Privacy Policy

1. Introduction

This Privacy Policy governs the collection, use, processing, and storage of personal data by PayrollPrime ("we," "us," or "our") in compliance with the Data Privacy Act of 2012 (Republic Act No. 10173) of the Philippines.

2. Data We Collect

We collect the following types of personal data:

• Personal Information: Full name, email address, contact number
• Account Information: Username, password (encrypted), tenant ID
• Organization Information: Company name, business address, registration IP
• Employment Data: Employee details, salary information, payroll records
• System Data: IP address, browser type, device information, access logs

3. Purpose of Data Collection

We collect and process your personal data for the following purposes:

• Account creation and authentication
• Payroll processing and management
• Employee record management
• System security and fraud prevention
• Compliance with legal obligations
• Service improvement and analytics

4. Legal Basis for Processing

Our processing of your personal data is based on:

• Consent: Your explicit consent provided during registration
• Contractual Necessity: Processing necessary for our service agreement
• Legal Obligation: Compliance with Philippine labor laws and regulations
• Legitimate Interest: For system security and service improvement

5. Data Sharing and Disclosure

We may share your data with:

• Authorized Personnel: Employees with a need-to-know basis
• Service Providers: Third-party services essential for our operations (e.g., email providers, cloud hosting)
• Government Authorities: When required by law or court order
• Business Transfers: In case of merger, acquisition, or sale of assets

We do not sell your personal data to third parties for marketing purposes.

6. Data Security

We implement appropriate security measures to protect your data:

• Encryption of sensitive data at rest and in transit
• Secure authentication mechanisms
• Regular security audits and updates
• Access controls and authentication requirements
• Secure data backup and recovery procedures

7. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy, unless required by law to retain it longer. When you delete your account, we will securely delete or anonymize your data within a reasonable period, subject to legal obligations.

8. Your Rights as a Data Subject

Under the Data Privacy Act of 2012, you have the right to:

• Access: Request access to your personal data
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data
• Processing Restriction: Restrict processing of your data
• Data Portability: Request transfer of your data to another controller
• Objection: Object to processing of your data
• Withdraw Consent: Withdraw your consent at any time

9. Data Breach Notification

In the event of a data breach that poses a risk to your rights and freedoms, we will notify you within 72 hours of becoming aware of the breach, in accordance with the Data Privacy Act of 2012.

10. International Data Transfer

Your data is primarily stored and processed within the Philippines. If we transfer data internationally, we will ensure adequate protection measures are in place in accordance with Philippine law.

11. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal data from minors.

12. Contact Information

For any questions, concerns, or requests regarding your personal data, please contact our Data Protection Officer:

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and sending you an email notification.