VACATION EXCHANGES
INTERNATIONAL (PROPRIETARY) LTD
(Operating as RCI South
Africa)
PAIA MANUAL
Prepared in terms of section 51 of the Promotion of Access to Information Act 2
of 2000 (as amended)
DATE OF COMPILATION:
01/10/2021
DATE OF REVISION: 28/12/2021
TABLE OF CONTENTS
1. ACRONYMS
AND ABBREVIATIONS
2. PURPOSE OF
THE PAIA MANUAL
3. CONTACT
DETAILS FOR ACCESS TO INFORMATION
4. THE PAIA
GUIDE
5. CATEGORIES OF
RECORDS WITHOUT HAVING TO REQUEST ACCESS
6. RECORDS
AVAILABLE IN ACCORDANCE WITH LEGISLATION
7. RECORDS HELD
ON DATA SUBJECTS
8. POCESSING OF
PERSONAL INFORMATION
9. AVAILABILITY
OF MANUAL
10. UPDATING THE
MANUAL
1. LIST OF ACRONYMS AND ABBREVIATIONS
1.1
“CEO”
Chief
Executive Officer
1.2
“DIO” Deputy
Information Officer;
1.3
“IO“ Information Officer;
1.4
“Minister” Minister of Justice and Correctional Services;
1.5
“PAIA” Promotion of Access to
Information Act No. 2 of 2000(as Amended;
1.6
“POPIA” Protection of Personal Information
Act No.4 of 2013;
1.7
“Regulator” Information Regulator; and
1.8
“Republic”
Republic of South Africa
2.
PURPOSE OF PAIA MANUAL
This PAIA Manual is useful for the public to-
2.1
check the categories of records held by a body which are available
without a person having to submit a formal PAIA request;
2.2
have a sufficient understanding of how to make a request for access to a
record of the body, by providing a description of the subjects on which the
body holds records and the categories of records held on each subject;
2.3
know the description of the records of the body which are available in
accordance with any other legislation;
2.4
access all the relevant contact details of the Information Officer and
Deputy Information Officer who will assist the public with the records they
intend to access;
2.5
know the description of the guide on how to use PAIA, as updated by the
Regulator and how to obtain access to it;
2.6
know if the body will process personal information, the purpose of
processing of personal information and the description of the categories of
data subjects and of the information or categories of information relating
thereto;
2.7
know the description of the categories of data subjects and of the
information or categories of information relating thereto;
2.8
know the recipients or categories of recipients to whom the personal
information may be supplied;
2.9
know if the body has planned to transfer or process personal information
outside the Republic of South Africa and the recipients or categories of
recipients to whom the personal information may be supplied; and
2.10
know whether the body has appropriate security measures to ensure the
confidentiality, integrity and availability of the personal information which
is to be processed.
3.
KEY CONTACT
DETAILS FOR ACCESS TO INFORMATION OF RCI
SOUTH AFRICA
3.1.
Chief Information Officer
3.2.
Deputy Information Officers
3.3. Access to information general contacts
3.4 National or Head Office
Postal Address: |
P.O. Box 783940 Sandton, 2146 |
Physical Address: |
Wanderers Office Park, BDO Building, 52 Corlett Drive, Illovo, 2196
|
Telephone: |
(011) 258-1000 |
Email: |
compliance@rci.com |
Website: |
RCI.co.za |
(Kindly note: This address is for
administrative purposes only. Walk-in services are no longer available.)
4.
GUIDE ON HOW
TO USE PAIA AND HOW TO OBTAIN ACCESS TO THE GUIDE
4.1.
The Regulator has, in terms of section 10(1) of PAIA, as amended, updated and made available the revised Guide on how to use PAIA (“Guide”), in an easily comprehensible form and manner, as may
reasonably be required by a person who wishes to exercise any right
contemplated in PAIA and POPIA.
4.2.
The Guide is available in
each of the official languages and in braille.
4.3.
