PROTECTION OF PERSONAL INFORMATION POLICY

Description of the Act
The Promotion of Access to Information Act, No 2 of 2000 ("the Act") was enacted on 3 February 2000, giving effect to the constitutional right of access to any information held by the state and any information that is held by another person and that is required for the exercise or protection of any rights. Where a request is made in terms of the Act, the body to whom the request is made is obliged to release the information, except where the Act expressly provides that the information mayor must not be released. The Act sets out the requisite procedural issues attached to such request. The Act is read in conjunction with the Protection of Personal Information Act 4 of 2013.
 
Purpose
This manual is intended to foster a culture of transparency and accountability, by giving effect to the right to information that is required for the exercise or protection of any right and to actively promote a society in which the people of South Africa have effective access to information to enable them to more fully exercise and protect their rights.
In order to promote effective governance of private bodies, it is necessary to ensure that everyone is empowered and educated to understand their rights in terms of the Act in order for them to exercise their rights in relation to public and private bodies.
Section 9 of the Act however recognises that such right to access information cannot be unlimited and should be subject to justifiable limitations, including, but not limited to:
•    Limitation saimed at the reasonable protection of privacy;
•    Commercial confidentiality; and
•    Effective, efficient and good governance;
and in a manner which balances that right with any other rights, including such rights contained in the Bill of Rights in the Constitution.
This manual sets out to deal with the requests in a conforming manner, which will enable the requestors to obtain the records which they are entitled to in a quick, easy and accessible manner. Provisions of sections 18 and 53 of the Act apply to requests made in terms of section 23 of the Protection of Personal Information Act4 of 2013.
Wherever reference is made to "institution" in this manual, it will refer to the private legal entities or individuals, for whom this manual is drafted.
Any and all requests can be emailed to daleen@jumpingfoxsoftware.com
Guide of SA Human Rights Commission
The guide will contain such information as may reasonably be required by a person who wishes to exercise any right contemplated in the Act. Any enquiries regarding this guide should be directed to:
•    The SOUTH AFRICAN HUMAN RIGHTS COMMISSION, at PAIA Unit (THERESEARCH AND DOCUMENTATION DEPARTMENT),
•    132 Adderley street, Cape Town City Centre, Cape Town, 8001;
•     Telephone Number : (021) 426 2277;
•    Website : www.sahrc.org.za
•    E-Mail Address : paia@sahrc.org.za
Records of JumpingFox Software (Pty) Ltd and its Subsidiaries
•    This clause serves as a reference to the records that Jumping Fox Software (Pty) Ltd (“JFS”) and all its subsidiaries holds.
•    It is recorded that the accessibility of the documents listed herein below, may be subject to the grounds of refusal set out hereinafter.
•    The information is classified and grouped according to records relating to the following subjects and categories:
Personnel Records
•    Personal records provided by personnel.
•    Records provided by a third party relating to personnel.
•    Conditions of employment and other personnel-related contractual and quasi-legal records.
•    Internal evaluation records and other internal records.
•    Correspondence relating to personnel.
•    Training schedules and material.
•    “Personnel” refers to any person who works for, or provides services to or on behalf of JFS, and receives or is entitled to receive remuneration and any other person who assists in carrying out or conducting the business of JFS. This includes, without limitation, directors (executive and non-executive), all permanent, temporary and part- time staff, as well as contract workers.
Customer Related Records
•    Records provided by a customer to a third party acting for or on behalf of JFS;
•    Records provided by a third party;
•    Records generated by or within JFS relating to its customers, including transactional records. A “customer” refers to any natural or juristic entity that receives services from JFS.
Private Body Records
•    Financial records;
•    Operational records;
•    Databases;
•    Information Technology;
•    Marketing records;
•    Internal correspondence;
•    Product records;
•    Statutory records;
•    Internal Policies and Procedures;
•    Treasury-related records;
•    Securities and Equities; and
•    Records held by officials of the institution.
•    These records include, but are not limited to, the records which pertain to JFS’s own
affairs.
Records available in accordance with South African legislation
JFS holds records in terms of legislation as detailed below.
Other Party Records
•    Personnel, customer or private body records which are held by another party, as opposed to the records held by JFS itself;
•    Records held by JFS pertaining to other parties, including without limitation, legal documents, financial records, correspondence, contractual records, records provided by the other party, and records third parties have provided about the contractors/suppliers.
•    JFS may possess records pertaining to other parties, including without limitation contractors, suppliers, subsidiary/holding/sister companies, joint venture companies, and service providers. Alternatively, such other parties may possess records that can be said to belong to JFS.
Refusal of Access to Records
Grounds to Refuse Access
The main grounds for JFS to refuse a request for information relates to the:
 
