Privacy Policy

1. Who We Are

TSS Payroll is a payroll and HR software platform operated by Treasure Digital Group (Pty) Ltd, a company registered in South Africa.

Contact us: support@tsspayroll.co.za

2. Scope of This Policy

This Privacy Policy explains how we collect, use, store, and protect personal information when you use our website (tsspayroll.co.za) and our payroll software platform. It applies to all users including business owners, HR administrators, accountants, and employees who access the platform.

We comply with the Protection of Personal Information Act, 4 of 2013 (POPIA) of South Africa.

3. Information We Collect

We collect the following categories of personal information:

• Account information: name, email address, phone number, company name, job title
• Employee data (entered by employers): full names, ID numbers, tax numbers, banking details, salary information, leave records
• Billing information: subscription tier, payment history (we do not store full card numbers)
• Usage data: pages visited, features used, device type, browser, IP address
• Communications: messages sent to our support team

4. How We Use Your Information

• To provide, operate, and maintain the TSS Payroll platform
• To process payroll calculations, generate payslips, and manage employee records
• To send transactional emails (payslips, invoices, verification codes)
• To provide customer support and respond to enquiries
• To improve the platform and user experience
• To comply with legal obligations (SARS, UIF, SDL submissions)

5. Legal Basis for Processing

We process personal information under the following lawful grounds (POPIA Section 11):

• Contract performance: to deliver the payroll services you have subscribed to
• Legal obligation: SARS, UIF, SDL, and other statutory requirements
• Consent: for marketing communications (you may withdraw consent at any time)
• Legitimate interest: platform security, fraud prevention, and service improvement

6. Data Sharing

We do not sell your personal information. We may share it with:

• Service providers: cloud hosting, email delivery (SendGrid), SMS (Twilio), payment processing (PayFast) — all under data processing agreements
• Regulatory authorities: SARS, UIF, and other bodies where legally required
• Your accountant or payroll bureau: only if you explicitly grant them access via the platform

7. Data Retention

We retain your data for as long as your account is active and for a minimum of 5 years after account closure, as required by South African tax law (SARS record-keeping obligations). Employee payroll records are retained for 5 years per the Basic Conditions of Employment Act.

8. Your Rights (POPIA)

Under POPIA, you have the right to:

• Access personal information we hold about you
• Request corrections to inaccurate information
• Request deletion of your information (subject to legal retention obligations)
• Object to processing based on legitimate interest
• Lodge a complaint with the Information Regulator of South Africa

To exercise these rights, email us at support@tsspayroll.co.za.

9. Security

We implement industry-standard security measures including TLS encryption in transit, encrypted storage for sensitive data, role-based access controls, and regular security reviews. No system is 100% secure; we encourage you to use strong, unique passwords.

10. Cookies

TSS Payroll uses strictly necessary session cookies for authentication purposes. We do not use third-party advertising or tracking cookies.

11. Changes to This Policy

We may update this policy from time to time. We will notify registered users of material changes via email. The "Last updated" date at the top of this page reflects the most recent revision.

12. Contact

For privacy-related queries or to exercise your POPIA rights, contact our Information Officer: