PRIVACY POLICY

Last updated: 02.10.2024

Gea-Payroll ltd operates the website gea-payroll.hr (the "Site"). This Privacy Policy outlines how we collect, use, disclose, and protect your personal information when you engage our payroll services or visit our website. It also explains your rights concerning your personal data in accordance with the General Data Protection Regulation (GDPR) and other relevant privacy laws.

By using our services and visiting our website, you consent to the practices described in this Privacy Policy.

1. INFORMATION WE COLLECT

We collect several types of information to provide payroll services efficiently and ensure compliance with legal obligations.

a. Personal Data

Personal data includes any information that can directly or indirectly identify an individual. In the course of providing payroll services, we collect the following personal data about employees and contractors:

• Name, surname
• Contact details (email address, phone number, home address)
• National identification numbers (e.g., VAT ID, social security number, etc.)
• Employment details (position, salary, tax information, payroll records)
• Bank account details for payment processing
• Working hours and other attendance-related data
• Any other information not listed only when, and if required for the the purpose of service provisions 

b. Company Data

We may collect certain information related to the companies we work with, including:

• Company name, registration number, and tax identification number
• Company contact details and business address
• Payment and financial information necessary for payroll and tax-related activities
• Any other information not listed only when, and if required for the the purpose of service provisions 

c. Automatically Collected Information

When you visit our Site, we may collect certain information automatically, such as:

• IP address
• Browser type and version
• Pages you visit on our Site
• The time and date of your visit

This information helps us to improve our website functionality and the user experience.

2. HOW WE USE YOUR INFORMATION

We use the information we collect for the following purposes:

• Payroll processing: Calculating salaries, deductions, taxes, and ensuring accurate payment to employees or contractors.
• Compliance: Fulfilling legal obligations such as tax filing and maintaining accurate payroll records as required by law.
• Customer support: Addressing queries, issues, and feedback from clients and employees.
• Communication: Sending payroll-related notifications, updates, or responding to inquiries.
• Security: Protecting our systems, preventing fraud, and ensuring compliance with our contractual and legal obligations.
• Website improvement: Analyzing traffic patterns to improve the performance and usability of our Site.

3. LEGAL BASIS FOR PROCESSING

We process personal data on the following legal grounds:

• Performance of a contract: When processing is necessary to fulfill contractual obligations with our clients (i.e., providing payroll services).
• Legal obligation: When processing is required to comply with legal obligations, such as tax laws, employment laws, or GDPR.
• Legitimate interest: When processing is necessary for the legitimate interests of the company, such as fraud prevention or improving our services, and does not override your rights.
• Consent: In cases where explicit consent is required (e.g., for marketing purposes), we will ensure that consent is obtained before processing.

4. HOW WE SHARE YOUR INFORMATION

We may share your data with third parties only when necessary to provide payroll services or comply with legal obligations:

• Service providers: We may share data with subcontractors or service providers who assist us in providing payroll services (e.g., software providers, tax authorities, or banks). All third-party providers are required to protect the confidentiality and security of your data and use it only for the services we request.
• Legal requirements: We may disclose your data to comply with legal obligations, such as government requests or court orders.
• Business service transfers: In the event of a merger, acquisition, or sale of assets, personal data may be transferred as part of the business transfer.

We will never sell your personal information to third parties.

5. DATA SECURITY

We implement a variety of security measures to ensure the protection of your personal data, including:

• Encryption: Data is encrypted during transmission and storage to prevent unauthorized access.
• Access controls: Only authorized personnel have access to sensitive personal data, and such access is limited based on their role.
• Regular security audits: We conduct regular reviews of our data processing practices and cybersecurity measures to prevent breaches and unauthorized access.

6. DATA RETENTION

We retain personal data only as long as it is necessary to fulfill the purposes outlined in this Privacy Policy or as required by law (e.g., tax, accounting, and legal obligations). After the applicable retention period, we will securely delete or anonymize the data in compliance with applicable legal requirements.

7. YOUR RIGHTS

Under GDPR and other applicable data protection laws, you have the following rights:

• Access: You have the right to request access to the personal data we hold about you.
• Rectification: You may request corrections to any inaccurate or incomplete data.
• Erasure: You have the right to request that your personal data be deleted, provided there is no legal reason to retain it.
• Restriction of processing: You may request that we restrict the processing of your data under certain conditions.
• Data portability: You have the right to receive your personal data in a structured, commonly used format and transfer it to another controller.
• Objection: You may object to the processing of your personal data based on our legitimate interests.
• Withdraw consent: Where processing is based on your consent, you may withdraw your consent at any time.

To exercise any of these rights, please contact us using the details provided in Section 10.

8. INTERNATIONAL DATA TRANSFERS

In some cases, your personal data may be transferred to countries outside the European Economic Area (EEA). When such transfers occur, we ensure adequate protection by implementing appropriate safeguards, such as standard contractual clauses or by transferring data to countries with an adequate level of protection as determined by the European Commission.

9. COOKIES AND TRACKING TECHNOLOGIES

Our Site uses cookies and similar tracking technologies to enhance user experience and gather information about how visitors use our website. Cookies are small data files placed on your device that enable us to understand site traffic and usage patterns.

For more details on how we use cookies, please review our [Cookie Policy].

10. CONTACT US

If you have any questions or concerns about this Privacy Policy or wish to exercise your rights regarding your personal data, please contact us via email or by post.

We will respond to all requests, inquiries, or concerns at shortest time possible.

11. UPDATES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. When we update the policy, we will notify you by updating the "Last Updated" date at the top of this page. We encourage you to review this page periodically for the latest information on our privacy practices.