Privacy Policy

Effective Date: 2/9/2024

1. Introduction

Welcome to NETPIPO ("we," "our," "us"). This Privacy Policy outlines how we collect, use, disclose, and protect the personal information of our users ("you," "your"). By accessing or using our SaaS platform, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We collect several types of information to provide and improve our service:

• Company Information:
  • Tax Identification Number (TIN)
  • Company registration details
  • Payroll data
  • Company address
  • Company phone number
  • Company email address
  • Other Company Details
• Employee Information:
  • National Identification Number (NID)
  • RRSB Number
  • Phone number
  • Email address
  • Salary information
  • Bank details
  • Marital status
  • Gender
  • Dependents
  • Education and work history
  • Emergency contact information
  • Age
  • Address
• Usage Data:
  • Information about how you use our service, including log data, cookies, and analytics.
  • IP address, browser type, and device information.
• Communications:
  • Records of your communications with us, including emails and phone calls.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide and maintain our HR management services, including payroll processing, attendance tracking, and vacation management.
• To perform tax calculations such as PAYE and other Rwanda Revenue taxes.
• To accurately calculate RSSB contributions.
• To manage and store employee records securely.
• To communicate with you about important updates, changes to features, new features, and other service-related matters.
• To comply with local regulations and legal obligations.
• To monitor and analyze usage patterns and improve our service.
• To prevent fraud, protect our legal rights, and ensure the security of our platform.

4. Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Contractual Necessity: To fulfill our contractual obligations to you.
• Legal Compliance: To comply with legal obligations under Rwandan law.
• Legitimate Interests: To pursue our legitimate business interests, such as improving our service and protecting our legal rights.
• Consent: Where required by law, we will obtain your consent before collecting or processing your personal information.

5. Data Sharing and Disclosure

We do not sell, trade, or otherwise transfer your personal information to third parties, except in the following circumstances:

• Service Providers: We may share your information with third-party vendors who assist us in operating our service, such as cloud storage providers, analytics services, and customer support.
• Legal Authorities: We may disclose your information to government authorities or law enforcement when required to comply with legal obligations, enforce our policies, or protect our rights.
• Business Transfers: In the event of a merger, acquisition, or sale of our company, your information may be transferred to the new owner.
• With Your Consent: We may share your information with third parties if you provide explicit consent for such sharing.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. The retention period may vary depending on the type of information and the purposes for which it is used.

8. Your Rights

You have the following rights regarding your personal information:

• Access: You have the right to request access to the personal information we hold about you.
• Correction: You have the right to request corrections to any inaccurate or incomplete personal information.
• Deletion: You have the right to request the deletion of your personal information, subject to certain exceptions.
• Objection: You have the right to object to the processing of your personal information based on legitimate interests.
• Data Portability: You have the right to request a copy of your personal information in a structured, commonly used, and machine-readable format.
• Withdraw Consent: Where we rely on your consent for processing, you have the right to withdraw your consent at any time.

To exercise these rights, please contact us using the contact information provided below.

9. International Data Transfers

Your personal information may be transferred to, and processed in, countries other than Rwanda, where data protection laws may differ from those in Rwanda. We ensure that any such transfers comply with applicable data protection laws and that your information remains protected.

10. Children's Privacy

Our service is not intended for children under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child under 18, we will take steps to delete such information.

11. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our platform, analyze usage patterns, and deliver personalized content. You can manage your cookie preferences through your browser settings.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new Privacy Policy on our website and updating the effective date.

13. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:

• Email: info@netpipo.com
• Phone: 0787 028 385
• Address: KG 14 Ave, Kigali