What is a Disclosure?

CIPC offers corporate information in the form of:

• copies and certified copies
• electronic data in the form of electronic disclosure certificates
• data sales in the format of CD's and File Transfer Protocol (FTP)

Who can get disclosed information?

The offering is targeted at Government Departments, lawyers, accountants, foreigners and members of the public, who wish to track enterprises and individuals, for example to begin a business, or sell products or services, or need the information for court purposes. In terms of the Law of Constructive Notice, information is available to all members of the public.

How to obtain corporate information?

Web-disclosure: Should you require a web disclosure certificate, you can obtain it from our website.

You can obtain corporate information by completing a M002 application form and submit it via any of the following:

Paper Disclosure:

• Requesting for perusal of files, copies, certified copies and certificates to:
  • Fax - 086 673 8168, or
  • Email address - disclosure@cipc.co.za
  • Post - P O Box 429 Pretoria, 0001, for attention: Corporate Information Unit.
• Government Departments requesting for perusal of files, copies, certified copies or certificates must send an affidavit to CIPC via:
  • Fax - 086 679 1956 or
  • Email address : stateinfo@cipc.co.za
  • Physical address - Block F, 77 Meintjies Street, Sunnyside, Pretoria.

Data extracts and reports are based on the following rules:

1. Basic company information constitutes a single record
2. Information concerning directors, auditors, constitutes a single record per director or auditor
3. A request for a paper report that exceeds 500 records will be divided, with every 500 record increment, or part thereof, constituting a separate request.

Electronic Data Sales

You can obtain electronic data sales by completing one of the following application forms below and submit it through the following mediums:

• Data sales application forms:
  • Data sales standard download request form
  • Data sales ad hoc request form
    
    Email address : data@cipc.co.za
    Post - P O Box 429 Pretoria, 0001, for attention: Data Sales Unit
    Physical address – 2nd Floor, 77 Meintjies Street, the dti Building, Block F, Sunnyside, Pretoria.

Turnaround Time: The turnaround time for disclosure of information is 5 working days, pending the availability of information.

Note: Customer and Government Registration

Please note that you have to be registered as a customer on our system in order to obtain the information that you require. Once processed, you will be billed for the amount and the request will be dispatched to you.

Additional application forms and information are needed when a Government Department wants to be registered as a customer.

Basic rule
The Companies Act, 1973 and Close Corporations Act, 1984 do not currently allow CIPC to grant free access to the CIPC database to an organisation whether or not it is to the benefit of government.

In terms of CIPC protocol (common law principle that government will not charge / invoice itself), free access to the CIPC database is given now only for a fixed period to a national or provincial government department including an enforcement / judicial institution such as SAPS and the National Prosecuting Authority which falls under the administration of the National Department of Justice as a division of such national department.

Requirement prior to commencement of access to CIPC database

The following items are a list of requirements by CIPC to Government Departments that requires access to the CIPC database:

1. Government Department to provide CIPC with an overview on a formal letterhead, indicating:
   • its function (mandate) in government;
   • reason for requesting access to database; and
   • contact details of Government Department officials who need access to the CIPC database [as a CIPC rule, not more than 5 officials are allowed for purposes of ICT security and proper management] – such contact details include:
     • full names and surname;
     • name of Division/Unit in which each such official is working;
     • ID number;
     • telephone number and email address;
     • persal / salary related number; and
     • job title
2. Signing of an agreement to be provided by CIPC and negotiated – part of such agreement is a declaration of secrecy.

Requirements / rules following signing of agreement

1. Once the agreement is signed by CIPC and Government Department –
   • CIPC will arrange, if requested by the Government Department, a training session for purposes of training the officials concerned in how to access the CIPC database;
   • CIPC (ICT Division) will allocate a code and password to the officials concerned; and
   • Government Departments to complete and submit a Customer Registration Form for each official.
2. Implementation and compliance of the provision of a signed agreement between CIPC and Government Department is the responsibility of both Parties and non-compliance may lead to termination of such an agreement.
3. As per CIPC’s internal policy, the term of an agreement is 18 months following revision for purposes of a new term.

Constructive Notice: Definition

Constructive notice is a legal term meaning that persons are assumed to have knowledge of something by virtue of the fact that it is in the public record. This principle means that someone cannot deny knowledge of a fact because they have a duty to inquire.

For example, if you purchase property, you are presumed to know the legal status of that property because it is available through public records.

In another example, the symbol ® provides constructive notice that a trade mark or service mark has been registered and that it is not in the public domain and thus available for anyone to use.