Data Processing Information

1. Overview

This Data Processing Information Policy explains how Rovyn Payroll, a product of Rovyn Group ("Rovyn Payroll", "we", "our", or "us"), processes personal information on behalf of businesses using our payroll platform.

This Policy should be read together with our:

• Privacy Policy
• Terms & Conditions
• Cookie Policy

2. Roles and Responsibilities

In most cases:

• The employer or organization using Rovyn Payroll acts as the Data Controller, determining what employee information is collected, why it is processed, and how it is used.
• Rovyn Payroll acts as the Data Processor, processing personal information only as necessary to provide the Service and in accordance with the employer's instructions, applicable law, and our contractual obligations.

Employers are responsible for ensuring they have the legal authority to collect, use, and upload employee information to Rovyn Payroll.

3. Information We Process

Depending on how the Service is used, we may process information including:

Business Information

• Business name
• Contact information
• Administrator details
• Subscription and billing information

Employee Information

• Employee names
• Contact details
• Employment information
• Job titles
• Salary or wage information
• Hours worked
• Leave records
• PAYE information
• National Insurance information
• Payroll deductions
• Payslips
• Payroll history
• Other payroll information entered by the employer

Account Information

• User accounts
• Login details
• User permissions
• Security logs
• Activity records

We process only the information necessary to provide and support the Service.

4. Purpose of Processing

Personal information may be processed to:

• provide payroll services;
• calculate payroll, PAYE, National Insurance, and statutory deductions;
• generate payslips and payroll reports;
• manage employee records;
• provide employee self-service features;
• authenticate users;
• maintain platform security;
• provide customer support;
• process subscriptions;
• comply with applicable legal obligations; and
• improve the reliability and security of the Service.

Rovyn Payroll does not sell personal information.

5. Storage, Security, Retention, and Deletion

We implement reasonable administrative, technical, and organizational measures to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

These measures may include:

• encrypted communications;
• secure authentication;
• role-based access controls;
• system monitoring;
• routine backups; and
• security logging.

Personal information is retained only for as long as reasonably necessary to provide the Service, comply with legal obligations, resolve disputes, maintain security, and enforce our agreements.

Following account closure, information may be retained for a limited period before being securely deleted or anonymized in accordance with our retention practices and applicable law.

6. Authorized Users and Service Providers

Access to personal information is limited to:

• authorized users within the customer's organization;
• authorized Rovyn Group personnel where required to provide support or maintain the Service; and
• trusted third-party service providers who assist in operating the platform, such as cloud hosting, authentication, email delivery, payment processing, and system monitoring.

Where service providers process information on our behalf, they are required to protect personal information and use it only for authorized purposes.

Some service providers may process information outside Barbados. Where this occurs, Rovyn Payroll seeks to implement appropriate safeguards consistent with applicable data protection laws.

7. Data Subject Requests

Individuals may have rights under applicable data protection laws, including the right to request access to or correction of their personal information.

Where Rovyn Payroll processes information on behalf of an employer, requests relating to employee information should generally be directed to the employer, who is responsible for determining how the request should be handled.

Where appropriate, Rovyn Payroll will assist employers in responding to legitimate requests.

8. Employer Obligations

Employers using Rovyn Payroll are responsible for:

• ensuring they have a lawful basis for processing employee information;
• providing employees with any required privacy notices;
• maintaining accurate payroll information;
• assigning appropriate user permissions;
• protecting account credentials; and
• complying with applicable employment, payroll, tax, and data protection laws.

9. Contact Us

If you have questions regarding this Data Processing Information Policy or how personal information is processed, please contact us:

Rovyn Group
Rovyn Payroll
Cave Hill,

St. Michael, Barbados

 

Privacy & Data Protection
Email: support@rovyngroup.com

General Support
Email: support@rovyngroup.com