Privacy Policy

Swazi Host HRM & Payroll System – Privacy Policy

Last Updated: June 27, 2025

Swazi Host (Pty) Ltd (“we”, “our”, or “us”) respects your privacy and is committed to protecting the personal and organizational information you share with us through the Swazi Host HRM & Payroll System (“the Service”).

This Privacy Policy explains how we collect, use, store, and protect your data when you use our Service.

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1. Information We Collect

We collect the following types of information:

1.1. User & Organization Data

• Full name, email address, contact number

• Company/organization name and registration details

• Employment and payroll records (employees, salaries, job titles, etc.)

1.2. System & Usage Data

• Login timestamps and activity logs

• IP address, browser type, device information

• Error reports and system performance metrics

1.3. Payment Information

• Transaction details (amount, method, reference ID)

• We do not store credit/debit card numbers directly. Payments are processed securely through authorized payment gateways.

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2. How We Use Your Information

We use your information to:

• Provide and improve the HRM & Payroll system

• Authenticate users and secure access

• Generate payroll, HR reports, and analytics

• Manage subscriptions, billing, and payments

• Respond to inquiries, support requests, or legal obligations

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3. Data Storage and Security

• All data is stored securely on encrypted servers with access controls.

• We use SSL/TLS encryption for all data transmitted over the internet.

• Backups are performed regularly and stored in secure, off-site locations.

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4. Data Sharing and Disclosure

We do not sell, rent, or share your data with third parties except in the following cases:

• When required by law, court order, or regulatory authorities

• With your explicit written consent

• With service providers under strict confidentiality to help us operate (e.g., cloud hosting, payment processing)

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5. User Rights

You have the right to:

• Access and view your personal data

• Request correction of inaccurate or outdated information

• Request deletion of your account and data (subject to legal and billing obligations)

• Export your data in a structured format upon request

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6. Data Retention

We retain user and payroll data as long as your account is active or as required by applicable laws (e.g., tax or employment recordkeeping).

After account termination:

• Your data is retained for 30 days unless you request earlier deletion.

• Some anonymized data may be retained for system performance and audit purposes.

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7. Cookies and Tracking

We may use cookies and similar technologies to:

• Remember your login session

• Monitor usage patterns and improve user experience
  You can manage or block cookies via your browser settings.

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8. Children’s Privacy

Our service is not intended for children under 18. We do not knowingly collect data from minors.

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9. Changes to This Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated via email or posted prominently on the platform. Continued use of the Service constitutes your acceptance of any updates.

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10. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, contact us at:

Swazi Host (Pty) Ltd
Email: ictteam@swazihost.com
Phone: +268 3555 2210 / 7646 2173
Website: www.swazihost.com