1. Introduction and Governing Law

Welcome to PayrollNow (http://www.payrollnow.ca). Your privacy is of utmost importance to us. This Privacy Policy outlines how we collect, use, store, and protect your personal information when you use our platform and services. By using PayrollNow, you agree to the practices described in this policy. This Privacy Policy is governed by the laws of Canada, including the Personal Information Protection and Electronic Documents Act (PIPEDA), and the applicable provincial laws where our business operates.

We have designated a Privacy Officer who is accountable for our compliance with this Policy and applicable privacy laws. You may contact our Privacy Officer using the information in Section 12 (Contact Us).

2. Information We Collect and Its Purpose

We collect only the information necessary to provide our payroll services. When you use our platform, we may collect the following personal information:

• Full Name, Address, and Date of Birth: Required for accurate payroll calculations, issuing legal tax documents such as T4 slips, and verifying your identity.
• Social Insurance Number (SIN): Mandatory for reporting income and tax deductions to the Canada Revenue Agency (CRA) and fulfilling legal tax obligations.
• Bank Account Information (e.g., institution, transit, and account number): Required to process direct deposit payments to employees.
• Email Address: Used for service-related communications (e.g., sending pay stubs, updates) and for account management and customer support.

3. How We Use Your Information

We use the information we collect to:

• Provide accurate and efficient payroll services.
• Verify your identity to ensure the security and integrity of your account.
• Communicate with you regarding our services, important updates, and legal notices.
• Meet legal and regulatory requirements imposed on us as a payroll service provider.

4. Data Encryption and Security

To protect your personal data, we use industry-standard security measures. Sensitive information like your address, date of birth, bank account information, and SIN is stored using encryption techniques. We implement technical and organizational safeguards to protect your data from unauthorized access, disclosure, or misuse.

5. Sharing of Information

We do not sell, rent, or trade your personal information. We may, however, share your information with trusted third-party service providers and government agencies for the sole purpose of delivering our services. This includes:

• Banks and financial institutions for direct deposit services.
• Government agencies such as the Canada Revenue Agency (CRA) and Revenu Québec for tax reporting and compliance.
• Stripe, our payment processor, to process your subscription payments (see our Terms of Service, Section 5). We do not share your employees' SIN or payroll data with Stripe; Stripe only processes your subscription billing information.
• Service providers who assist us with essential functions such as data hosting and infrastructure, provided they are bound by confidentiality and data protection obligations consistent with this Policy.

We may also disclose information if required by law or a court order.

6. Cookies and Tracking Technologies

Our website uses cookies to enhance your user experience and analyze site traffic. You can control the use of cookies through your browser settings.

7. Your Privacy Rights

You have the right to access, correct, or request the deletion of your personal information at any time, subject to our legal retention obligations described in Section 8 — for example, we cannot delete SIN or payroll records before the applicable retention period has elapsed. You can also withdraw your consent for us to use your information. Please note that withdrawing consent may limit our ability to provide certain services to you.

To exercise these rights, please contact us using the information in Section 12 (Contact Us). If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (OPC) at www.priv.gc.ca.

8. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes for which we collected it and to comply with legal obligations. Payroll records are retained in accordance with our Terms of Service, Section 10 (Data Retention and Export Upon Termination), which reflects applicable CRA record-keeping requirements. After the applicable retention period, your data will be securely disposed of.

9. Data Breach Notification

If we become aware of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify you and report the breach to the Office of the Privacy Commissioner of Canada, as required under PIPEDA, as soon as reasonably possible. We will also keep records of all breaches of security safeguards, regardless of severity, in accordance with our legal obligations.

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to read their privacy policies.

11. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The revised version will be effective as of the "Effective Date" posted above. We encourage you to review this page regularly for any changes.

12. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our data handling practices, including requests to our Privacy Officer, please contact us at:

Email: support@payrollnow.ca