🇿🇦 SAEPRIS

SAEPRIS Dispute Resolution Guidelines Version 1.0 – 2025

Table of Contents

1. Introduction
2. Purpose of the Guidelines
3. Guiding Principles
4. Scope of Applicability
5. Dispute Categories
6. Resolution Pathways
7. Role of the SAEPRIS Dispute Desk
8. Informal Resolution Processes
9. Formal Mediation and Arbitration
10. Appeals Mechanism
11. Legal Referrals and Enforcement
12. Protection for Whistleblowers
13. Record-Keeping and Reporting
14. Monitoring and Continuous Improvement
15. Stakeholder Engagement and Communication
16. Annexures
17. Introduction The SAEPRIS Dispute Resolution Guidelines (DRG) provide a transparent, structured, and supportive mechanism for resolving disputes among enterprises, partners, and stakeholders within the SAEPRIS ecosystem. These guidelines ensure all conflicts are handled with fairness, professionalism, and respect for due process.
18. Purpose of the Guidelines These guidelines are designed to:

• Establish a clear and accessible dispute resolution process.
• Promote peaceful and efficient conflict resolution.
• Safeguard the integrity of the SAEPRIS support ecosystem.
• Empower stakeholders with knowledge of their rights and available remedies.

3. Guiding Principles

• Accessibility: All individuals and entities must have the ability to raise concerns without barriers.
• Neutrality: Processes must remain impartial and independent.
• Confidentiality: Sensitive information must be protected at all stages.
• Accountability: All actions must be documented and subject to review.
• Restorative Intent: The focus is on restoring relationships and enabling continued cooperation where possible.

4. Scope of Applicability These guidelines apply to:

• All enterprises registered under SAEPRIS or SAECONIX
• Government agencies, accelerators, investors, and development partners
• Any stakeholders interacting through Public Price development programs

5. Dispute Categories Disputes may arise from:

• Misuse or misallocation of funding
• Breach of partnership agreements
• Alleged non-compliance with policies
• Service delivery disputes
• Intellectual property or ownership disagreements

6. Resolution Pathways Disputes are resolved through the following structured levels:

• Level 1: Informal Inquiry – Encourages direct communication between parties with optional SAEPRIS guidance.
• Level 2: Mediation – Conducted by an independent, SAEPRIS-accredited mediator.
• Level 3: Arbitration – A formal, binding process led by certified adjudicators.
• Level 4: Legal Referral – Cases of criminality, fraud, or unresolved disputes may be escalated to external legal systems.

7. Role of the SAEPRIS Dispute Desk The Dispute Desk operates as a neutral support hub, responsible for:

• Logging and tracking formal disputes
• Advising on appropriate resolution levels
• Assigning mediators or escalating cases
• Providing regular progress updates to stakeholders

8. Informal Resolution Processes Where suitable, stakeholders are encouraged to:

• Communicate directly using professional and respectful language
• Utilize SAEPRIS templates to document agreements
• Seek early intervention before escalation

9. Formal Mediation and Arbitration

• Mediation is a confidential, voluntary process encouraging mutual agreement
• Arbitration results in binding decisions where mutual agreement fails
• All proceedings are documented, and parties are expected to cooperate in good faith

10. Appeals Mechanism If dissatisfied with outcomes, parties may:

• Submit a formal appeal within 21 calendar days
• Appeals are reviewed by the SAEPRIS Appeals Committee within 30 days
• Committee decisions are final unless further legal review is warranted

11. Legal Referrals and Enforcement

• Fraud, coercion, or criminal acts are referred to legal authorities
• SAEPRIS will comply with judicial or regulatory investigations
• Outcomes may impact future program eligibility and standing

12. Protection for Whistleblowers

• SAEPRIS upholds the right to report wrongdoing anonymously
• All whistleblowers are protected from retaliation
• Dedicated confidential channels will be maintained

13. Record-Keeping and Reporting

• All disputes are logged in the SAEPRIS Dispute Register
• Anonymized reports are compiled quarterly for internal review
• Major learnings are shared with governance structures to inform improvement

14. Monitoring and Continuous Improvement

• Periodic audits and stakeholder consultations will refine processes
• SAEPRIS will review these guidelines annually to align with emerging needs
• Feedback is actively encouraged to support system integrity

15. Stakeholder Engagement and Communication

• Dispute procedures will be translated and disseminated across platforms
• Information sessions and Q&A briefings will support understanding
• All parties have the right to request clarification at any stage

16. Annexures Annex A: Dispute Submission Form Annex B: Mediation & Arbitration Guidelines Annex C: Appeals Process Overview Annex D: Whistleblower Reporting Protocol
17. Reporting Irregularities, Fraud, or Misuse of Enterprise Data
    17.1 Purpose
    This section provides a clear, accessible process for individuals and enterprises to report fraud, irregular practices, or unauthorized use of enterprise data or systems within the SAEPRIS or SAECONIX ecosystem, including suspected AI-driven or automated fraud.
    
    17.2 Reportable Incidents
    You may report any of the following concerns:
    Your enterprise being used without your consent or knowledge.
    Misrepresentation of your enterprise, credentials, or business information.
    Abuse or unauthorized use of personal, enterprise, or system data.
    Fraudulent activity involving AI systems, including unjustified enterprise closures.
    Exploitation or tampering with the SAEPRIS or SAECONIX registration system.
    Coercion, bribery, or malicious conduct involving SAEPRIS engagements.
    
    17.3 Reporting Channels
    All reports can be made through the following secure channels:
    Email: disputes@saepris.co.za
    Online Reporting Form (Confidential): https://saepris.co.za/report-crime-fraud/
    WhatsApp Secure Reporting Line: +27-XXXXXXXXXX
    In-Person Appointment: Book at your nearest SAEPRIS regional office.
    Anonymous reports are accepted and protected under the Whistleblower Protocol (Annex D).
    
    17.4 Submission Requirements
    Your report should include:
    Full name and enterprise ID (if not anonymous)
    Nature and description of the incident
    Dates, names of individuals/entities involved
    Any supporting documents or screenshots
    Specific concern (e.g., fraud, AI error, impersonation)
    
    17.5 Investigation & Feedback
    Upon receiving your report:
    Acknowledgement will be sent within 48 hours.
    Initial Review within 5 working days to assess risk and urgency.
    Formal Investigation led by SAEPRIS Dispute Desk with technical support from SAECONIX, if needed.
    Outcome Notification will be shared within 14 to 30 working days.
    Corrective Measures, including reversing system errors, referring to legal authorities, or protecting affected parties.
    
    17.6 Safeguards for Reporters
    No reprisals or retaliation will be permitted.
    Identities are kept confidential unless disclosure is legally required.
    Whistleblowers will be updated on their report’s status, if contact details are provided.

Report Crime and Fraud

Issued by the SAEPRIS Legal Council – 2025