PAIA Manual

1. Details of the private body

2. Information Officer

3. Guide on how to use PAIA

The South African Human Rights Commission (SAHRC) has compiled a guide on how to use the Promotion of Access to Information Act. This guide is available from:

4. Records held by UCIP

The following categories of records are held by UCIP:

4.1 Company records

• Company registration documents
• Financial records and tax returns
• Employment contracts and HR records
• Insurance policies

4.2 Client and subscriber records

• Organisation registration and subscription information
• Billing and payment records
• Contract and service level agreements
• Support correspondence

4.3 Patient records (processed on behalf of clients)

• Patient demographics and identification
• Clinical care session records including vitals, assessments, and interventions
• Handoff and transfer documentation
• Consent records

Note: Patient records are processed by UCIP as an operator on behalf of EMS organisations (the responsible parties). Access requests for patient records should be directed to the relevant EMS organisation.

4.4 Staff records (processed on behalf of clients)

• Staff member profiles and contact details
• Professional registration and qualification records
• Training and certification records
• Shift schedules and duty logs

4.5 Technical and operational records

• System audit logs and access records
• Security incident reports
• AI usage and processing records
• Application performance and error logs

5. How to request access to records

To request access to records held by UCIP, you must complete a prescribed PAIA request form (Form C for a private body) and submit it to our Information Officer.

5.1 Submission

Submit your completed Form C to:

• Email: privacy@ucip.co.za
• Subject line: "PAIA Request"

5.2 Fees

A request fee of R50.00 and an access fee (if applicable) may be payable as prescribed by PAIA regulations. You will be notified of any fees before processing.

5.3 Response time

We will respond to your request within 30 days of receipt. This period may be extended by a further 30 days if the request requires a search through a large number of records or consultation with another party.

6. Grounds for refusal

Access to records may be refused on the grounds set out in PAIA, including but not limited to:

• Protection of personal information of a third party (Section 63)
• Protection of commercial information (Section 64)
• Protection of research information (Section 65)
• Mandatory protection of trade secrets (Section 69)
• Protection of safety of individuals (Section 66)

7. Remedies

If your request is refused, you may lodge an appeal with the Information Regulator within 180 days of the refusal.

8. Availability of this manual

This manual is available:

• On this website at /paia
• By email request to privacy@ucip.co.za
• From the offices of the Information Regulator