D-BIT Systems (PTY) LTD. [DBIT] Is the author of D-BIT Payroll and is a registered member of the Payroll Authors Group of South Africa (PAGSA).

This policy should be read in conjunction with D-BIT’s Terms of Doing Business and POPI Declaration

D-BIT is committed to protecting the privacy of your business and employees, whilst also developing technology that gives you the most powerful and safe payroll experience. Our privacy policy has been created by combining the most stringent rules from the regions in which we operate. Therefore, all data handling and storage is done in full compliance with, and often in excess of the requirements laid out in POPI.

We are committed to helping you uphold your own and your employees’ rights over their personal information, whilst also making your obligations in meeting the requirements under data protection legislation as simple as possible.

Guiding Principles

Our commitment to protecting privacy is as follows:

Processing Limitation – We will only process the data you have provided to D-BIT, for the purpose which it was shared.

Accuracy – We will endeavour to make it as easy as possible for you to keep your information up to date.

Data Minimisation – If information you shared with us is no longer necessary to fulfil our contractual obligations, we shall ensure that any data which isn’t erased is in a non-identifiable form.

Openness – We pride ourselves on customer service, whilst also guarding your interests. Therefore, should you require further explanation on a subject, we will happily clarify our role and involvement with you.

Consent – If for any reason we should need to undertake further processing of information provided by you, we shall not do so without your consent, unless legally obliged.

Confidentiality – You can share information with D-BIT with confidence.

Collection of Personal Information

D-BIT’s clients (the employer), collects personal information from your employees and may, in the course of business, provide this information to D-BIT, so that we can assist you with your payroll obligations. It is therefore presumed that in providing this information to D-BIT, you are authorised to do so.

Some of the personal information required is personally identifiable, such as an email address, name, home or work address or telephone number. Other non-identifiable information is also provided, such as anonymous demographic information, which is not unique, such as a person’s ZIP code, age, gender, preferences, interests and favourites.

D-BIT uses information about your computer hardware and software for proper operation of the payroll software, to maintain quality of the payroll software, and to provide audit statistics regarding use of the payroll software.

Use of Personal Information

D-BIT payroll software uses personal information to execute payroll services, in compliance with various legislation (see D-BIT POPI Declaration).

D-BIT does not use or disclose sensitive personal information, such as race or religion, without your explicit consent.

Save for circumstances where we have your express consent, the information that D-BIT collects is not shared with or sold to other organisations for commercial purposes.

D-BIT will disclose your personal information, without notice, only if required to do so by law or in the good faith belief that such action is necessary to:

    1. Conform to the edicts of the law or comply with legal process served on D-BIT;

    2. Protect and defend the rights or property of D-BIT by taking action in situations including, but not limited to, suspected illegal activities, fraud or violations of Terms of Service; and

    3. Act under exigent circumstances, including but not limited to situations involving potential threats to the physical safety of any person, whether employees or users of DBIT or members of the public.

Should D-BIT or the System merge with or be acquired by another entity, your information will be transferred subject to the provision of reasonable notice by D-BIT.

Security and Storage of Personal Information

Each region in which D-BIT operates, we ensure that the company remains compliant with data protection legislation and honours this policy.

The personally identifiable information you provide is held on computer servers in a controlled, secure environment. The transfer of data is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

    - Where said servers are owned or managed by you, you are responsible for ensuring that your employees’ personal information is secured against any unauthorised access, use or disclosure.

    - Where said servers are owned or managed by D-BIT, D-BIT are responsible for ensuring that your employees’ personal information is secured against any unauthorised access, use or disclosure.

In either case, it must be emphasised that while D-BIT stores payroll information provided by you, you retain all rights to such information.

Use of Cookies

The primary purposes of cookies is convenience; cookies save you time by telling the server that you have returned to a specific page.

D-BIT uses cookies to store anonymous data. This data is not shared with any third parties. No personal information is collected or stored unless you explicitly capture it through one of the data-capture forms of the Payroll System.

You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer.

Changes to This Policy

D-BIT may, from time to time, update its policy and so encourages you to periodically visit this document in order to review any changes made. D-BIT will also notify you by e-mail of any significant changes.

D-BIT welcomes any feedback that you may have regarding this Policy. Furthermore, if you believe that D-BIT has not adhered to this Policy, please contact D-BIT using our help desk and we will use commercially reasonable efforts to promptly determine and remedy the problem.