1. Introduction

This Access to Information Manual (“Manual”) has been prepared in accordance with PAIA and POPIA to provide information on how requesters can access records held by Apace Systems (Pty) Ltd (“Apace Systems”).

Apace Systems specializes in real-time, modular IT solutions for the healthcare and insurance industries. This Manual ensures transparency regarding access to records and compliance with legal obligations.

  1. General Definitions

“CEO” – Chief Executive Officer

“DIO” – Deputy Information Officer

“IO” – Information Officer

“Minister” – Minister of Justice and Correctional Services

“PAIA” – Promotion of Access to Information Act No. 2 of 2000

“POPIA” – Protection of Personal Information Act No. 4 of 2013

“Regulator” – Information Regulator of South Africa

  1. Company Contact Details

The Information Officer is responsible for handling information requests:

Information Officer: Gerhard van Wyk

Deputy Information Officer: Isaack Manitho

Office Address: Apace Systems (PTY) Ltd

Centurion Mall Lower Ground Floor

Office LG134 – Regus Global Spaces

1269 Gordon Hood Road

Centurion,

South Africa

0157

Email: info@apace.systems

Website: apace.systems

Phone: +27 87 357 0230

  1. PAIA Guide

The Information Regulator of South Africa provides a PAIA Guide on how to exercise rights under PAIA and POPIA.

Website: www.justice.gov.za/inforeg

Enquiries Email: enquiries@inforegulator.org.za

PAIA Complaints Email: PAIAComplaints@inforegulator.org.za

  1. Automatic Disclosure

Publicly available records include:

  • Company brochures, pamphlets, and publications
  • Newsletters and press releases
  • Information on the company website

A requester may obtain these records without filing a PAIA request.

  1. Records Available in Terms of Other Legislation

Apace Systems maintains records in compliance with various laws, including:

  • Companies Act 71 of 2008
  • Electronic Communications and Transactions Act 25 of 2002
  • Income Tax Act 58 of 1962
  • Medical Schemes Act 131 of 1998
  • National Health Act 61 of 2003
  • Occupational Health and Safety Act 85 of 1993
  • Protection of Personal Information Act 4 of 2013 (POPIA)
  1. Subject Categories of Records

Company and Group Records: Incorporation documents, shareholding, and governance records

Financial and Tax Records: Annual financial statements, invoices, tax returns, and VAT records

Employee Records: Employment contracts, salary records, HR policies, and performance records

Health and Safety Records: Incident reports, compliance certificates

Client and Partner Records: Agreements, contracts, and communication records

Biometric and Medical Records: Patient verification data (with consent), claims processing records

Risk and Compliance Records: Policies, risk assessments, fraud detection reports

  1. The Purpose for Processing Personal Information

Apace Systems collects and processes personal information to:

  • Provide IT services to clients in healthcare and insurance
  • Conduct real-time biometric verification for security and fraud prevention
  • Facilitate claims processing and adjudication
  • Improve AI-driven risk modeling and analytics
  • Ensure regulatory compliance
  1. Processing of Personal Information

Personal information processed includes:

  • Clients & Patients: Name, ID, medical history (with consent)
  • Employees: Personal details, tax records, biometric data
  • Business Partners: Contracts, banking details

Apace Systems adheres to strict security and privacy protocols.

  1. Recipients to Whom Personal Information May Be Supplied

Apace Systems may share information with:

  • Healthcare funders and insurers (for claims processing)
  • Regulatory bodies (as required by law)
  • Medical practitioners (for patient care)
  • Third-party service providers (under strict confidentiality agreements)
  1. Cross-Border Transfer of Personal Information

Apace Systems may transfer data internationally only when:

  • The recipient country provides adequate data protection
  • The transfer is necessary for contractual performance
  • The individual consents to the transfer
  1. Security Safeguards

Apace Systems implements:

  • End-to-end encryption
  • Biometric authentication
  • Regular cybersecurity audits
  • Access control mechanisms
  1. Access Procedure

To request access to records, complete Form 2 available at:

https://inforegulator.org.za/wp-content/uploads/2020/07/InfoRegSA-PAIA-Form02-Reg7.pdf

Submit the request to: info@apace.systems

Processing time: 30 days

  1. Grounds for Refusal of Access

Apace Systems may refuse access if:

  • It compromises third-party confidentiality
  • It poses a security risk
  • It violates POPIA regulations
  1. Fees Payable

Fees apply for reproduction and search efforts. A detailed fee structure is available upon request.

  1. Availability of this Manual

This Manual is available:

  • On the Apace Systems website
  • By email request to info@apace.systems
  • In hard copy at the Apace Systems office