•    Mandatory protection of the privacy of a third party who is a natural person/juristic, which would involve the unreasonable disclosure of personal information of that natural person/juristic;
•    Mandatory protection of the commercial information of a third party, if the record contains:
•    trade secrets of the third party;
•    financial, commercial, scientific, legal or technical information which disclosure could likely cause harm to the financial, legal or commercial interests of that third party;
•    information disclosed in confidence by a third party to JFS, if the disclosure could put that third party at a disadvantage in negotiations or commercial competition;
•    Mandatory protection of confidential information of third parties if it is protected in terms of any agreement;
•    Mandatory protection of the safety of individuals and the protection of property;
•    Mandatory protection of records which would be regarded as privileged in legal proceedings;
•    The commercial activities of JFS, which may include:
•    trade secrets of JFS;
•    financial, commercial, scientific or technical information which disclosure could likely cause harm to the financial or commercial interests of JFS;
•    information which, if disclosed could put JFS at a disadvantage in negotiations or commercial competition;
•    a computer program which is owned by JFS, and which is protected by copyright.
•    the research information of JFS or a third party, if its disclosure would disclose the identity of JFS, the researcher or the subject matter of the research and would place the research at a serious disadvantage.
•    Requests for information that are clearly frivolous or vexatious, or which involve an unreasonable diversion of resources shall be refused.
•    Section23(4)(a) of the Protection of Personal Information Act applies the same grounds to refuse access.

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Remedies Available when JFS Refuses a Request
Internal Remedies
JFS does not have internal appeal procedures. As such, the decision made by the Information Officer is final, and requestors will have to exercise such external remedies at their disposal if the request for information is refused, and the requestor is not satisfied with the answer supplied by the Information Officer.
 
External Remedies
•    A requestor that is dissatisfied with the Information Officer’s refusal to disclose information, may within 30 days of notification of the decision, apply to a Court for relief.
•    Likewise, a third party dissatisfied with the Information Officer’s decision to grant a request for information, may within 30 days of notification of the decision, apply to a Court for relief. For purposes of the Act, the Courts that have jurisdiction over these applications are the Constitutional Court, the High Court or another court of similar status.
 
Request Procedure
Procedural Requirements
The requester must comply with all the procedural requirements contained in the Act relating to the request for access to a record.
The requester must complete the prescribed form, and submit same as well as payment of a request fee and a deposit, if applicable to the Information Officer or the Deputy Information Officer at the postal or physical address or electronic mail address as stated above.
The prescribed from must be filled in with enough to at least enable the Information Officerto identify:
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• The record or records requested;
• The identity of the requester,
• Which form of access is required, if the request is granted;
• The postal address or email address of the requester.
 
The requester must state that they require the information in order to exercise or protect aright, and clearly state what the nature of the right is so to be exercised or protected. In addition, the requester must clearly specify why the record is necessary to exercise or protect such a right.
JFS will process the request within 30 days, unless the requester has stated special reasons which would satisfy the Information Officer that circumstances dictate that the above time periods not be complied with.
The requester shall be informed whether access is granted or denied in writing. If, in addition, the requester requires the reasons for the decision in any other manner, they must state the manner and the particulars so required.
If a request is made on behalf of another person, then the requester must submit proof of the capacity in which the requester is making the request to the reasonable satisfaction of the Information Officer.
If an individual is unable to complete the prescribed form because of illiteracy or disability, such a person may make the request orally.
The requester must pay the prescribed fee, before any further processing can take place. If an information officer fails to give the decision on a request for access to the requestor concerned within 30 days, the information officer is regarded as having refused the request.