The aforesaid Guide contains the description of-
4.3.1.
the objects of PAIA and POPIA;
4.3.2.
the postal and street address, phone and fax number and, if available,
electronic mail address of-
4.3.2.1.
the Information Officer of every public body, and
4.3.2.2.
every Deputy Information Officer of every public and private body designated
in terms of section 17(1) of PAIA[1]
and section 56 of POPIA[2];
4.3.3.
the manner and form of a request for-
4.3.3.1.
access to a record of a public body contemplated in section 11[3];
and
4.3.3.2.
access to a record of a private body contemplated in section 50[4];
4.3.4.
the assistance available from the IO of a public body in terms of PAIA
and POPIA;
4.3.5.
the assistance available from the Regulator in terms of PAIA and POPIA;
4.3.6.
all remedies in law available regarding an act or failure to act in
respect of a right or duty conferred or imposed by PAIA and POPIA, including
the manner of lodging-
4.3.6.1.
an internal appeal;
4.3.6.2.
a complaint to the Regulator; and
4.3.6.3.
an application with a court against a decision by the information
officer of a public body, a decision on internal appeal or a decision by the
Regulator or a decision of the head of a private body;
4.3.7.
the provisions of sections 14[5]
and 51[6]
requiring a public body and private body, respectively, to compile a manual,
and how to obtain access to a manual;
4.3.8.
the provisions of sections 15[7]
and 52[8]
providing for the voluntary disclosure of categories of records by a public
body and private body, respectively;
4.3.9.
the notices issued in terms of sections 22[9]
and 54[10]
regarding fees to be paid in relation to requests for access; and
4.3.10.
the regulations made in terms of section 92[11].
4.4.
Members of the public can inspect or make copies of the Guide from the
offices of the public and private bodies, including the office of the Regulator,
during normal working hours.
4.5.
The Guide can also be obtained-
4.5.1.
upon request to the Information
Officer;
4.5.2.
from the website of the Regulator (https://www.justice.gov.za/inforeg/).
4.6
A copy of the Guide is also
available in English, for public inspection during normal office hours at our
office. When a copy in another official language is made available by the South
African Human Rights Commission, we will also provide a non-English copy.
5.
CATEGORIES OF RECORDS
OF RCI SOUTH AFRICA WHICH ARE
AVAILABLE WITHOUT A PERSON HAVING TO REQUEST ACCESS
This section of the PAIA Manual sets out the
categories and descriptions of records held by RCI South Africa. Some of these
records are not automatically available without a request in terms of PAIA. The
inclusion of any category of records should not be taken to mean that records falling
within that category will be made available under PAIA. In particular, certain grounds
of refusal as set out in PAIA may be applicable to a request for such records.
Category of records
|
Type of records
|
Available on website
|
Availability may be
requested
|
Public Affairs
|
Public Product
Information
Public Corporate
Records
Media Releases
|
x
|
|
Finance
|
Financial records
Annual reports
Strategic Plans
Budgets
|
|
x
|
Human Resources
|
Policies and Procedures
Compliance Records
Employee Records
Recruitment Information
(CV’s & checks)
|
|
x
|
Operations
|
Member Records
|
|
x
|
Compliance
|
Contracts
Compliance Records
Operational Records
Policies and Procedures
|
|
x
|
Information Technology
|
Contracts
Policies and Procedures
Insurance Records
License Records
Project Records
Reports
Product Development Records
|
|
x
|
Business
Development
|
Contracts
Operational Records
Annual reports
|
|
x
|
Marketing
|
Member Database
Marketing Strategies
Sales records
Customer referrals
|
|
x
|
Marketing
|
Public product
information
|
x
|
|
6. DESCRIPTION OF THE RECORDS OF RCI SOUTH AFRICA WHICH ARE AVAILABLE IN ACCORDANCE WITH ANY OTHER LEGISLATION
Pension Funds Act, Nr.
24 of 1956
|
Income Tax Act, Nr. 58
of 1962 (Section 75)
|
Companies Act, Nr. 61
of 1973
|
Copyright Act, Nr. 98
of 1978
|
Value Added Tax Act,
Nr. 89 of 1991 (Section 65)
|
Occupational Health and
Safety Act, Nr. 85 of 1993
|
Compensation for
Occupational Injuries and Diseases Act, Nr. 130 of 1993 (Section 97)
|
Labour Relations Act,
Nr. 66 of 1995
|
Basic Conditions of
Employment Act, Nr. 75 of 1997 (Section 31)
|
Employment Equity Act,
Nr. 55 of 1998 (Section 26)
|
Skills Development Act,
Nr. 97 of 1998
|
Medical Schemes Act,
Nr. 131 of 1998
|
Skills Development
Levies Act, Nr. 9 of 1999
|
Unemployment Insurance
Act, Nr. 63 of 2001
|
7. DESCRIPTION OF THE SUBJECTS ON WHICH THE BODY HOLDS RECORDS AND CATEGORIES OF RECORDS HELD ON EACH SUBJECT BY RCI SOUTH AFRICA
|
Record Category
|
Business Development
|
Affiliation Agreements,
Marketing Records, Rental Agreements
|
Compliance
|
Compliance Records,
Contracts, Operational Records, Policies and Procedures
|
Finance
|
Annual Reports, Budgets,
Financial Records, Strategic Plans
|
Human Resources
|
Compliance Records,
Employee Records, Information (CV’s and recruitment checks), Policies and Procedures, Recruitment
|
Information Technology
|
Contracts, Licenses,
Policies, Product Development,
Projects, Reports
|
Marketing
|
Customer Referrals,
Marketing Strategies, Member Database, Public Product Information, Sales
Records
|
Operations
|
Member Records
|
8. PROCESSING OF PERSONAL INFORMATION
8.1 Purpose of Processing Personal Information
1. We may process personal information in connection with any of the following:
1.1. Our business transactions with you, including, but not limited to:
(i) Entering into or performing a contract with you.
