Privacy policy

Who we are and how to reach us

Payslip.ph is payroll software for Philippine security and household-worker agencies. It is operated by [Operator legal name]. Our Data Protection Officer can be reached at privacy@payslip.ph.

Our role under the Data Privacy Act

For the workers whose pay is processed in Payslip.ph, the agency that signed up is the personal information controller: it decides what is collected and why. Payslip.ph processes that data on the agency's instructions as a personal information processor under Republic Act No. 10173 (the Data Privacy Act of 2012), its implementing rules and the issuances of the National Privacy Commission. For the agency's own users (owners, HR and payroll staff) we are the controller of their account data.

What is processed

• Account data: name, email address, sign-in identifiers and roles of agency users, handled through our sign-in provider.
• Worker records entered by the agency: name, birthdate, contact details, employment terms, attendance, pay, leave, loans, and the government identifiers payroll law requires (TIN, SSS, PhilHealth and Pag-IBIG numbers) and payout account numbers.
• Documents the agency uploads about a worker (contracts, clearances, licenses).
• Usage and security logs: who did what and when inside the agency's account, including every view of a government identifier and every export of a payroll file.

Why it is processed

To compute pay and statutory deductions, produce payslips and the reports and files required by the BIR, SSS, PhilHealth, Pag-IBIG and DOLE, pay workers through the agency's bank, bill the agency for the service, keep the service secure, and meet legal obligations such as record retention. The legal bases are the agency's contract with us, its legal obligations as an employer, and legitimate interests in running a secure service.

Safeguards

Each agency's records live in a database of its own. Government identifiers and bank account numbers are encrypted at rest with keys held outside the database and shown masked on screen; viewing or exporting them is written to an audit log the agency can read. Access is role-based and every user is authenticated. Data is transmitted over TLS. Backups are encrypted copies kept in storage we control.

Sharing

We share personal data only with the providers that run the service for us: hosting and database infrastructure, the sign-in provider, the email provider that delivers payslips and notifications, object storage for documents and backups, and the payment gateway for the agency's subscription. Each is bound by a data processing agreement. Files for government agencies and banks are generated for the agency to upload itself; we do not transmit them on the agency's behalf unless it instructs us to.

Website and app analytics

The public website at payslip.ph uses Google Analytics and Google Tag Manager to count visits and see which pages and free tools are used. They set cookies in your browser and send Google the pages you view, the site that referred you, and your device type, browser and approximate location. The free tools run entirely in your browser: the figures you type into them are not sent to us or to Google.

The payroll app at app.payslip.ph counts page views only. Record identifiers are removed from the page addresses it reports, page titles are not sent, worker self-service pages are not reported, and Google signals and ad personalization are turned off, so no worker's name, payslip or payroll figure reaches Google.

Google processes this data under its own terms as our provider and may store it outside the Philippines. You can block analytics cookies in your browser settings or with Google's opt-out add-on at tools.google.com/dlpage/gaoptout; the website and the app work the same without them.

Retention

Payroll records are kept for as long as the agency keeps its account, and the agency can export them at any time. Philippine law requires employers to keep payroll and employment records for at least three years, and the BIR requires books and returns to be kept for ten years; we keep records that long after an agency closes its account unless the agency instructs otherwise and the law allows deletion. Account data of users is deleted when their access is removed, except for audit entries that identify who made a change.

Your rights

Workers and users have the rights the Data Privacy Act gives data subjects: to be informed, to access, to correct, to object, to erasure or blocking where the law allows, to damages, and to data portability. Workers exercise these rights through their agency, which controls the record; where the agency has given a worker self-service access, they can see their own payslips, contributions and tax forms directly. You may also complain to the National Privacy Commission.

Changes

When this policy changes materially we notify agency owners by email and update the date at the top of this page.