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Decision
Time Allowed to Institution
JFS will, within30 days of receipt of the request, decide whether to grant or decline the request and give notice with reasons (if required) to that effect.
The 30 day period with which JFS has to decide whether to grant or refuse the request, may be extended for a further period of not more than thirty days if the request is for a large number of information, or the request requires a search for information held at another office of JFS and the information cannot reasonably be obtained within the original 30 day period.
JFS will notify the requester in writing should an extension be sought.

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Availability of the Manual
This manual is made available in terms of Regulation Number R.187 of 15 February 2002.
RECORDSAVAILABLE IN ACCORDANCE WITH SOUTH AFRICAN LEGISLATION
•    Administration of Estates Act 66 of 1965
•    Alienation of Land Act 68 of 1981
•    Attorneys Act 53 of 1979
•    Banks Act 94 of 1990
•    Basic Conditions of Employment Act 75 of 1997
•    Bills of Exchange Act 34 of 1964
•    Births and Deaths Registration Act 51 of 1992
•    Children’s Act 38 of 2005
•    Collective Investment Schemes Act 45 of 2002
•    Companies Act 71 of 2008
•    Compensation for Occupational Injuries and Diseases Act 130 of1993
•    Competition Act 89 of 1998
•    Constitution Of the Republic of South Africa, 1996
•    Consumer Protection Act 68 of 2008
•    Criminal Procedures Act 51 of 1977
•    Debt Collectors’ Act 114 of 1998
•    Deeds Registries Act 47of 1937
•    Designs Act 195 of 1993 (Sect 7(2))
•    Electronic Communications Act 36 of 2005
•    Electronic Communications and Transaction Act 25 of 2002
•    Employment Equity Act 55 of 1998
•    Estate Agency Affairs Act 112 of 1976
•    Extension of Security of Tenure Act 62 of 1997
•    Financial Advisory and Intermediary Services Act 37of 2002Financial Institutions (Protection of Funds) Act 28 of 2001
•    Financial Intelligence Centre Act 38 of 2001
•    Financial Markets Act 19 of 2012
•    Firearms Control Act 60 of 2000
•    Fund Raising Act 107 of 1978
•    Home Loan and Mortgage Disclosure Act 63 of 2000
•    Identification Act 68 of 1997
•    Insolvency Act 24 of 1936
•    Inspection of Financial Institutions Act 80 of 1998
•    Labour Relations Act 66 of 1995
•    Long Term Insurance Act 52 of 1998
•    National Credit Act 34 of 2005
•    National Environmental Management Act 107 of 1998
•    National Environmental Management Waste Act 59 of 2008
•    National Payment System Act 78 of 1998
•    National Heritage Resources Act 25 of 1999
•    Occupational Health and Safety Act 85 of 1993
•    Patents Act 57 of 1978
•    Pension Fund Act 24 of 1956
•    Prevention and Combating of Corrupt Activities Act 12 of 2004
•    Promotion of Access to Information Act 2 of 2000
•    Protected Disclosures Act 26 of 2000
•    Protection of Constitutional Democracy against Terrorist and Related Activities Act 33 of 2004
•    Protection of Personal Information Act 4 of 2013
•    Regulation of Interception of Communications and Provision of Communication Related
Information Act 70 of 2002
•    Short Term Insurance Act 53 of 1998
•    South African Reserve Bank Act 90 of 1989
•    Tax Administration Act 28 of 2011
•    Trade Marks Act 194 of 1993
•    Transfer Duty Act 40 of 1949
•    Unemployment Insurance Act 63 of 2001
•    Value Added Tax Act 89 of 1991
 
Forms needed:
Form C - Request for access to record of Private Body (Section 53(1) of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000)) [Regulation 10]:
https://www.justice.gov.za/forms/paia/J752_paia_Form%20C.pdf

The model of a fruitful relationship

Since 2017, the renowned Edgemead High School in Cape Town has trusted Jumping Fox Software to assist in optimising its internal account management processes. With the aid of our online account management and exemption systems, this school’s financial team has gone from strength to strength.

