Privacy Policy

1. Who we are

This Privacy Policy applies to the Instant Payslip website, payslip generator, retrieval system, employee-contract services, payroll reports, invoices, WhatsApp communications and related services.

2. Information we may collect

Depending on the services used, we may collect and process:

• Names, surnames, identity numbers and passport numbers.
• Telephone numbers, WhatsApp numbers, email addresses and residential addresses.
• Job titles, employment information and employer or company information.
• Salary, earnings, deductions, PAYE, UIF, payroll and payslip information.
• Employee-contract information and electronic-signature records.
• Payment references, transaction status, invoice information and order records.
• Messages sent to or received from our WhatsApp business number.
• Device, browser, IP address, session, security and trusted-device information.
• Information voluntarily supplied through forms, support requests or communications.

3. Information about employees

Employers, human-resources representatives and other authorised users may provide personal information about employees when creating payslips, contracts or payroll reports. A person submitting another individual’s information must have the necessary authority and lawful basis to provide and process that information.

4. How we use personal information

We may use personal information to:

• Create, calculate, preview, store and deliver payslips.
• Generate employee contracts, invoices and payroll reports.
• Process payments and confirm transaction results.
• Provide secure access to saved documents and customer profiles.
• Send authorised WhatsApp messages, reminders, access links and documents.
• Receive and respond to customer-support messages.
• Prevent fraud, abuse, unauthorised access and security incidents.
• Maintain operational, accounting and legal records.
• Improve and troubleshoot the website and related services.
• Comply with applicable legal, regulatory and contractual obligations.

5. WhatsApp communications

Instant Payslip uses WhatsApp to send and receive customer-support and service-related communications through 072 152 4361. Messages may include customer-support communications, service information and responses initiated by the customer.

WhatsApp and Meta may process message content, telephone numbers, delivery information and related metadata in accordance with their own terms and privacy policies. Relevant communication records may be retained where reasonably necessary for customer support, security, record-keeping or legal purposes.

6. Payments

Payments may be processed through PayFast or another authorised payment provider. Instant Payslip may receive transaction references, payment status, amount and payer information necessary to complete an order. Full bank-card details are processed by the payment provider and are not intended to be stored by Instant Payslip.

7. Sharing of information

We do not sell personal information. Information may be shared only where reasonably necessary with:

• Website-hosting, database, security and technical-service providers.
• Payment processors such as PayFast.
• Meta and WhatsApp for business messaging.
• Email, document-delivery and communication-service providers.
• Professional advisers, auditors or service providers acting under appropriate confidentiality obligations.
• Government bodies, regulators, courts or law-enforcement authorities where disclosure is legally required.

8. International processing

Some technology and communication providers may process or store information outside South Africa. Where this occurs, we take reasonable steps to use providers and arrangements that offer appropriate protection for personal information.

9. Retention of information

Personal information is retained only for as long as reasonably necessary to provide the requested services, maintain transaction and accounting records, resolve disputes, enforce agreements, prevent fraud and comply with legal obligations.

When information is no longer required, it may be securely deleted, destroyed, anonymised or restricted from further use, subject to any legal obligation requiring continued retention.

10. Security

We use reasonable technical and organisational safeguards designed to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. These may include encrypted connections, secure access links, password protection, access controls, trusted-device tokens, rate limiting, protected document storage and activity logging.

No electronic system can be guaranteed to be completely secure. Users must protect their devices, access links and login credentials and must notify us if unauthorised access is suspected.

11. Cookies and trusted devices

The website may use cookies, browser storage and similar technologies to maintain sessions, remember authorised devices, improve performance and protect accounts. Trusted-device information is used to reduce repeated logins while maintaining secure access.

12. Your rights

Subject to applicable law, you may request:

• Confirmation of whether we hold your personal information.
• Access to personal information held about you.
• Correction or updating of inaccurate or incomplete information.
• Deletion or destruction of information that we are not legally required to retain.
• Restriction of or objection to certain processing.
• Withdrawal of consent where processing is based on consent.

13. Data-deletion requests

You may request deletion of your Instant Payslip information by:

• Emailing payments@instantpayslip.co.za with the subject line Data Deletion Request; or
• Sending a WhatsApp message to 072 152 4361 stating that you are requesting deletion of your personal information.

Please provide enough information for us to identify the relevant account, order or conversation. We may request reasonable proof of identity before acting on the request to protect information from unauthorised deletion.

We will delete or anonymise information that is no longer required, except where retention is required by law, necessary for accounting or transaction records, needed to resolve a dispute, or required to prevent fraud or enforce legal rights. We will communicate the outcome of the request using the contact information provided.

14. Children’s information

Instant Payslip services are not intentionally directed at children. Where information relating to a minor employee is lawfully submitted, the person submitting it must have the necessary legal authority or consent to do so.

15. Changes to this policy

We may update this Privacy Policy when our services, legal obligations or information-processing practices change. The updated version will be published on this page with a revised effective date.

16. Contact and complaints

Questions, privacy requests or complaints may be directed to:

You may also lodge a complaint with the Information Regulator of South Africa through its official website at https://inforegulator.org.za.