Privacy Policy

1. Introduction

Instinctive Payroll ("we", "our", "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our payroll services and visit our website.

We comply with the Protection of Personal Information Act (POPIA) and other applicable South African privacy laws. By using our services, you consent to the data practices described in this policy.

2. Information We Collect

We collect information necessary to provide our payroll services effectively. This includes:

2.1 Personal Information
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• Employee names, addresses, and contact details
• ID numbers and tax reference numbers
• Banking details for salary payments
• Employment information (position, salary, start date)
• Leave records and attendance data

2.2 Business Information
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• Company registration details
• PAYE and UIF registration numbers
• Company banking information
• Contact person details

2.3 Technical Information
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• IP addresses and browser information
• Login credentials and access logs
• Usage data and analytics

3. How We Use Your Information

‍We use the information we collect for the following purposes:

• Processing payroll and making salary payments
• Calculating and submitting statutory payments (PAYE, UIF, SDL)
• Generating payslips and payroll reports
• Ensuring compliance with South African labor and tax laws
• Communicating with you about our services
• Improving our services and customer support
• Detecting and preventing fraud or unauthorized access
• Meeting legal and regulatory obligations

4. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information. We may share your information only in the following circumstances:

4.1 Statutory Requirements

‍We share information with:

• South African Revenue Service (SARS) for tax submissions
• Department of Employment and Labour for UIF submissions
• Other government agencies as required by law

4.2 Service Providers

‍We may share information with trusted third-party service providers who assist us in operating our business, such as banking institutions for salary payments and secure cloud storage providers.

4.3 Legal Obligations

‍We may disclose information when required by law, court order, or legal process, or to protect our rights, property, or safety.

5. Data Security

We implement industry-standard security measures to protect your information:

• Encrypted data transmission using SSL/TLS protocols
• Secure, password-protected systems with multi-factor authentication
• Regular security audits and vulnerability assessments
• Restricted access to personal information on a need-to-know basis
• Secure off-site data storage with encrypted backups
• Employee confidentiality agreements and security training

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal obligations:

• Payroll records are retained for a minimum of 5 years as required by South African law
• Tax-related information is retained in accordance with SARS requirements
• Employee records are retained for the duration of employment plus applicable statutory periods

When information is no longer required, we securely dispose of it in accordance with our data retention and destruction policies.

7. Your Rights Under POPIA

Under the Protection of Personal Information Act, you have the right to:

• Access: Request access to the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Objection: Object to the processing of your information in certain circumstances
• Restriction: Request restriction of processing in certain circumstances
• Data Portability: Request a copy of your information in a structured format

To exercise these rights, please contact us using the details provided in Section 11.

8. Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to enhance your experience:

• Essential Cookies: Necessary for the website to function properly
• Analytics Cookies: Help us understand how visitors use our website
• Preference Cookies: Remember your settings and preferences

You can control cookie settings through your browser preferences. However, disabling certain cookies may affect website functionality.

9. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a new "Effective Date." We encourage you to review this policy periodically.

11. Contact Information

If you have questions about this Privacy Policy, wish to exercise your rights, or have concerns about how your information is handled, please contact us:

‍Information Officer: Instinctive Payroll
‍Email: admin@ipayroll.co.za
‍Phone: +27 76 740 7673
‍Address: Rustenburg, South Africa

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Regulator of South Africa.