Our manual under the Promotion of Access to Information Act (PAIA), setting out what records we hold and how to request access.
Last updated: April 2026
1.1 This manual is published by OceanMind (Pty) Ltd in accordance with section 51 of the Promotion of Access to Information Act, 2 of 2000 (PAIA). 1.2 It describes the records held by OceanMind, the procedure for requesting access to them, and the rights of requesters under the Act. 1.3 The manual applies to all records held by OceanMind, irrespective of when they were created or the medium in which they are held.
2.1 OceanMind (Pty) Ltd is a private company registered in the Republic of South Africa. 2.2 Registered office: 10 Clovelly Crescent, Maroeladal, Randburg 2191. 2.3 OceanMind is an authorised Financial Services Provider (FSP 55689) licensed by the Financial Sector Conduct Authority under the Financial Advisory and Intermediary Services Act, 2002.
3.1 The Information Officer of OceanMind is responsible for the administration of this manual and for the handling of requests made under the Act. 3.2 The Information Officer may be contacted at info@oceanmind.co.za, or by post to the registered office.
4.1 OceanMind holds the following categories of records: (a) Client records — personal and contact information, risk assessments, records of advice, policy documents, correspondence, and claims records; (b) Product-supplier records — agency and binder agreements, commission statements, product literature; (c) Employment records — contracts of employment, personnel files, training and performance records; (d) Financial records — accounting, banking, taxation, and audit records; (e) Regulatory and compliance records — FSCA correspondence, compliance reports, complaints register, conflict-of-interest register; (f) Corporate records — constitutional documents, shareholder and director resolutions, and minutes of meetings.
5.1 The following are available without a formal request under the Act: (a) This manual, the Privacy Policy, the Terms of Service, the Regulatory Information page, the Complaints Procedure, and the Conflict of Interest Policy — all published on the OceanMind website; (b) Personal records held by OceanMind about the requester — available on written request to the representative handling the requester's affairs; (c) Regulatory filings of OceanMind — available via the Financial Sector Conduct Authority at fsca.co.za.
6.1 Records containing personal information of third parties, confidential commercial information, or other categories protected under the Act require a formal request. 6.2 Requests must be submitted on the prescribed Form 2 (for information about the requester) or Form 3 (for information about another person), available from the Information Regulator at inforegulator.org.za. 6.3 Requests must be accompanied by the requester's identification and, where applicable, written authority to act on behalf of another person.
7.1 A request fee, as prescribed under the Act, is payable in respect of all requests other than requests by a data subject for records of their own personal information. 7.2 An access fee, calculated at prescribed rates, is payable in respect of the time and resources required to search for, reproduce, and supply records. 7.3 An estimate of applicable fees will be provided before work commences.
8.1 OceanMind will respond to a properly submitted request within 30 days of receipt. 8.2 The period may be extended by a further 30 days where the request is complex, involves a large volume of records, or requires consultation with a third party whose information is the subject of the request. 8.3 The requester will be notified in writing of any extension, together with the reasons for it.
9.1 OceanMind may refuse access to a record in the circumstances set out in Chapter 4 of the Act, including where disclosure would: (a) Unreasonably disclose the personal information of a third party; (b) Breach commercial confidentiality of OceanMind or a third party; (c) Prejudice the course of justice, legal proceedings, or a commercial negotiation; (d) Be protected by legal privilege; or (e) Endanger the life or physical safety of any individual. 9.2 Where a request is refused, the requester will be notified in writing of the grounds for refusal and of their rights of appeal.
10.1 A requester whose request has been refused, or who is dissatisfied with any aspect of OceanMind's response, may lodge a complaint with the Information Regulator at inforegulator.org.za. 10.2 A requester may, in addition or in the alternative, apply to a court of competent jurisdiction for review of the decision. 10.3 The Act also provides for mediation through the Information Regulator.
Effective date: April 2026 Version: 1.0 Next review: April 2027 Owner: Information Officer, OceanMind (Pty) Ltd This manual is reviewed annually, and whenever a material change occurs to the categories of records held or to the procedures described herein.
Questions? Contact our compliance team at info@oceanmind.co.za.