PAIA Manual — Kiara Bramley Psychology

Manual published in terms of section 51 of the Promotion of Access to Information Act, 2000 (Act No. 2 of 2000). Last reviewed: June 1, 2026.

1. Introduction

The Promotion of Access to Information Act, 2000 (“PAIA”) gives effect to the constitutional right of access to information held by the State and by another person where that information is required to exercise or protect any right. This manual is published in terms of section 51 of PAIA and is intended to assist requesters in understanding the records held by Kiara Bramley Psychology (“the Practice”) and how to request access to them. It also addresses the Practice’s processing of personal information in terms of the Protection of Personal Information Act, 2013 (“POPIA”).

Kiara Bramley Psychology is a sole proprietorship and a “private body” as defined in PAIA. Because it holds personal and health information about clients, the Practice takes its obligations under both PAIA and POPIA seriously.

2. Particulars of the Private Body

• Name of private body: Kiara Bramley Psychology
• Type of body: Sole proprietorship (private healthcare practice)
• Owner / practitioner: Kiara Bramley, registered psychologist
• HPCSA registration: PS0165379
• HPCSA practice number: 0970832
• Physical & postal address: 300 Kruger Avenue, Lyttelton Manor, Centurion, 0157
• Telephone: 064 954 1812

3. Information Officer

The Information Officer is responsible for the Practice’s compliance with PAIA and POPIA, and is the point of contact for all requests for access to records and for matters relating to personal information.

• Information Officer: Kiara Bramley
• Email: privacy@kiarabramley.com
• Telephone: 064 954 1812
• Address: 300 Kruger Avenue, Lyttelton Manor, Centurion, 0157

4. The Information Regulator’s Guide on How to Use PAIA

In terms of section 10 of PAIA, the Information Regulator has compiled a guide containing information reasonably required by a person who wishes to exercise any right under PAIA and POPIA. The guide is available in each of the official languages and explains, among other things, how to make a request for access to a record. The guide may be obtained from the Information Regulator:

• Information Regulator (South Africa)
• Address: Woodmead North Office Park, 54 Maxwell Drive, Woodmead, Johannesburg, 2191
• Tel: 010 023 5200 • Toll-free: 0800 017 160
• Email: enquiries@inforegulator.org.za
• Website: https://inforegulator.org.za

5. Records Held by the Practice

The records held by the Practice are grouped into the following categories. The availability of any particular record is subject to the grounds for refusal set out in PAIA and to the Practice’s confidentiality and ethical obligations as a healthcare provider.

5.1 Client / patient records

• Intake forms, questionnaires and consent forms
• Clinical notes, treatment plans, progress notes and assessment reports
• Correspondence with clients, referring practitioners and (with consent) third parties
• Appointment and scheduling records

5.2 Financial and billing records

• Invoices, receipts and statements
• Payment and medical-aid claim records
• Accounting, banking and tax records (e.g. SARS returns and supporting documents)

5.3 Practice and operational records

• Website enquiry and contact-form submissions
• General business correspondence and email
• Service-provider and supplier agreements
• Insurance and professional-indemnity records

5.4 Statutory and regulatory records

• HPCSA registration and professional records
• POPIA and PAIA compliance records
• Records kept under tax legislation

6. Records Accessible Without a Formal PAIA Request

Certain information is made available without the need for a formal PAIA request, including the information published on this website (such as our services, fees, Privacy Policy, Terms & Conditions and Cookie Policy), and a client’s own records, which can usually be provided informally on request to the Information Officer. No automatic-disclosure notice has been published in terms of section 52 of PAIA; all other records are available only by following the request procedure below.

7. Records Held Under Other Legislation

In addition to PAIA, the Practice keeps and processes records in accordance with other legislation, including (where applicable): the Health Professions Act, 1974 and the HPCSA’s rules and ethical guidelines; the National Health Act, 2003; the Protection of Personal Information Act, 2013; the Income Tax Act, 1962 and the Tax Administration Act, 2011; and the Value-Added Tax Act, 1991. Access to records under those laws does not replace the rights conferred by PAIA.

