Introduction
This Privacy Policy explains how Paydae collects, uses, stores, shares, and protects personal information when you visit our website, request a demo, join our public beta, use Paydae Desktop, contact us, or otherwise interact with us.
In this Privacy Policy, Paydae, we, us, and our refer to Paydae. You refers to visitors, beta applicants, customers, authorised users, payroll administrators, accountants, payroll consultants, payroll bureaus, and other people who interact with Paydae.
Paydae Desktop is currently available in public beta. This policy is written for Paydae's early product stage and may be updated as our products, services, integrations, and support processes develop.
1. Important note about payroll data
Paydae Desktop is designed as a local-first desktop payroll workspace. Payroll records are intended to be stored locally in the workspace selected by the customer or authorised user.
This means that, in ordinary use, Paydae does not need to receive or host the full payroll records entered into Paydae Desktop. However, Paydae may receive payroll-related personal information if you choose to send it to us, for example when requesting support, submitting a bug report, sharing a sample file, participating in beta testing, asking for migration assistance, or using a future feature that involves transmission of information to Paydae or a service provider.
Employers, accountants, payroll consultants, and payroll bureaus that use Paydae remain responsible for ensuring that they have the right authority, notices, consents, records, and internal processes for the employee and payroll information they enter into Paydae.
If you are an employee whose information is processed by your employer, accountant, payroll consultant, or payroll bureau using Paydae, please contact that organisation first if you have questions about your payroll information.
2. Where this Privacy Policy applies
This Privacy Policy applies when you:
- visit or interact with Paydae's website;
- request information, a demo, or public-beta access;
- create or use a Paydae account, licence, or product activation process;
- use Paydae Desktop;
- contact Paydae for support, training, onboarding, billing, or product feedback;
- communicate with Paydae by email, form, phone, social media, or other channels;
- participate in surveys, research, beta testing, or product feedback activities; or
- provide personal information to Paydae in another related way.
This Privacy Policy does not apply to third-party websites, services, or applications that are not controlled by Paydae, even if they are linked from our website or used alongside Paydae.
3. Our role in relation to personal information
Paydae may process personal information in different roles depending on the context.
For information relating to our website, demo requests, beta signups, customer accounts, licences, support, billing, marketing, and product communications, Paydae generally decides why and how that information is processed.
For payroll information entered by a customer or authorised user into Paydae Desktop and stored locally in the customer's selected workspace, the customer controls that information. Paydae does not decide what employee payroll information the customer enters, why it is entered, or how long the customer keeps it.
If a customer or authorised user sends payroll information to Paydae for support, troubleshooting, migration, beta testing, or another requested purpose, Paydae will use that information for the purpose for which it was provided, unless we explain otherwise and have a lawful basis to do so.
4. Personal information we may collect
The personal information we collect depends on how you interact with Paydae.
Information you provide directly
We may collect information such as:
- name;
- email address;
- telephone number;
- business name;
- job title or role;
- organisation type, such as employer, accountant, consultant, or payroll bureau;
- demo, beta, or support request details;
- account, licence, or activation details;
- billing and payment-related information;
- communications you send to us;
- survey responses and product feedback;
- files, screenshots, exports, reports, or logs you choose to send to us.
Payroll-related information you or your organisation may provide
If you or your organisation shares payroll information with Paydae, that information may include:
- employee names and identifiers;
- contact details;
- employment details;
- salary, allowance, deduction, and pay-run information;
- PAYE, NSSA, and other payroll-related items;
- payslip information;
- payroll summaries and reports;
- bank or payment details, where entered by the customer;
- finalised payroll records or payroll history;
- support notes explaining payroll issues or exceptions.
Please do not send Paydae payroll data unless it is necessary for the support, beta, migration, or other purpose you are asking us to help with.
Information collected automatically
When you visit our website or use online Paydae services, we may collect limited technical information such as:
- IP address;
- browser type;
- device type;
- pages visited;
- approximate location derived from technical information;
- referral source;
- date and time of access;
- cookie or similar tracking information.
When you use Paydae Desktop, the application may collect or generate technical information such as product version, licence or activation status, operating system information, error logs, crash reports, diagnostic information, and feature usage information where enabled or required for beta support.
Where possible, Paydae will design diagnostic and support processes to limit the payroll content included in logs or technical information.
Information from third parties
We may receive limited information from third parties such as:
- service providers that help us operate our website, email, support, billing, hosting, analytics, or security processes;
- payment processors;
- people in your organisation who invite you to use Paydae or contact us on your behalf;
- professional advisers, where relevant;
- public business sources, where used for customer communication or verification.
5. Sensitive personal information
Payroll information can be sensitive. It may include salary information, deductions, statutory payroll items, banking details, identity information, and other employment-related records.
Paydae aims to process sensitive personal information only where necessary for a clear purpose, such as providing the product, supporting a customer, troubleshooting an issue, assisting with migration, meeting a legal obligation, or acting on an authorised request.
Customers are responsible for ensuring that sensitive payroll information entered into Paydae Desktop or shared with Paydae is collected and processed lawfully.
