Privacy Policy

PayrollHero is operated by Red Cape HR Software Corp., incorporated in Canada, with an office in the Philippines. This policy describes how we collect, use, and protect personal information across our website, https://www.payrollhero.com, and the PayrollHero platform.

1. Information we collect

Account and profile data

Name, email, contact details, and other information provided when an account or employee profile is created.

Payroll and attendance data

The operational data our platform exists to process — attendance records, schedules, payroll calculations, and related HR data.

Technical data

Standard web/device log data (IP address, browser type, timestamps) collected automatically when using the platform.

2. How we use it

We process personal information as necessary to provide the platform, to meet legal obligations, and with appropriate consent. Specifically: to provide the platform's core functions (payroll, attendance, scheduling), to communicate with account holders and employees about their use of the service, for internal administration, and to meet legal obligations. We do not sell personal information.

3. Who we share it with

We use a limited set of third-party service providers to operate the platform. Data shared with each is limited to what's necessary for their function:

• Amazon Web Services — underlying cloud infrastructure and data storage
• FreshBooks — billing/invoicing for PayrollHero's own clients
• Mailgun — transactional email delivery
• Intercom — marketing site chat and lead capture
• Segment.io — product analytics
• Google — maps/location features, optional sign-in, bot protection

We do not have a general practice of disclosing personal information beyond what's listed above, except where required by law or to protect our legal rights. This includes disclosure to courts, tribunals, regulatory authorities, or law enforcement where required by law or in connection with actual or prospective legal proceedings.

If PayrollHero or its assets are acquired, personal information may be included among the assets transferred, and would continue to be used consistent with this policy.

Our website may link to external sites we don't operate. We aren't responsible for the content or privacy practices of those sites.

4. Where data is stored, and international transfers

Data is stored and processed on AWS infrastructure located in the United States. PayrollHero's clients and their employees are primarily located in the Philippines and Singapore, and the operating company is incorporated in Canada with an office in the Philippines. By using the platform, data is necessarily transmitted across these jurisdictions as part of normal operation, protected by contractual and technical safeguards appropriate to each.

5. How long we keep data

Backups

Continuous backups are retained for 7 days, after which older backup data ages out automatically.

Closed accounts

Data (including associated files) is automatically and permanently erased 7 years after an account's last login or access, as part of a scheduled cleanup process run twice yearly. If a client requests deletion at the time of closing their account, we delete it immediately instead of waiting for the scheduled cleanup.

6. Your rights

Choice and consent: By providing personal information to us, you consent to its collection, use, and disclosure as described in this policy.

Information from third parties: Employee data is often provided to us by the employing client (account holder) rather than directly by the employee. We protect it the same way regardless of who provides it.

Access and correction: Account holders can view and update their information directly within the platform.

Data export: Available on request. This is handled manually today rather than through a self-service export feature — contact us and we will provide a copy of the personal data we hold about you.

Closing an account: Not self-service — contact us and our team will process the closure, which erases all data associated with that account.

Erasing one individual's data: Can be requested without closing the whole account. We will confirm the request against applicable data retention law before acting, then remove the personal information involved. The underlying record may be retained where it's referenced by other data that must remain consistent, such as payroll history, but the personal information on it is removed.

In all cases, data already contained in existing backups may persist until those backups age out under our standard retention window (see Section 5).

Unsubscribe: You may opt out of marketing communications at any time using the unsubscribe link in the message, or by contacting us.

Complaints: If you believe we have not handled your personal information appropriately, contact us. You also have the right to lodge a complaint with your local data protection authority.

To exercise any of these rights, contact us at support@payrollhero.com.

7. Security

Data is encrypted at rest and access is restricted by role-based controls. No method of storage or transmission is 100% secure, and we cannot guarantee absolute security, but we take reasonable steps consistent with this policy to protect information in our care. In the event of a data breach affecting your personal information, we will notify affected parties and relevant authorities as required by applicable law.

8. Cookies

We use cookies for session management and, where applicable, analytics. Please refer to our Cookie Policy for more information.

9. Children

PayrollHero is a business platform not directed at, or intended for use by, minors. We do not knowingly collect personal information from children.

10. Changes to this policy

We may update this policy from time to time. Material changes will be communicated via the platform or by email before they take effect.

This policy is effective as of 15th September 2026.