Michelle, an experienced member of Edgemead High School’s financial team, explains that all of the system’s features have now become an integral part of her daily routine. She adds that automating the majority of her daily tasks with Jumping Fox Software has enabled her to improve the quality of her work by leaps and bounds.

Most notably, Michelle says that the system has made a measurable difference in four key areas:

1. Account management strategy and exemption application process
2. Saving time by automating repetitive tasks
3. Increasing the school’s cash flow
4. Fostering positive relationships with parents through more transparent collection processes

In addition, Michelle lists a few of her favourite system features that continue to make her workday easier:

1. Automated daily tasks (SMS, email, phone calls)
2. Bulk execution functionality  
3. In-depth management reports, including SMS status, payment arrangements, and account performance reports

On our part, working with Michelle has also been a joy for our team. She is an active user who likes to stay ahead of the curve and provide constant feedback to the Jumping Fox Software team. This helps to make our system features even better and more effective for all of our clients.

If your account management team is struggling to improve its internal collection and exemption processes, why not get in touch with us? Our customer success agents are available to provide a free assessment of your internal processes whenever you’re ready. Just call 021 - 001 4758.

Spending some time on the right solution is a game-changer

When Drakenstein Primary School in Paarl, Western Cape needed to improve their internal collection processes in 2017, they knew that they had to move their operation online. Jumping Fox Software assisted the school in setting up their new online account management system.

Elise, who works on Drakenstein Primary’s financial team, says that including technology into her daily routine was a massive step forward. “Getting to grips with the new system was definitely a learning curve but the improvement that it made to our internal processes was worth the time we put in.”

In addition to making use of its online account management solution, the school also has access to Jumping Fox Software’s panel of attorneys, Jonker Vorster Attorneys. This leading legal firm specialises in business-to-business credit management and debt recovery, drawing on the expertise of a talented legal team with 50+ years of combined experience.

Elise explains that since switching to an online account management system, the team was successfully able to increase the school’s cash flow. “We also improved our control over daily processes, saved on time and costs, and we now correspond with parents in a much more consistent manner.”

Elise lists some of her favourite system features:

1. Email and SMS functionality with bulk send option
2. Sequence collection workflow
3. Electronic handovers to the legal team
4. Template collection documents (including acknowledgment of debt, letter of demand, and section 41 notice)

The Jumping Fox Software team loves working with Elise. She is a positive and energetic professional who never shies away from a challenge.

If your account management team is struggling to improve its internal collection and exemption processes, why not get in touch with us? Our customer success agents are available to provide a free assessment of your internal processes whenever you’re ready. Just call 021 - 001 4758.

Kuilen Primary School

De Kuilen Primary School, located in the Western Cape, may have only recently started using Jumping Fox Software’s online account management system, but the school’s financial team has already seen massive improvements in internal collection processes.
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“We are really impressed with the system so far. The debt restructure tool, which reminds parents with payment arrangements when they need to pay outstanding amounts, has already been particularly helpful. Overall, our team has been able to complete tasks and get through our workload much faster. This solution is living up to its reputation,” says Clariska Claassens, a senior member of the school’s financial team.

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Here are some of Clariska 's favourite system features:

1. Email and SMS functionality with bulk send option;
2. Automated collection workflow
3. To-do generator (to create custom to-dos on any account)
4. Debt restructure tool.

If you are part of an account management team that struggles with internal collection and exemption processes, please contact us. Our customer success agents are available to provide a free assessment of your internal processes whenever you’re ready.

Training lies at the heart of great results

Top-performing Wynberg Girls' Junior School in Cape Town's southern suburbs, has been using Jumping Fox Software’s online account management system to successfully improve their internal collection processes. However, as Dezanne, who works on Wynberg Girls' Junior School’s financial team points out, getting the right training is just as important as implementing the right software solution.

“Jumping Fox Software has certainly made our work much easier, and introduced us to a host of functionalities that have taken our work to the next level. With that said, knowing how and when to use the cutting-edge features of this software is vital. This is why team training is such an integral part of the implementation process for any new software.”

