Privacy Policy – VeldtPayroll

Who We Are

Veldt Payroll ("we", "us", "our") is a payroll management platform for Namibian businesses. This policy explains what personal information we collect, how we use it, and your rights regarding that information.

Information We Collect

Category	Data Collected	Purpose
Account data	Company name, owner name, email, phone, company logo	Account creation and identification
Employee data	Full name, Namibian ID number, email, phone, position, department, salary, leave balances	Payroll processing and payslip generation
Payroll data	Monthly salary figures, allowances, deductions, overtime, tax calculations	Payroll runs and statutory reporting
Payment data	Bank transfer references, proof of payment files, subscription plan details	Subscription management and verification
Usage data	Login timestamps, session data	Security and fraud prevention

How We Use Your Information

To provide and operate the payroll processing service
To calculate statutory deductions (P.A.Y.E, SSC, ECF) and generate payslips and compliance reports
To manage your subscription and verify payments
To send transactional emails (account verification, payment confirmation, payslip notifications)
To maintain the security and integrity of the platform

We do not use your data for advertising, profiling, or sale to third parties. We do not display advertisements in our products.

Data Storage & Security

Your data is stored on secure cloud servers. We implement the following measures to protect it:

Passwords are hashed using bcrypt — we never store plain-text passwords
All data in transit is encrypted via HTTPS/TLS
Employee data is strictly scoped — companies can only access their own employee records
Session tokens are signed and expire on logout

Despite these measures, no system is completely immune to breaches. We encourage you to use a strong password and to log out from shared devices.

Employee Data & the Employee Portal

Employee personal data is entered by the employer (company account). Employees may access their own payslips and leave balances via the Employee Portal using credentials set by the employer.

Employees may contact their employer directly to request correction or deletion of their personal data. We will action deletion requests received directly from employees within 30 days, subject to the employer's confirmation.

Data Retention

We retain your data for as long as your account is active. Upon account cancellation or expiry:

Your data is retained for 90 days to allow for reactivation or export
After 90 days, all company and employee data is permanently and irreversibly deleted from our servers
Payslip PDFs generated and downloaded by users are not stored on our servers after download

Your Rights

Under applicable data protection principles, you have the right to:

Access — request a copy of the personal data we hold about you
Rectification — correct inaccurate data (most data can be edited directly in the platform)
Deletion — request deletion of your account and associated data
Portability — export your payroll data in CSV format at any time from the platform

To exercise any of these rights, contact us at gewersdeon61@gmail.com.

Third-Party Services

Veldt Payroll uses the following third-party services in its operation:

Gmail (Google): Transactional email delivery (verification emails, notifications)
MongoDB Atlas: Encrypted cloud database hosting

These providers are subject to their own privacy policies and are used solely to operate the service.

Changes to This Policy

We may update this policy periodically. We will notify you of material changes via email or a notice on the platform. Continued use of Veldt Payroll after changes are posted constitutes acceptance of the revised policy.