8. How to Request Access to a Record

1. Complete the prescribed request form (Form 2 — Request for Access to Record, set out in Annexure A to the PAIA Regulations, 2021, as contemplated in Regulation 7). Only this current form may be used; superseded forms (such as the former Form C) are no longer valid. The form is available from the Information Officer or from the Information Regulator’s website.
2. Submit the completed form to the Information Officer at the email or postal address in section 3 above.
3. Provide sufficient detail to enable the record to be identified, identify the right you seek to exercise or protect, and explain why the requested record is required to exercise or protect that right.
4. Specify the form of access required and the postal address, email or fax at which to be informed.
5. If the request is made on behalf of another person, submit proof of the capacity in which you act.
6. Pay the applicable fees (see section 10 below).

The Information Officer will respond, ordinarily within 30 days, with a decision on the request and, where access is granted, the access fee payable and the form in which access will be given. This period may be extended in the circumstances permitted by PAIA.

9. Grounds for Refusal

The Practice may refuse a request for access on any of the grounds set out in Chapter 4 of Part 3 of PAIA. These include the mandatory protection of the privacy of a third party (including a client’s health information), the protection of commercial information of a third party, legal privilege, and records that do not exist or cannot be found. Given the nature of a psychology practice, the protection of client confidentiality and special personal (health) information is a primary consideration, and access to a client’s clinical records will generally require that client’s consent (or that of their competent person, in the case of a minor).

10. Fees

Fees are charged in accordance with the tariff prescribed in the PAIA Regulations, 2021. A requester (other than a personal requester seeking their own records) may be required to pay:

• A request fee on submission of the request, as prescribed.
• An access fee for the reproduction, search and preparation of the record, calculated according to the prescribed tariff (which includes a charge of R145.00 per hour, or part thereof, for search and preparation time, capped at R435.00, plus prescribed amounts per page or per copy for reproduction).
• A deposit (not exceeding one third of the access fee) where the Practice estimates that the search and preparation of the record will take more than six hours.
• Personal inspection of a record at the Practice’s premises is free of charge.

The prescribed amounts may be updated from time to time by regulation. The Information Officer will confirm the exact fees applicable to your request before processing it. The current fee schedule is also available from the Information Regulator.

11. Remedies

A private body has no internal-appeal procedure under PAIA. A requester who is dissatisfied with a decision of the Information Officer must first complain to the Information Regulator before approaching a court — these steps are sequential, not alternatives:

1. Lodge a complaint with the Information Regulator in terms of section 77A of PAIA within 180 days of the decision, using a form substantially corresponding to Form 5 of Annexure A to the PAIA Regulations, 2021 (PAIA complaints: PAIAComplaints@inforegulator.org.za).
2. Thereafter, if still dissatisfied, apply to a court for appropriate relief in terms of section 78 of PAIA. A requester must have exhausted the complaints procedure with the Information Regulator before applying to a court.

12. Processing of Personal Information (POPIA)

In accordance with section 51(1)(c) of PAIA (as amended by POPIA), the following sets out how the Practice processes personal information. Further detail is contained in our Privacy Policy.

• Purpose of processing: to provide psychological assessment and therapy, to schedule and manage appointments, to invoice and process medical-aid claims, to communicate with clients, and to comply with legal and professional obligations.
• Categories of data subjects: clients (adults, and minors with the consent of a competent person), parents/guardians, emergency and next-of-kin contacts, referring practitioners, website visitors and enquirers, and service providers.
• Categories of personal information: identity and contact details, demographic information, medical-aid and billing details, health and psychological information (special personal information), session and consent records, and website/technical data.
• Recipients / operators: medical aids (with consent), referring or treating practitioners (with consent), and contracted IT, hosting, scheduling, email and communication service providers acting on the Practice’s behalf, as well as regulatory and legal authorities where required by law.
• Cross-border transfers: some service providers may store or process data outside South Africa. Where this occurs, the Practice relies on the lawful transfer conditions in section 72 of POPIA.
• Security safeguards: the Practice applies appropriate technical and organisational measures (including encryption, access controls and confidentiality obligations) to protect personal information.
• Data subject rights: the rights of access, correction, objection, deletion and to lodge a complaint, as described in our Privacy Policy.

13. Availability of the Manual

This manual is available free of charge on this website at /paia. A copy may also be obtained from the Information Officer on request, and the manual has been made available to the Information Regulator as required. The manual will be reviewed and updated as necessary.

14. Contact

For any matter relating to this manual, access to records, or your personal information, contact the Information Officer:

• Kiara Bramley
• Email: privacy@kiarabramley.com
• Phone: 064 954 1812
• Address: 300 Kruger Avenue, Lyttelton Manor, Centurion, 0157