Who we are and the two roles we play
Payzone [legal entity name — fill in] ("Payzone", "we") operates the Payzone payroll platform from [Registered business address, City, Philippines — fill in].
Under the Data Privacy Act we act in two different capacities, and your rights run to different parties depending on which one applies:
- As a personal information controller for data about website visitors, people who send us an inquiry, and the staff of subscribing firms who hold Payzone accounts. We decide why and how that data is processed.
- As a personal information processor for payroll data. The accounting firm that subscribes, and the client company whose employees are being paid, are the controllers of that data. We process it only on their instructions and under a written agreement, as Section 21 of the Act and Section 44 of its Implementing Rules require.
Personal data we collect
From this website
- When you send an inquiry or book a demo: your name, work email, company, phone number if you give it, the size of your firm, and your message.
- Abuse-prevention data on submission: a salted hash of your IP address, your browser identifier, and the time. We do not keep your raw IP address.
- This website sets no tracking or advertising cookies and does not use third-party analytics.
From firm staff who hold accounts
- Name, email address, role and permissions, the firm and client companies you are seated on.
- Sign-in records and security events such as password resets, and an audit trail of payroll actions you take (prepare, check, approve, finalize, release), because separation of duties is enforced per person.
- A strictly necessary session token so you stay signed in. No other cookies.
Payroll data we process on behalf of firms and their clients
- Employee personal information: name, employee number, address, contact details, date of birth, civil status, employment type and dates.
- Sensitive personal information as defined in Section 3 of the Act: government-issued identifiers (SSS, PhilHealth, Pag-IBIG, TIN), and leave records that may indicate health.
- Compensation and payroll: rates, allowances, attendance, overtime, loans and advances, statutory contributions, withholding tax, payslips, and year-end certificates.
- Employee portal accounts: sign-in credentials, clock-in and clock-out times, leave requests, and payslip acknowledgements.
Why we process it and the lawful basis
Section 12 of the Act requires a lawful basis for every purpose. Ours are:
- To answer your inquiry, schedule a demo, and follow up on it. Basis: steps taken at your request before entering a contract, and our legitimate interest in responding to people who contact us.
- To provide the service to a subscribing firm: create accounts, run payroll, generate payslips, reports and BIR forms. Basis: performance of the subscription contract, and, for payroll data, the firm’s instructions as controller.
- To keep the platform secure: rate limiting, abuse detection, audit trails, breach investigation. Basis: our legal obligation under Section 20 of the Act and our legitimate interest in protecting the service.
- To send service notices such as maintenance, security, and changes to these terms. Basis: performance of the contract.
- To send product news. Basis: your consent, which you may withdraw at any time. We never send marketing to employees of client companies.
- To comply with law, such as responding to a lawful order or keeping records the Bureau of Internal Revenue requires. Basis: legal obligation.
We do not sell personal data, use it for profiling, or make automated decisions with legal effect about anyone.
How we handle payroll data as a processor
- We process payroll data only to deliver the service the firm has subscribed to, and never for our own purposes.
- The platform operator cannot open a client company’s employees, runs, or payslips. The platform console shows head counts and subscription status only. This is how the system is built, not a policy setting.
- The firm decides who at the firm and at the client company can see what. Access is enforced on every request from the database, so revoking a seat takes effect immediately.
- We assist the firm in answering employee data-subject requests and in reporting security incidents, within the timelines the National Privacy Commission sets.
- When a subscription ends, the firm may export its data. We delete client data ninety (90) days after termination unless the firm asks for earlier deletion or a law requires longer retention.
How long we keep it
- Inquiries: twenty-four (24) months from the last contact, then deleted, unless you become a subscriber.
- Account and audit records of firm staff: for the life of the subscription and five (5) years after, because finalized payroll runs must remain attributable to the people who approved them.
- Payroll data: for the life of the subscription and ninety (90) days after, as described above. Firms should note their own obligations, including the ten-year retention of books and records under BIR regulations and the three-year payroll record rule under the Labor Code, and export before deletion.
- Security logs: twelve (12) months.
How we protect it
Section 20 of the Act and NPC Circular No. 2023-06 require organizational, physical and technical security measures. Ours include:
- Encryption in transit for every connection, and encryption at rest by our database provider.
- Role-based access resolved from the database on every request, with separation of duties on payroll approval.
- Tenant isolation: every query is scoped to the firm and client company at the request layer.
- Rate limiting and bot protection on public endpoints, including the inquiry form.
- Nightly encrypted backups with a tested restore procedure.
- Money and government identifiers are never written to logs.
If a personal data breach is likely to cause serious harm, we will notify the National Privacy Commission and the affected controller within seventy-two (72) hours of discovery, as NPC Circular No. 16-03 requires, and support the controller in notifying affected individuals.
Your rights
Sections 16 and 18 of the Act give every data subject the right:
- To be informed that your personal data is being processed, and of the details in this notice.
- To access your personal data, its sources, the recipients, how it was processed, and when it was last accessed or changed.
- To object to processing, including withdrawing consent to marketing.
- To have inaccurate or outdated data corrected, and to have recipients told of the correction.
- To have data suspended, blocked, removed or destroyed when it is incomplete, outdated, false, unlawfully obtained, or no longer needed.
- To data portability: a copy of your data in a structured, commonly used electronic format.
- To be indemnified for damages caused by inaccurate, incomplete, outdated, false, unlawfully obtained or unauthorized use of your data.
- To lodge a complaint with the National Privacy Commission.
If you are an employee of a company whose payroll runs on Payzone, your employer and its accounting firm are the controllers of your payroll data. Please direct requests to them first; we will help them respond. If you are a website visitor, an inquirer, or a firm user, write to our Data Protection Officer at raymund.gss@gmail.com. We respond within fifteen (15) working days, and we may verify your identity before acting.
Children
This website and the application are for businesses and their workforce. We do not knowingly collect personal data from anyone under eighteen (18) except as an employee record entered by their employer in accordance with Philippine labor law.
Changes to this notice
We will post changes here and update the effective date. For material changes affecting subscribing firms we will give thirty (30) days’ notice by email to the firm’s administrators.
Contact
Data Protection Officer, Payzone [legal entity name — fill in], [Registered business address, City, Philippines — fill in]. Email: raymund.gss@gmail.com. General inquiries: raymund.gss@gmail.com.
National Privacy Commission: privacy.gov.ph, 5th Floor, Philippine International Convention Center, Vicente Sotto Avenue, Pasay City. Telephone (+63) 2 5322 1322.