With the correct training, a financial team will be able to master all of the online account management system’s features, including:

1. Centralised account data, allowing team members to access complete and in-depth information about each account;

2. Automated daily tasks, account notifications, and reports;

3. Email and SMS functionalities with bulk send options.

Implementing the right software solution and putting in just a few training hours can up your financial team’s performance by leaps and bounds.

To learn more about the Jumping Fox Software solution and the training that we offer, visit the Jumping Fox Software website for more information. You can also contact one of our customer success agents for a free assessment of your internal processes (021 - 001 4758).

The benefits of a high-tech solution

W.A Joubert Primary School, a prestigious institution in Paarl, Western Cape, has been part of the Jumping Fox Software family since 2017 - when they first signed on to use our online account management system to perfect their collection process.

The school’s financial department has since been going from strength to strength, according to Sanet and Claudelle – two of W.A. Joubert’s financial team members.

“Jumping Fox Software’s solution has enabled our school’s accounts department to function as a true tech-enabled organisation. Our team is now able to perform their tasks while working from home (which has become a very important function since the start of the pandemic),” says Sanet.

Claudelle adds that the system has also ensured that the financial team remains in compliance with all legal regulations. “Through Jumping Fox Software, we are able to share all of our information with our legal team. We work closely with Jonker Vorster Attorneys on any and all matters related to collecting outstanding school fees. Not only has this reduced our workload, but the benefit that this has had to cash flow has been clear.”

Sanet and Claudelle list a few of the system features that have made the biggest difference to the team’s daily operation:

- Email and SMS functionality with bulk send options;
- Automation of daily tasks (SMS, email, phone calls);
- Electronic handover of outstanding school fee accounts to the legal team;
- Automated reports.

The Jumping Fox Software team is proud of what W.A Joubert Primary School has achieved so far, and we look forward to seeing where this school goes next.

If your account management team is struggling to improve its internal collection and exemption processes, why not get in touch with us? Our customer success agents are available to provide a free assessment of your internal processes whenever you’re ready. Just call 021 - 001 4758.

Getting to know the system inside and out

HTS John Vorster, located in Gauteng, is a school that understands the importance of healthy cash flow. That is why they brought Jumping Fox Software’s online account management system in to improve their internal collection processes.

Having taken the time to learn and utilise all of the functionalities offered by the Jumping Fox system, Astrid and Ilza – two highly skilled members of HTS John Vorster’s finance department – have seen several major improvements in their daily operations.

Astrid explains that the team’s internal collection strategy was one of the first things to change for the better. “Our collections process quickly became much more streamlined and easier to manage. The automation of our repetitive daily tasks is also winning this department a lot of time that we can spend on more complex tasks.”

Ilze adds that implementing the online account management system has also significantly increased cash flow. “The transparency of the whole process has also gone a long way towards helping us to build better relationships with parents.”

Some of the most helpful system features, according to Astrid and Ilze, include:

· An Email and SMS functionality with bulk send option;
· Daily task automation (including SMS, emails, phone calls, and reports)
· Collection process templates that include a letter of demand and a section 41 notice.

Jumping Fox Software has enjoyed working with the dedicated finance department at HTS John Vorster. It always motivates us to interact with a team that is driven to explore and use as much of our online system as they can.

If your account management team is struggling to improve its internal collection and exemption processes, why not get in touch with us? Our customer success agents are available to provide a free assessment of your internal processes whenever you’re ready. Just call 021 - 001 4758.

Noord-Eind Primary School

Noord-Eind Primary School in Paarl, signed up for Jumping Fox Software’s online account management system some years ago. Since then, the school has significantly improved its internal collection processes.

“Our team has definitely been under much less pressure since we started using the system. Parents respond more quickly, and we have much fewer problems with defaulting accounts. Next we are going to look at implementing the online exemption system,” says Wilma, a member of the school’s financial department.

Here are Wilma's favorite system features:
1. Email and SMS functionality with bulk send option;
2. Registered post functionality;
3. Automated collection workflow;
4. To-do generator (to create custom to-dos on any account);
5. Management reports.

