Legal
Privacy Notice
Version of 26 October 2026
What personal data SwiftlyPeople handles for employers and their employees, why, who it is shared with, how long it is kept, and the rights each person has.
1.Who we are
SwiftlyPeople is provided by Intetrix Solutions (Private) Limited in Zimbabwe and Kingdom Technology Solutions in Zambia (“we”, “us”). Contact for anything in this notice: privacy@intetrixsolutions.tech.
This notice explains what personal data SwiftlyPeople handles, why, who it is shared with and the rights people have. We follow Zimbabwe's Cyber and Data Protection Act [Chapter 12:07] and Zambia's Data Protection Act No. 3 of 2021, whichever applies.
2.Our two roles
| Whose data | Examples | Who decides how it is used | Our role |
|---|---|---|---|
| Employees of our customers | Names, ID numbers, pay, payslips, leave, attendance | The employer (our customer) | Processor: we act on the employer's instructions |
| Customers' contacts and users | The person who signs up, HR and payroll staff | Us, to run the account | Controller |
| Website and calculator visitors | Pages viewed, salary typed into the calculator | Us | Controller |
If you are an employee of a company that uses SwiftlyPeople, your employer decides what is recorded about you and why. Questions about your records go to your employer first; we help them answer you.
3.What we handle about employees, for their employer
| Kind of data | What it is | Why it is needed |
|---|---|---|
| Identity | Name, date of birth, gender, national ID number, marital status | Identifying the employee; tax, which depends on some of these |
| Contact and next of kin | Phone, email, address, next of kin | Reaching the employee; payslips by email or WhatsApp; emergencies |
| Employment | Job, department, site, contract and probation dates, NEC grade, date of leaving | Running employment and checking minimum wages |
| Pay | Salary, allowances, deductions such as loans, pension and medical aid, payslips, pay history, pay from a previous payroll | Paying the employee correctly |
| Statutory numbers | Tax and fund numbers, such as ZIMRA TIN, NSSA number, TPIN, NAPSA and NHIMA numbers | Statutory returns |
| Bank and mobile money | Bank, branch, account number, mobile money number | Paying net pay through the employer's bank file |
| Time | Leave and leave balances, overtime, clockings from a time clock | Leave, overtime pay and attendance |
| Special categories | A disability or blindness declared for a tax credit; sick leave and medical certificates | Tax credits the law gives; sick leave rules |
| Documents | Files the employer uploads, such as contracts and copies of IDs | The employer's records |
Special categories of data, such as health information, are handled only where the employer needs them for a legal duty or a right in employment law, and are seen only by roles the employer allows.
Payslips sent by email are PDFs locked with the employee's national ID number. A payslip shared on WhatsApp is a link that works for 14 days and opens the same locked PDF.
4.What we handle as controller
- Customers and users: the name, email and role of each user; the company's name, address and tax details; invoices and payments; messages to support.
- Security records: sign-ins and changes made in SwiftlyPeople, with the user, time and internet address (IP), kept in each company's activity log.
- Website visitors: the pages requested and internet address, in our server logs. We use no advertising or analytics trackers. The only cookies are the ones that keep you signed in.
- PAYE calculator: the salary and options you type are used to work out the answer and are not saved. Your internet address is used briefly to stop the calculator being overloaded.
We rely on our contract with the customer to run their account, on our legitimate interest in keeping the service secure, and on legal duties such as keeping tax records.
6.How we protect it
- Each company's data is kept in its own separate part of the database, and one company can never see another's.
- Inside a company, each user sees only what their role allows; preparing, approving and paying payroll are kept apart.
- Every change is recorded in the company's activity log, with who made it and when; changes to bank details always are.
- Connections are encrypted (HTTPS), passwords are stored only in hashed form, and emailed payslips are locked with a password.
- Data is backed up every day. Only our staff who support customers can reach customer data, and only when needed.
7.How long we keep it
| Data | Kept for |
|---|---|
| A customer's company data | While they are a customer, then 90 days read-only, then deleted within 30 days |
| Backups | Deleted as they expire, within 14 days |
| Invoices and billing records | As long as tax law requires in each country |
| Website server logs | 30 days |
| Shared payslip links | Stop working after 14 days |
An employer decides how long employee records are kept while it is our customer, within what the law asks of employers.
8.Your rights
You have the right to know what personal data is held about you, to have it corrected, to object to its use or have it deleted in the cases the law allows, and to complain. Employees should go to their employer first, because the employer controls their records; we help the employer respond. For data we control, write to privacy@intetrixsolutions.tech. We answer within 30 days.
You may complain to the data protection authority: in Zimbabwe, the Postal and Telecommunications Regulatory Authority of Zimbabwe (POTRAZ), which acts as the Data Protection Authority; in Zambia, the Office of the Data Protection Commissioner.
9.Changes to this notice
We will update this notice when what we do changes, show the date of the latest version at the top, and email customers about important changes.
Read this with our Terms of Service.