PAIA manual

Head of the private body and Information Officer: Genevere Visser, trading as Tolcketna Kennels.

• Postal / region: Welkom, Free State, South Africa. A street address for service of documents is available on written request.
• Telephone: +27 (0)82 564 6865
• Email: tolcketnakennels@gmail.com
• Website: https://tolcketnakennels.co.za

Requests should be sent to the Information Officer using the contacts above.

The Information Regulator has, in terms of section 10 of PAIA, published the Guide on how to use PAIA. The Guide is available from the Regulator in each official language and in braille. You may inspect it at the Regulator or request a copy. Enquiries about the Guide: enquiries@inforegulator.org.za, +27 10 023 5200, or inforegulator.org.za. Form 1 (request for a copy of the Guide) is on the Regulator’s PAIA forms page.

The public pages of this website, including our breeds, current and upcoming litters, gallery, this manual, the privacy notice, and the terms of service, are available without using Form 2.

Where a statute requires us to keep or produce a record, we will do so in the manner that statute requires. Laws that may apply include POPIA, the Consumer Protection Act 68 of 2008, the Electronic Communications and Transactions Act 25 of 2002, tax legislation, and KUSA registration rules. Access under those laws is not a substitute for a PAIA request where PAIA applies.

We hold records on the following subjects, where they exist:

• Website and enquiry administration: contact-form submissions, email and WhatsApp correspondence, and technical logs held by operators for a short time.
• Puppy placement: reservation notes, handover packs, KUSA papers, microchip and veterinary cards for puppies we place.
• Breeding dogs: health clearances, registration, and veterinary history used in our published profiles and in private breeding records.
• Kennel administration: invoices, receipts, and similar records of a small kennel.

Holding a category of record does not mean every requester may see it. Other families’ personal information, confidential veterinary detail, and records that would unreasonably disclose a third party will usually be refused.

Purpose, categories of data subjects, recipients, transborder flows, and security measures are set out in the privacy notice. Data subjects are mainly prospective and current puppy families and people who contact the kennel. Operators include Cloudflare, Google, and the website developer who hosts and maintains this site. Transborder flows are to those operators.

Complete Form 2 (Request for Access to Record) from the Information Regulator, currently published at inforegulator.org.za/paia-forms. Send it to the Information Officer by email or post. Include enough detail to identify the record, the form of access you want, an address in South Africa, and proof of identity. If you ask on behalf of someone else, prove that capacity.

We will decide the request in the time PAIA allows and use Form 3 where we must tell you the outcome and any fee. Grounds of refusal in PAIA (including protection of other people’s personal information) still apply.

Prescribed fees for private bodies are set in the PAIA Regulations (Government Notice R757 of 27 August 2021, as amended). We will tell you any request or reproduction fee before we copy records. A request for your own personal information under POPIA is handled as a data-subject request, described in the privacy notice, not as a request for records under PAIA.

If we refuse a request or do not respond, you may complain to the Information Regulator after using any internal process we offer. PAIA complaints: PAIAComplaints@inforegulator.org.za. Use Form 5 from the PAIA forms page. The Regulator’s complaints page is inforegulator.org.za/complaints.

This manual is published on this website, and a copy is available from the Information Officer on request. The Information Regulator may request a copy. We will update it when our records or contacts change.