Appointment of Information Officer
Date: [Effective date]
To: [Information Officer full name], [Information Officer job title] ([Information Officer email])
From: [Organisation name], registration number [Registration number], of [Business address] (the "Organisation")
1. Appointment
1.1 The Organisation confirms that you are its Information Officer for the purposes of the Protection of Personal Information Act 4 of 2013 ("POPIA") and the Promotion of Access to Information Act 2 of 2000 ("PAIA"), with effect from [Effective date].
1.2 The Deputy Information Officer, if any, is: [Deputy Information Officer (optional)]. Where a deputy is named, they may carry out the duties below when you are unavailable.
2. Your responsibilities
- Encouraging and monitoring the Organisation's compliance with the conditions for the lawful processing of personal information
- Dealing with requests made to the Organisation under POPIA and PAIA, including requests from people for access to, or correction or deletion of, their personal information
- Working with the Information Regulator in relation to investigations, enquiries and any notification of a security compromise
- Making sure a PAIA manual is prepared, kept current and made available
- Developing, implementing and reviewing the Organisation's compliance framework, including privacy notices, retention rules, operator agreements and breach response
- Making sure staff receive appropriate awareness training
- Carrying out any other duties required of an Information Officer under POPIA, its regulations and the Information Regulator's guidance
3. Authority and resources
3.1 The Organisation will give you the access, time, training and authority you reasonably need to carry out these duties, and will make sure management supports requests for information and action that you make in this role.
4. Registration
4.1 The Organisation will register your details with the Information Regulator, and will update the registration if you or the Deputy Information Officer change. Please keep the registration confirmation with this letter.
5. Review
5.1 This appointment stays in force until the Organisation changes it in writing. It will be reviewed at least once a year.
Signed for and on behalf of the Organisation by [Appointed by (name)], [Appointed by (title)].
For the Organisation: [Organisation name]
Signature: ____________________
Name: ____________________
Title: ____________________
Date: ____________________
Accepted by the Information Officer: [Information Officer full name]
Signature: ____________________
Name: ____________________
Title: ____________________
Date: ____________________