To learn more about the impact that Jumping Fox Software has had on this school, and what we can do for you, visit our website for more information. You can also contact one of our customer success agents for a free assessment of your internal processes (021 - 001 4758).

Bergvliet High School

Bergvliet High School in the Western Cape implemented Jumping Fox Software’s online account management system in 2018. Since then, the school’s financial team has managed to save both time and money in its daily operations.

The system’s centralized parent data, automatic monitoring of account payments and increased control over our daily routine has saved the school vast amounts of time, while also eliminating paper waste.

Here are just some system features that helped the school succeed:

* Email and SMS functionality with bulk send option.
* Automated collection workflow.
* Management reports (including SMS status, arrangements).
* Collection template documents (section 41 notice).
* Account history for accurate paper trails.

To learn more about the impact that Jumping Fox Software has had on this school, and what we can do for you, visit the Jumping Fox Software website for more information. You can also contact one of our customer success agents for a free assessment of your internal processes (021 - 001 4758).

Kronendal Primary

Kronendal Primary School, located in the Western Cape, has been using Jumping Fox Software’s online account management system for a number of years, and has improved its internal collection processes significantly over time.
“We have seen a substantial improvement in payment arrangements as well as our time management. I think our most-used feature has to be the SMS functionality. It makes it much easier for us to get a hold of parents,” says Sasha Jarvis, a member of the school’s financial department.

Here are Sasha's favorite system features:

1. Email and SMS functionality with bulk send option;
2. Automated collection workflow;
3. To-do generator (to create custom to-dos on any account);
4. Management reports.

To learn more about the impact that Jumping Fox Software has had on this school, and what we can do for you, click here or visit the Jumping Fox Software website for more information. You can also contact one of our customer success agents for a free assessment of your internal processes (021 - 001 4758).

Paarl Gymnasium High School

Understanding what it takes to achieve success

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Renowned Western Cape educational institution, Paarl Gymnasium High School, has been an ardent user of Jumping Fox Software’s online account management system since 2017. As one of South Africa’s foremost schools, they understand the importance of managing one’s internal collection processes through cutting-edge technology and following a structured legal process.

Annell, a valued member of the school’s financial team, explains that Jumping Fox Software’s solution was a perfect fit for the school’s rigorous requirements. “We needed a service provider that could ensure our finance department complied with all the relevant legal requirements around collections, help us achieve consistency in our correspondence with parents, and would give us direct access to a panel of experienced attorneys - Jumping Fox Software delivered on every aspect.”

Annell lists her favourite system features:

1. Email and SMS functionality with bulk send option;
2. Automation of daily tasks (SMS, email, phone calls);
3. Centralised parent data.

If your collection team is struggling to improve its internal collection and exemption processes, get in touch with us at 021 - 001 4758.

A system to support a highly-skilled team

Well-known Western Cape school, Paarl Boys High, has been managing its accounts and exemptions through Jumping Fox Software’s online system since 2018. In that time, the school has not only managed to improve its internal collection process, but has also made it much easier for the financial team to do its job.

Melanie, a member of Paarl Boys High’s financial team, and a professional with extensive experience in legal processes, notes that improving the school’s cash flow was only one of the many benefits of adopting a state-of-the-art online account management system.

“The system helped us to correspond with parents much more consistently, which assists us greatly in addressing and managing any potential problems as soon as they arise. Restructuring debts and arranging payment plans are also much easier. Most importantly, having the accounts management and exemption system online means that our work can be kept up to date at all times.”

Melanie lists some of her favourite system features:
· Email and SMS functionality with bulk send option;
· Sequence collection workflow;
· The ability to upload and monitor account arrangements.

Working with a professional who understands the legal environment, makes it easy for the Jumping Fox Team to deliver the best support possible. This is why we love working with Melanie.    

If your account management team is struggling to improve its internal collection and exemption processes, why not get in touch with us? Our customer success agents are available to provide a free assessment of your internal processes whenever you’re ready. Just call 021 - 001 4758.