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POPIA

Protection of Personal Information Act (POPIA) Compliance

At Panda Payroll, we are committed to ensuring the privacy and protection of personal information in accordance with the Protection of Personal Information Act (POPIA) of South Africa. This page outlines how we collect, process, store, and protect personal data when using our payroll software.

1. Introduction

The POPIA Act is designed to protect personal information by regulating how organizations process data. Panda Payroll complies fully with POPIA to ensure your data is handled securely and responsibly.

2. Personal Information We Collect

We collect and process personal information necessary for payroll processing, including:

  • Employee names and contact details
  • Identity numbers
  • Banking details for salary payments
  • Tax numbers and UIF contributions
  • Payroll and salary-related data

3. How We Use Personal Information

We use collected data solely for payroll-related purposes, including:

  • Payroll calculations and salary payments
  • Tax and statutory submissions (EMP201, EMP501, UIF, PAYE, SDL)
  • Generating payslips and reports
  • Compliance with labor and tax regulations
  • Employee self-service access and records management

4. Data Protection and Security

To safeguard your personal information, Panda Payroll implements:

  • End-to-End Encryption: Secure storage and transmission of sensitive data.
  • Access Control: Restricted access to authorized personnel only.
  • Regular Security Audits: Continuous assessment and improvement of our security measures.
  • Cloud-Based Security: Secure hosting with encrypted backups.

5. Data Sharing and Third-Party Disclosures

We do not sell or share personal information with unauthorized third parties. However, we may share data with:

  • Regulatory Authorities (e.g., SARS, UIF, Department of Labour) for statutory submissions.
  • Third-Party Integrations (with your consent) for accounting software like Xero (upcoming feature).
  • Legal Compliance Requirements where mandated by law.

6. Data Retention Policy

We retain payroll records for the legally required period, after which data is securely archived or deleted.

7. Employee Rights Under POPIA

As per POPIA, employees and employers have the right to:

  • Access Their Data – Request details of their stored personal information.
  • Correct Errors – Request updates or corrections to their data.
  • Object to Processing – Opt-out of unnecessary data processing (where applicable).
  • Request Deletion – Request removal of personal data where legally permissible.

8. Consent and Compliance

By using Panda Payroll, you consent to our collection and processing of personal information in accordance with this policy. We ensure strict compliance with POPIA regulations.

9. Contact Information

If you have any questions about how we handle personal data or wish to exercise your rights under POPIA, please contact us:

Panda Software Solutions Group
📧 Email: support@pss-group.co.za
🌍 Website: www.pss-group.co.za

This page may be updated periodically to reflect changes in privacy regulations or our data protection practices.

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