(ii) Responding to your inquiries and fulfilling your requests.
(iii) Sending administrative information to you, for example, information regarding the services or an event you are attending.
(iv) Completing and fulfilling any purchases or requests for services.
1.2. For our legitimate business interests, including, but not limited to:
(i) Personalising your experience on the services by presenting products and offers tailored to you.
(ii) Allowing you to participate in sweepstakes, contests, and similar promotions, and administering such activities (each of which may have additional rules and could contain additional information about how we Process your Personal Information).
(iii) Facilitating social sharing functionalities of your social media account(s).
(iv) Carrying out data analysis, audits, fraud monitoring and prevention, internal quality assurance, developing new products, enhancing, improving or modifying our services, identifying usage trends, auditing use and functionality of our services, helping enforce compliance with our Terms of Use (found on our website), helping protect our services, determining the effectiveness of our promotional campaigns and operating and expanding our business activities.
(v) Subject to your marketing preferences (which may include consent to marketing under applicable law), to send you newsletters or marketing communications we believe may interest you, for our own products and services, and on behalf of our related companies or selected third parties in accordance with applicable law.
8.2 Description of the categories of Data Subjects and of the information or categories of information relating thereto
Data Subject
|
Personal Information that is
processed
|
Affiliate
(Club and Resort)
|
Address
Company Registration
Numbers
Name
VAT Registration
Numbers
|
Employee
|
Engagement Stage:
Educational
Qualifications
Email Address
Cell Phone Number
Criminal, Qualification
and Credit Checks
Curriculum Vitae
Identity Document
Interview
Questionnaires
Rest
of Employment:
Bank Account Number
Biometrics
Cell Phone Number
Contract of Employment
Disciplinary Records
Doctor's Notes
Email Address
Employee Code
Employee Personnel File
Leave Records
Medical Aid Details
Next Of Kin Contact
Information
Payslips
Performance Records
Residential Address
Tax Number
Termination Form
|
Service
Provider / Supplier
|
Address
Bank Details
Email Address
Identity Number
Language
Name
Ownership
Spouse Contact Numbers
|
Customer
|
Address
Bank Detail
Name
|
Member
|
Address
Bank Details
Email Address
Identity / Passport
Number
Language
Ownership
Spouse Contact Numbers
|
8.3
The recipients or
categories of recipients to whom the personal information may be supplied
Category of Personal Information
|
Recipients whom the Personal
Information may be supplied to
|
Booking
Information
|
Affiliates\Clubs
|
Payment
Details
|
Bank
or such other financial institution we work with
|
Member
Personal Information
|
The
affiliated resort / club
|
Employee
Identity number and name
|
3rd
party service provider assisting with recruitment checks for new hires
|
8.4 Planned transborder
flows of personal information
International Transfers: We are an international company and we may,
subject to applicable law, transfer your information, to our related companies
or selected third parties outside the country where you are located and where
information protection standards may differ (e.g. your information may be
stored on servers located in other jurisdictions such as the United States of
America and the United Kingdom)and your information will be transferred to
your holiday destinations to facilitate your booking). We will utilize
appropriate safeguards governing the transfer and usage of your Personal
Information.
8.5 General description of
Information Security Measures to be
implemented by the responsible party to ensure the confidentiality, integrity
and availability of the information
We implement various security safeguards,
such as (a) encryption on certain
personal information, (b) firewalls, (c) intrusion detection system on our
network, (d) antivirus software, and (e) vulnerability scans. We also make use
of segregation of duties so that personnel only accesses certain areas of information
required for their work.
9.
AVAILABILITY OF THE MANUAL
9.1
A copy of the Manual is available-
9.1.1
on RCI.co.za and m.RCI.co.za, if any;
9.1.2
to any person upon request and upon the payment of a reasonable prescribed
fee; and
9.1.3
to the Information Regulator upon request.
Director, RCI South
Africa
___________________________________________________