Privacy Policy

Last updated: July 9, 2026

This Privacy Policy describes how PayFlow Systems collects and uses your personal information. We are committed to protecting your privacy and handling your data responsibly. Our payroll batch processing automation service processes sensitive employment data for Vancouver firms, and we take data protection seriously.

Who We Are and Our Data Controller

We operate payroll batch processing automation and scheduled salary disbursement systems for businesses in Vancouver and surrounding regions. As your data controller, we determine how and why we collect and use your personal information. When you interact with our website or use our services, we collect data to provide you with the best possible experience and to fulfill our business obligations.

Information We Collect

We collect several types of information depending on how you interact with us:

• Contact Information: When you submit inquiries through our website, we collect your name, email address, phone number, and company details.
• Service Data: If you use our payroll services, we collect payroll records, employee information, and salary disbursement data as necessary to process payments.
• Technical Data: We automatically collect information about your device, browser type, IP address, and pages visited through standard web analytics.
• Cookies: We use cookies to enhance your browsing experience and track website performance.

Legal Basis for Processing

We process your personal information on the following legal bases:

• Consent: We process data with your explicit consent, such as when you submit a contact form or subscribe to our communications.
• Legitimate Interest: We process data to operate our website, improve our services, and conduct business analytics when your interests do not override ours.
• Contractual Obligation: When you are our client, we process payroll data as required by our service agreements.
• Legal Obligation: We may process data to comply with Canadian tax laws, employment standards, and regulatory requirements.

How We Use Your Information

We use your personal information for the following purposes:

• Providing and maintaining our payroll automation services
• Processing salary disbursements and payment records
• Responding to your inquiries and customer support requests
• Improving our website, services, and user experience
• Sending administrative and marketing communications (with consent)
• Analyzing usage patterns and website performance
• Complying with legal and regulatory obligations
• Protecting against fraud and unauthorized access

Data Retention

We retain your personal information for specific periods based on the type of data and our business needs:

• Contact Form Inquiries: Retained for up to 24 months after your last interaction with us, then securely deleted.
• Payroll Service Records: Retained for 7 years in accordance with Canadian tax and employment law requirements, then securely destroyed.
• Website Analytics and Cookie Data: Retained for up to 14 months from collection, then automatically deleted.
• Server Logs: Retained for up to 12 months for security and troubleshooting purposes.
• Email Communications: Retained for up to 36 months unless you request deletion sooner.

Your Privacy Rights

You have the following rights regarding your personal information:

• Right to Access: You can request a copy of all personal information we hold about you.
• Right to Correction: You can request that we correct inaccurate or incomplete information.
• Right to Deletion: You can request deletion of your personal information, subject to legal obligations.
• Right to Data Portability: You can request your data in a portable format suitable for transfer to another service provider.
• Right to Withdraw Consent: You can withdraw consent for marketing communications at any time.
• Right to Lodge a Complaint: You have the right to lodge a complaint with the Office of the Privacy Commissioner of Canada regarding our processing of your data.

Cookies and Tracking Technologies

We use cookies to improve your browsing experience and analyze website traffic. Cookies are small text files stored on your device that help us recognize you on return visits. We use both session cookies (which expire when you close your browser) and persistent cookies (which remain for longer periods). You can control cookie settings through your browser preferences, though some features may not function properly if cookies are disabled. For detailed information about our cookie usage, please see our separate Cookie Policy.

Data Security

We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, and destruction. This includes encryption, secure servers, and restricted access controls. However, no method of transmission over the internet is completely secure. While we strive to protect your data, we cannot guarantee absolute security. We encourage you to use strong passwords and protect your login credentials when accessing our services.

Third-Party Data Sharing

We do not sell or rent your personal information to third parties. We may share your data with trusted service providers who assist us in operating our website and providing our services, including payment processors, analytics providers, and hosting services. These service providers are bound by confidentiality agreements and are only permitted to use your data as necessary to provide their services. We may also disclose information when required by law or to protect our rights and safety.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by posting the updated policy on our website and updating the "Last updated" date. Your continued use of our services after any changes constitutes your acceptance of the revised Privacy Policy. We encourage you to review this policy periodically to stay informed about how we protect your information.