6. How we use personal information
We may use personal information to:
- provide, operate, test, and improve Paydae Desktop;
- manage public-beta access;
- respond to demo requests and enquiries;
- create, manage, and support customer accounts, licences, and activations;
- provide onboarding, support, troubleshooting, and training;
- investigate bugs, errors, and product issues;
- improve product usability, reliability, and security;
- communicate with you about Paydae, including product updates and service messages;
- send marketing communications where permitted;
- manage billing, payments, and customer records;
- protect Paydae, our users, and our systems from misuse, fraud, unauthorised access, or security incidents;
- comply with applicable laws, regulations, legal processes, and official requests;
- enforce our terms, agreements, and policies;
- maintain internal records;
- perform business planning, reporting, and administration.
We do not use customer payroll records for unrelated advertising.
7. Legal bases and lawful grounds
Where applicable law requires a lawful basis for processing personal information, we may rely on one or more of the following:
- your consent;
- performance of a contract or steps taken before entering a contract;
- compliance with a legal obligation;
- legitimate business interests, where those interests are not overridden by your rights;
- the customer's lawful authority to process payroll information;
- another basis permitted by applicable law.
Where consent is required, you may withdraw it, subject to legal, contractual, operational, or record-keeping limits.
8. Local-first data control
Paydae Desktop is designed to give customers local-first control over payroll run data. Payroll records are stored locally in the selected workspace, and exports or sharing are deliberate actions.
Customers and authorised users are responsible for:
- choosing where the workspace is stored;
- controlling access to the device or shared location;
- managing user access within their organisation;
- backing up payroll data;
- protecting exported files;
- deciding when and how to share reports, payslips, or payroll data;
- keeping local devices, networks, and storage secure.
Paydae may provide guidance, but customers remain responsible for their own payroll records, local storage, device security, and internal payroll processes.
10. International transfers
Paydae is based around Zimbabwe payroll work, but some service providers we use may process or store information outside Zimbabwe.
Where personal information is transferred outside Zimbabwe, Paydae will take steps designed to protect the information in line with applicable legal requirements. This may include contractual safeguards, security measures, due diligence on service providers, and any required notifications or approvals.
11. How long we keep personal information
We keep personal information for as long as necessary for the purposes described in this Privacy Policy, unless a longer period is required or permitted by law.
The retention period may depend on the type of information, the reason it was collected, whether we have an ongoing relationship with you or your organisation, support, beta, billing, legal, audit, or security needs, contractual obligations, legal limitation periods, and record-keeping requirements.
Payroll records stored locally in Paydae Desktop remain under the customer's control. Paydae does not control how long customers keep payroll records in their own local workspaces, backups, exports, or internal systems.
Where payroll data is sent to Paydae for support, beta testing, migration, or troubleshooting, we will aim to keep it only as long as needed for that purpose, unless a longer period is required for legal, security, audit, or dispute-resolution reasons.
12. Security
Paydae uses administrative, technical, and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.
However, no software, storage method, device, or internet transmission is completely secure. Customers and users also play an important role in protecting payroll information by securing their devices, passwords, local workspaces, backups, exports, and internal access controls.
If you believe your Paydae account, licence, workspace, exported file, or support communication may have been compromised, please contact us promptly.
13. Security incidents
If Paydae becomes aware of a security incident affecting personal information that Paydae controls or processes, we will investigate and take appropriate steps based on the nature of the incident, the information involved, the likely risk, our role, and applicable legal requirements.
Where Paydae processes information on behalf of a customer, we will aim to notify the customer so that the customer can assess its own obligations.
14. Your privacy rights
Depending on your relationship with Paydae and applicable law, you may have rights to:
- be informed about how your personal information is used;
- request access to your personal information;
- request correction of inaccurate or misleading information;
- object to certain processing;
- request deletion of certain information;
- withdraw consent where processing is based on consent;
- complain to the relevant authority.
To make a request, contact us using the details below. We may need to verify your identity before responding.
If your information was provided to Paydae by your employer, accountant, payroll consultant, payroll bureau, or another customer, we may refer your request to that organisation or ask you to contact them directly.
15. Marketing communications
We may send you marketing communications about Paydae where permitted by law. You can opt out of marketing emails by using the unsubscribe link in the email or contacting us.
Even if you opt out of marketing, we may still send service, security, account, licence, support, or administrative messages.
17. Third-party links and services
Paydae's website or communications may link to third-party websites, platforms, or services. Paydae is not responsible for the privacy practices of third parties. You should review their privacy notices before providing personal information to them.
18. Children's privacy
Paydae's website and products are not directed at children.
Customers should not provide children's personal information to Paydae unless they have the required authority and a lawful reason to do so. If you believe a child's personal information has been provided to Paydae improperly, please contact us.
19. Changes to this Privacy Policy
We may update this Privacy Policy from time to time as Paydae develops, as our product scope changes, or as legal and operational requirements change.
When we update this Privacy Policy, we will revise the Last Updated date. Where required, we will provide additional notice of material changes.
20. Contact us
If you would like to contact us about this Privacy Policy, Paydae's privacy practices, your privacy rights, or anything else related to your personal information, please email us at: