PayrollX Privacy Notice

Version 1 · effective [date of publication] · DRAFT pending legal review: text in [square brackets] is to be filled in.

1. Who this notice is for

This notice explains how [legal name of the company] ("PayrollX", "we") handles personal data under the Data Protection Act 2017 of Mauritius when you use PayrollX, visit our pages, or sign up.

If you are an employee whose payslips or leave are in PayrollX, your employer decides how your data is used: PayrollX processes it on your employer's behalf (see section 3). Ask your employer first about your data; we will help them answer you.

2. Data we are responsible for

We decide how this data is used (we are the controller):

Account data: name, email address, password (stored only as a hash), two-step sign-in settings, the organisation and roles you belong to.
Sign-in and security records: when you sign in or fail to, the address you connect from, and the changes you make, kept in the audit log.
Billing data of customers: company name, plan, invoices, payments and their references; for PayPal, the subscription identifier PayPal gives us (never your card or bank details).
Messages you send us, and our replies.

We use it to:

provide the service, sign you in and keep accounts secure (to perform our contract with the customer, and our legitimate interest in security);
send service emails: invitations, password links, security notices, invoices and reminders (contract);
bill customers and keep accounting records (contract, and legal obligation);
meet our legal obligations and defend legal claims.

We do not sell personal data, we do not use it for advertising, and we do not send marketing emails without your consent.

3. Data we process for employers

The payroll records of each customer (employees' identity, NIC number, pay, deductions, leave, bank account) are Customer Data. The customer is the controller; we are its processor. We use that data only to provide PayrollX to that customer, as our terms of service (section 10) set out.

4. Who we share data with

Only with the service providers we need, under contract:

[Railway Corp., United States]: hosting and the database;
[Resend, United States]: sending emails;
[PayPal]: payments, for customers who choose PayPal;
professional advisers, auditors and authorities when the law requires it.

5. Data outside Mauritius

Our providers store data in [the United States; we plan to move to the European Union]. We transfer data only with the safeguards the Data Protection Act 2017 requires.

6. How long we keep data

Account data: while the account exists. When a customer's subscription ends, its accounts and records are deleted 90 days later.
Sign-in and audit records: for as long as the organisation exists.
Invoices and payment records: [7] years, as accounting law requires.
Backups: overwritten within [35] days.

7. Security

Passwords are stored as scrypt hashes; sessions use random tokens of which only a hash is kept; the owner and payroll administrators must use two-step sign-in; access is checked on the server for every record; connections are encrypted; each organisation's records are kept apart from every other's.

8. Your rights

You may ask for access to your personal data, its correction or deletion, and you may object to its use or ask us to restrict it, as the Data Protection Act 2017 provides. Write to [privacy email]. We answer within one month. You may also complain to the Data Protection Office of Mauritius.

9. Cookies

PayrollX uses one cookie, needed to keep you signed in. It is not used for tracking or advertising. Your browser may also keep a few preferences for PayrollX on your device. There are no advertising or analytics cookies.

10. Changes and contact

We update this notice when our practices change and show the version and date at the top. Contact: [legal name], [address], [privacy email].