |
Note: All formal PAIA requests must be submitted in writing using the prescribed Form C (available from the South African Human Rights Commission). Verbal requests cannot be processed under PAIA.
04
Records Held by Uncle Bill's
Uncle Bill's holds the following categories of records in the course of conducting its recruitment business. Records are held in both digital and physical formats where applicable.
4.1 Corporate & Statutory Records
- Certificate of Incorporation and Memorandum of Incorporation (MOI)
- Share register and shareholder agreements
- Minutes of board and shareholder meetings
- Annual financial statements and tax records
- BBBEE certificates and verification reports
- APSO membership records
4.2 Candidate Records
- CVs, cover letters, and candidate profiles
- Application forms and registration documents
- Interview notes and assessment records
- Reference check records and responses
- Background check and qualification verification records (where consent was given)
- Placement records and offer letters
4.3 Client / Employer Records
- Signed Mandate Agreements and service contracts
- Job specifications and role briefs
- Correspondence with client representatives
- Invoices and payment records
4.4 Employee & HR Records
- Employment contracts and offer letters
- Employee personal information and payroll records
- Leave records and performance reviews
- UIF, COIDA, and SARS filing records
4.5 Financial Records
- Bank statements and financial records
- Invoices, receipts, and purchase orders
- Salary and commission records
4.6 Operational & IT Records
- Email correspondence records
- Data processing agreements with third-party vendors
- POPIA compliance records and consent logs
05
Records Available Without a Formal Request
The following records are made available without requiring a formal PAIA request:
- This PAIA Manual (available on our website)
- Our Privacy Policy & POPIA Notice (available on our website)
- Our Terms of Use (available on our website)
- General information about our services, published on our website
- BBBEE certificate (available on request by email)
- APSO membership confirmation (available on request by email)
These documents can be requested by emailing unclebillssa@gmail.com.
06
How to Request Access to Records
1
Obtain Form C
Download the prescribed Form C from the South African Human Rights Commission website at sahrc.org.za.
2
Complete Form C
Complete all required fields including your full name, contact details, a description of the records requested, the right you are seeking to protect, and your preferred format.
3
Submit Your Request
Submit the completed Form C with proof of identity to our Information Officer by email at unclebillssa@gmail.com or by registered post to our Durban office.
4
Pay the Request Fee
A non-refundable request fee is payable upon submission (see Section 8 — Fees). Indigent requesters may apply for fee exemption.
5
Await Decision
We will respond within 30 days of receiving your complete request. We may extend this by a further 30 days in complex cases with written notice.
Submit requests to:
Email: unclebillssa@gmail.com
Post: Information Officer, Uncle Bill's Recruitment Agency (Pty) Ltd, Durban, KwaZulu-Natal
Please mark correspondence: "PAIA REQUEST — CONFIDENTIAL"
Email: unclebillssa@gmail.com
Post: Information Officer, Uncle Bill's Recruitment Agency (Pty) Ltd, Durban, KwaZulu-Natal
Please mark correspondence: "PAIA REQUEST — CONFIDENTIAL"
07
Grounds for Refusal
Uncle Bill's may refuse a request for access to records on the grounds set out in PAIA (Sections 62–70):
Protection of Third-Party Privacy
Records containing personal information about a third party that would unreasonably infringe on their right to privacy.
Commercial Confidentiality
Records containing trade secrets, proprietary business processes, or confidential commercial information.
Legal Privilege
Records subject to legal professional privilege, including privileged communications with legal advisors.
Confidential Sources
Records that would disclose the identity of a confidential source (e.g. a reference provider who provided information in confidence).
Safety of Individuals
Records whose disclosure could endanger the life or physical safety of any individual.
Frivolous Requests
Requests that are clearly frivolous, vexatious, or that would substantially and unreasonably divert our resources.
Where a request is refused, we will provide written reasons and inform you of your right to appeal to the Information Regulator.
08
Fees
| Fee Type | Amount | Notes |
|---|---|---|
| Request Fee | R 50.00 | Non-refundable. Payable upon submission of Form C. |
| Reproduction (per A4 page) | R 1.10 | For photocopies or printed records. |
| Reproduction (per CD/USB) | R 70.00 | For digital reproduction on physical media. |
| Transcription (per A4 page) | R 40.00 | Where records must be transcribed from audio or visual media. |
| Search & Preparation (per hour) | R 30.00 | Charged if search time exceeds 6 hours. |
| Deposit | R 150.00 or 1/3 of total | Payable in advance where reproduction fees exceed R 600.00. |
Fee Exemptions: Requesters seeking access to records about themselves, or who can demonstrate financial hardship, may apply for a waiver of fees in writing when submitting Form C.
09
Third-Party Notification
Where a request relates to information about or provided by a third party, Uncle Bill's may be required to notify that third party before making a decision.
- The third party will be given an opportunity to make representations within 21 days
- Uncle Bill's will take the third party's representations into account before deciding
- The third party has the right to appeal any decision to grant access to their information
Third-party notification may extend the 30-day response period. You will be notified in writing if this applies.
10
Appeals & Complaints
If you are dissatisfied with our decision on your PAIA request, you have the following options:
- Internal Review: Write to our Information Officer within 30 days of being notified of the decision
- Information Regulator: Lodge a complaint with the Information Regulator of South Africa
- Court Application: Apply to the High Court for relief in accordance with Section 78 of PAIA
Information Regulator of South Africa
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
PAIA Complaints: PAIAComplaints@inforegulator.org.za
POPIA Complaints: POPIAComplaints@inforegulator.org.za
Website: www.justice.gov.za/inforeg
JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001
PAIA Complaints: PAIAComplaints@inforegulator.org.za
POPIA Complaints: POPIAComplaints@inforegulator.org.za
Website: www.justice.gov.za/inforeg
11
South African Human Rights Commission Guide
In terms of Section 10 of PAIA, the South African Human Rights Commission (SAHRC) has compiled a Guide on how to use PAIA, available in all 11 official languages.
| Channel | Details |
|---|---|
| Website | www.sahrc.org.za |
| PAIA@sahrc.org.za | |
| Tel | +27 (0)11 877 3600 |
| Address | 33 Hoofd Street, Braampark, Forum III, Braamfontein, Johannesburg, 2001 |
This PAIA Manual was compiled in good faith to fulfil Uncle Bill's statutory obligations under Section 51 of PAIA. We strongly recommend that this manual be reviewed by a qualified South African attorney before publication, and updated whenever material changes occur.