Promotion of Access to Information Act 2 of 2000 (“PAIA”)

If you wish to request a record from a private body, the South African Human Rights Commission (“SAHRC”) has published a general “Guide on how to use PAIA,” available from the SAHRC at:

• Website: www.sahrc.org.za
• Telephone: 011 877 3600
• Email: PAIA@sahrc.org.za

Information Officer

Deputy Information Officer(s)

Katlehong Renal’s Information Officer is registered with the Information Regulator of South Africa in terms of POPIA.

Certain records are voluntarily made available and can be accessed without following the formal PAIA request procedure, including via our website or on request from reception, such as:

• General information about our services (haemodialysis, peritoneal dialysis, acute dialysis, CRRT, home dialysis training, nutritional counselling, transplant evaluation, health education, patient transport)
• Our contact details and physical location
• This PAIA manual
• Our Privacy Policy (POPIA), Disclaimer, and Terms and Conditions
• General marketing and community-outreach material

Katlehong Renal holds records in the following broad categories. Not all records in a category will be accessible, and access is always subject to the grounds for refusal set out in Chapter 4 of Part 2 of PAIA (e.g. protection of third-party privacy, commercial information, legal privilege, health/safety, and other statutory protections).

a) Patient records

• Patient identification and contact details
• Medical, clinical, and treatment records (including dialysis treatment history, test results, referrals, and care plans)
• Billing, medical aid, and payment records
• Consent forms and correspondence with patients or their representatives

b) Corporate and administrative records

• Company registration and statutory records
• Policies, procedures, and internal governance documents
• Employment records of staff and contractors
• Financial records, invoices, and supplier contracts

c) Facility and operational records

• Health and safety records
• Equipment maintenance and compliance records
• Records relating to regulatory compliance (e.g. Department of Health, professional council registrations)

d) Website and marketing records

• Records collected through our website contact form (name, email address, message)
• Cookie and analytics data (see our Privacy Policy for details)

A request for access must be made using the prescribed form (Form 2 for private bodies) under PAIA, which can be obtained from the Information Regulator’s website at www.justice.gov.za/inforeg or requested from us at the contact details above.

The requester must:

1. Provide sufficient detail to enable the record to be located.
2. Indicate the form of access required (e.g. copy, inspection, electronic format).
3. Provide proof of identity, and if requesting on behalf of another person, proof of authority to act on that person’s behalf.
4. Specify a postal address, fax number, or email address in South Africa to which correspondence may be sent.
5. Pay the prescribed request fee, where applicable.

Completed request forms should be submitted to the Information Officer at the address, email, or telephone number set out in section 3 above.

In accordance with the PAIA Regulations, Katlehong Renal may charge:

• A request fee payable by all requesters other than personal requesters seeking access to their own personal information (currently R50, subject to any amendment by the Minister of Justice and Correctional Services).
• An access/reproduction fee, calculated according to the tariff prescribed in the PAIA Regulations, covering photocopying, printing, electronic copies, postage, and search and preparation time where applicable.

We will notify a requester of the applicable fees before records are provided, and processing of a request may be suspended until a deposit or fee is paid, where required by the Regulations.

We will respond to a valid request within 30 days of receipt, as required by section 56 of PAIA, unless an extension is permitted under section 57 (for example, where the request is for a large volume of records or requires consultation with a third party), in which case we will notify the requester in writing.

If access is granted, we will notify the requester of the fee payable (if any) and the form in which access will be given. If access is refused, in full or in part, we will provide written reasons for the refusal, with reference to the relevant provision(s) of PAIA relied upon.

Access to a record may be refused where PAIA permits or requires refusal, including where disclosure would involve the unreasonable disclosure of a third party’s personal information, would breach a duty of confidentiality, would prejudice the commercial interests of Katlehong Renal or a third party, is protected by legal privilege, or falls within any other exemption set out in Part 2 of PAIA.

PAIA does not currently provide for an internal appeal process for private bodies. A requester who is dissatisfied with our response may:

• Lodge a complaint with the Information Regulator, or
• Apply directly to a court (including the High Court, or the Magistrate’s Court with jurisdiction) for appropriate relief, in terms of section 78 of PAIA.

Contact details of the Information Regulator

This manual is available:

• Free of charge on our website at https://katlehongrenal.co.za
• On request, free of charge, from our reception at the Sekete Health and Wellness Centre
• On request by email or telephone (contact details in section 3)

Katlehong Renal will review and update this manual periodically to ensure it remains accurate and compliant with PAIA and any applicable regulations.