PAIA Manual

Last updated: 14 July 2026

This manual is published in terms of section 51 of the Promotion of Access to Information Act 2 of 2000 (“PAIA”), and explains how you may request access to records held by Barnardt & Fleming Private Practice (“the practice”, “we”, “us”).

1. About this practice

Barnardt & Fleming Private Practice is a clinical psychology practice based in Cape Town, South Africa, comprising clinical psychologists Kirsten Barnardt and Karen Fleming, both registered with the Health Professions Council of South Africa (HPCSA).

Postal & physical address: 33 Church Street, Cape Town City Centre, Cape Town, 8000, South Africa
Website: www.barnardtfleming.com

2. Information Officer

Requests for access to records, and any enquiries about this manual, should be directed to the practice’s Information Officer:

Information Officer: Karen Fleming
Email: karen@barnardtfleming.com
Deputy Information Officer: Kirsten Barnardt
Email: kirsten@barnardtfleming.com

3. How to use this Act

The South African Human Rights Commission (SAHRC) publishes a guide, as required by section 10 of PAIA, to assist members of the public in exercising their rights under the Act. This guide is available from the SAHRC at www.sahrc.org.za, or by contacting the SAHRC directly.

4. Records available without a formal request

Some information is made freely available and does not require a PAIA request, including:

• General information about the practice, our psychologists and the services we offer, published on this website;
• Our Privacy & Cookie Policy and Terms of Use;
• Our published fees, as set out on the Fees page.

5. Categories of records held

In the ordinary course of business, the practice holds records falling broadly within the following categories. This list is indicative and does not itself guarantee access — each request remains subject to the grounds for refusal set out in PAIA.

• Client / clinical records — intake information, consent forms, session notes and other clinical documentation created in the course of providing psychological services;
• Correspondence — emails and other communications with clients, referring practitioners and medical aid schemes;
• Financial and administrative records — invoices, proof of payment and practice accounting records, processed via Xero;
• Website and enquiry records — information submitted through website enquiries, and limited technical website logs;
• Compliance records — HPCSA registration, professional indemnity, and POPIA/PAIA compliance documentation.

Clinical records are subject to additional protections under professional confidentiality rules and the Protection of Personal Information Act (POPIA) — see our Privacy & Cookie Policy for how we handle personal and health information.

6. How to request access to a record

To request access to a record, please submit your request in writing to the Information Officer using the contact details in section 2 above. Your request should include:

• Your full name and contact details;
• Sufficient detail to identify the record you are requesting;
• The form of access you require (for example, a copy by email); and
• Proof of identity, and where you are requesting a record on behalf of someone else, proof of that person’s consent or your authority to act for them.

The prescribed request form (Form 2, under the PAIA Regulations) can be requested from the Information Officer, or obtained from the SAHRC.

7. Fees

PAIA allows a private body to charge a request fee and, where access is granted, an access fee (for example, for photocopying), calculated in accordance with the fees prescribed in the PAIA Regulations from time to time. You will be notified of any applicable fees before your request is processed.

8. Response time

We will respond to a properly submitted request within the timeframes prescribed by PAIA (ordinarily within 30 days of receipt), and will notify you in writing of the decision, including reasons if access is refused, in whole or in part.

9. Grounds for refusal

PAIA sets out specific, limited grounds on which a private body may or must refuse a request — for example, to protect the privacy of a third party, legally privileged material, or information supplied in confidence. Where a request is refused, we will explain the ground relied upon and your right to lodge an internal appeal or complaint.

10. Availability of this manual

This manual is available on this page at all times, free of charge. A copy may also be requested from the Information Officer.

11. Contact us

For any questions about this manual or to submit a PAIA request, email karen@barnardtfleming.com or kirsten@barnardtfleming.com.