Simple Payroll Privacy Policy

1. Introduction & Scope

Simple Payroll is operated by Kola Technologies Ltd ("we", "our", or "us"). This Privacy Policy describes how Simple Payroll collects, processes, stores, and protects personal and financial information when managers, employers, and employees use our mobile application and web portal services.

Simple Payroll is designed as a specialized workplace payroll management and salary ledger platform that enables authorized employers to manage worker payroll records, calculate salary balances, track salary advances, and disburse wages.

2. Information We Collect

To provide reliable payroll execution and compliance accounting, we collect the following categories of information:

• Personal Identity Information: Employee and manager full names, telephone numbers, employment start dates, and job designations.
• Financial & Payroll Data: Agreed monthly wages/salary rates, payment cycle dates, advance request records, settled payouts, manual cash payment entries, payment method types, and ledger balances.
• Mobile Money & Operator Data: Recipient mobile telephone numbers, registered telecom subscriber names (as verified through authorized telecom carrier gateways), and carrier transaction reference IDs.
• Technical & Device Information: Device identifiers (client UUIDs for offline synchronization conflict resolution), IP address, app version, and secure session tokens.

3. How We Use Your Information

We process collected information strictly for legitimate workplace payroll management purposes, including:

• Calculating real-time accrued worker salary, advance entitlements, and outstanding balances.
• Executing mobile money disbursements and bulk payroll payouts at the explicit authorization of the employer/manager.
• Validating that recipient phone numbers match registered worker names to prevent erroneous or fraudulent disbursements.
• Enabling offline data entry and automatic synchronization when Internet connectivity is restored.
• Generating employee monthly payslips and itemized cycle statements.

4. Third-Party Service Providers & Data Sharing

We do not sell, rent, or monetize your personal or financial data. We share information only with authorized third-party service providers strictly necessary to execute our services:

• Telecommunications & Payment Aggregators: Licensed mobile network operators and payment switches (such as MTN MoMo and Airtel Money) solely to route payouts, verify mobile subscriber identities, and reconcile transaction status.
• Regulatory & Legal Authorities: Where required by applicable labor, employment, or tax laws, or under a valid court order or statutory audit request.

5. Data Security & Encryption

We implement industry-standard administrative, physical, and technical security safeguards:

• All data transmitted between the mobile application, web portal, and backend servers is encrypted in transit using Transport Layer Security (TLS 1.3 / HTTPS).
• Sensitive credentials and session tokens on mobile devices are stored in hardware-backed encrypted storage (Android Keystore / Flutter Secure Storage).
• Role-based access controls strictly isolate organization databases, ensuring only authorized personnel within your company can view wage data.

6. Data Retention & Statutory Accounting

We retain active user account data for as long as your organization maintains an active subscription with Simple Payroll.

Statutory Payroll Records: In accordance with national labor and tax regulations, historic payroll disbursement records, audit logs, and accounting ledger entries are retained by the employing organization for the statutory financial audit period (typically 5 to 7 years) to maintain fiscal compliance.

7. User Rights, Account & Data Deletion

You have the right to access, correct, or request the deletion of your personal account information at any time:

• In-App Deletion: Open the Simple Payroll mobile app > Navigation Drawer > Profile section > tap "Delete Account" to initiate account closure and credential revocation.
• Web-Based Deletion Request: Visit our dedicated Account Deletion Request Page to submit a deletion request without needing the app installed.

8. Contact Us & Privacy Inquiries