Privacy Policy

Payd Piper Pty Ltd
Last Updated: May 15, 2025

1. Introduction

At Payd Piper Pty Ltd ("Payd Piper," "we," "us," or "our"), we are committed to protecting the privacy of your personal information. As an Australian-based technology implementation partner, we assist businesses in deploying and optimizing HR, payroll, and related software platforms. This Privacy Policy outlines how we collect, use, disclose, store, and protect personal information in connection with our services, in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth). Where applicable, we also comply with the General Data Protection Regulation (GDPR) (EU 2016/679) for clients or data subjects in the European Union.

This policy applies to personal information collected from clients, users, and contacts who engage with our services, as well as information processed on behalf of our clients during implementation projects. All software systems we use to process personal information are compliant with ISO or SOC standards, ensuring robust security and data protection.

2. Scope of This Policy

This Privacy Policy covers:

  • Personal information provided to us by clients, users, or contacts in Australia and, where applicable, internationally.

  • Personal information collected during our implementation and support services for HR, payroll, and related software platforms.

  • Personal information processed as part of our business operations, such as client management, marketing, and analytics.

This policy does not cover the privacy practices of third-party platform providers, except where we act as a data processor on their behalf. Please refer to the respective privacy policies of the HR or payroll platforms we implement for their practices.

3. Types of Personal Information We Collect

We collect personal information necessary to deliver our services as an implementation partner for HR and payroll systems. This may include:

  • Identity and Contact Information: Name, job title, email address, phone number, company name, and business address.

  • Professional Information: Employment details, role, or organizational structure provided during implementation projects.

  • Service-Related Information: Data provided to configure HR or payroll platforms, such as employee data (e.g., names, payroll details, or leave records) shared by clients for implementation purposes.

  • Interactions with Us: Records of communications, inquiries, or feedback submitted via email, phone, or our website.

  • Technical Data: IP addresses, browser types, or device information collected when you visit our website or interact with our services.

  • Marketing Preferences: Information about your preferences for receiving marketing communications, such as newsletters or event invitations.

We only collect sensitive information (e.g., financial or health details) where necessary for implementation services and with your consent or as permitted by the APPs or GDPR (where applicable).

4. How We Collect Personal Information

We collect personal information:

  • Directly from You: Through forms, emails, phone calls, or meetings, such as during client onboarding or support requests.

  • From Clients: When clients provide employee or business data for HR or payroll platform implementation.

  • Automatically: Via cookies or analytics tools when you visit our website or use our services, using ISO or SOC-compliant systems.

  • From Platform Providers: When we receive data as part of our partnership to support implementation or service delivery for HR or payroll systems.

  • From Public Sources: Occasionally from publicly available sources, such as business directories, for marketing or client outreach in compliance with the APPs.

5. How We Use Personal Information

We use personal information to:

  • Deliver implementation, configuration, and support services for HR and payroll platforms using ISO or SOC-compliant systems.

  • Communicate with you about our services, including responding to inquiries and providing project updates.

  • Manage client relationships and provide tailored solutions.

  • Conduct marketing activities, such as sending newsletters or event invitations, in compliance with the Spam Act 2003 (Cth) and with your consent where required.

  • Improve our services through analytics and feedback.

  • Meet legal obligations, such as record-keeping or responding to regulatory requests under Australian law.

When acting as a data processor for our clients, we process personal information strictly according to their instructions and applicable agreements, in line with the APPs and GDPR (where relevant).

6. Disclosure of Personal Information

We may disclose personal information to:

  • Platform Providers: To support implementation or service delivery for HR or payroll systems.

  • Service Providers: Trusted third parties (e.g., cloud storage or analytics providers) who assist us, using ISO or SOC-compliant systems and bound by confidentiality obligations compliant with the APPs.

  • Legal Authorities: When required by Australian law or to protect our rights, safety, or property.

  • Business Partners: With your consent, for marketing or co-branded events, in line with the APPs.

We do not sell or share personal information for purposes unrelated to our services.

7. Overseas Data Transfers

We primarily store and process personal information in Australia using ISO or SOC-compliant systems. However, some service providers or HR/payroll platform systems may be located overseas (e.g., in the EU or US). When transferring personal information outside Australia, we take steps to ensure compliance with APP 8, such as:

  • Ensuring recipients are subject to equivalent privacy protections.

  • Using standard contractual clauses for GDPR compliance where applicable.

  • Verifying adequacy arrangements for data transfers to the EU.

We ensure that any overseas disclosures meet Australian privacy standards and, where relevant, GDPR requirements.

8. Data Security

We use reasonable technical and organizational measures, supported by ISO or SOC-compliant systems, to protect personal information from unauthorized access, loss, or misuse, including:

  • Encryption of sensitive data during transmission and storage.

  • Access controls to restrict data access to authorized personnel.

  • Regular reviews of our security practices.

While we strive to protect your data, no system is entirely secure, and we cannot guarantee absolute security.

9. Data Retention

We retain personal information only as long as necessary for the purposes outlined in this policy or as required by Australian law. For example:

  • Client data is retained for the duration of our service agreement and a reasonable period thereafter (e.g., 7 years for tax purposes under Australian law).

  • Marketing data is retained until you unsubscribe or request deletion.

When personal information is no longer needed, we securely delete or anonymize it in accordance with the APPs.

10. Your Rights

Under the APPs, you have the right to:

  • Access: Request access to the personal information we hold about you.

  • Correction: Request corrections to inaccurate or incomplete data.

  • Anonymity: Deal with us anonymously or pseudonymously where practicable.

  • Complaints: Raise concerns about our handling of your data (see Section 13).

If you are in the EU and GDPR applies, you may also have rights to:

  • Deletion: Request deletion of your data, subject to legal obligations.

  • Objection: Object to certain uses of your data, such as marketing.

  • Restriction: Request restricted processing in specific cases.

  • Portability: Request a transferable copy of your data.

  • Withdraw Consent: Withdraw consent where processing relies on it.

To exercise your rights, contact us at support@paydpiper.com. We will respond within a reasonable timeframe (typically 30 days under the APPs or GDPR) and may require identity verification.

11. Cookies and Tracking

Our website uses cookies and similar technologies, supported by ISO or SOC-compliant systems, to improve user experience and analyse usage, in compliance with the APPs. You can manage cookie preferences via your browser settings. See our Cookie Policy on our website for details.

12. Third-Party Links

Our website or services may link to third-party sites, such as HR or payroll platforms. We are not responsible for their privacy practices. Please review their privacy policies before sharing personal information.

13. Complaints

If you have concerns about our handling of your personal information, please contact us at support@paydpiper.com. We will investigate and respond within 30 days, as required by the APPs. You may also lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au. For EU residents, you may contact your local data protection authority under GDPR.

14. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices or Australian law. We will notify you of significant changes via email or our website. The latest version is available at www.paydpiper.com/privacy

15. Contact Us

For questions or requests about this Privacy Policy, please contact:
Payd Piper Pty Ltd
Email: support@paydpiper.com
Address: 203/510 Kingsway, Miranda, NSW 2228, Australia

Phone: 0437789594

We value your trust and are committed to protecting your privacy while delivering high-quality services