Privacy Policy

To access Playroll's PAIA and POPIA Manual, click here.

1. Introduction and Purpose of this Notice

1.1 This notice explains how we collect and protect data. It sets out the type of data that is collected, why it is collected, what will be done with it, and what your rights are in respect of your information. It also sets out how the law protects you and your privacy rights.

1.2 This notice is important because we take the protection of your information seriously. It is designed in accordance with the EU General Data Protection Regulation (“GDPR”) and other applicable privacy and data protection laws.

1.3 In terms of applicable privacy laws, this notice may also apply in respect of other third parties, acting on our behalf when providing either you or ourselves with services necessary for giving effect to our agreements with you.

2. What is Personal Information?

‘Personal information’ means any information that is recognised as such in terms of the General Data Protection Regulation 2016/679 and includes any information which identifies you. ‘Personal data’ means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

3. What Information Do We Collect?

3.1. When you use our website, we may collect and store the following information and Personal Information:

• 3.1.1. your personal or entity name, and entity email address
 
• 3.1.2. correspondence via the website and information relating to transactional activity via the website
 
• 3.1.3. website connection information, statistics on page views, traffic to and from the website, IP address and standard web log information

3.2. If you are a client, we may collect and store some or all of the following information about you:

• 3.2.1. company name, company registration number, bank details, vat/tax identification numbers, registered and billing address, and contact details of authorized contact person
 
• 3.2.2. information relating to the operations, corporate identification, certain financial information, information relating to internal operating structure, any other information provided to Playroll

4. When Will We Use Your Personal Information?

4.1. In order to make the information that we gather useful, we will process the information. “Process” refers to how we collect, use, store, make available, destroy, update, disclose, or otherwise deal with your personal information.

4.2. We are committed to protecting your personal information and only using it for very specific purposes.

4.3. In general, we will only process your personal information if we need it to provide a service to you. For example, if you have entered into an agreement with us, in order for us to fulfil our contractual obligations to you, comply with obligations imposed by law; or to protect your legitimate interests.

4.4. We will retain and evaluate information on your recent visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive.

4.5 In addition, we may process your information where lawful purposes require it:

• 4.5.1. if the processing is needed to create, use or protect a right or obligation in law
 
• 4.5.2. if the processing is for statistical or research purposes, and all legal conditions are met
 
• 4.5.3. if the special personal information was made public by you
 
• 4.5.4. if the processing is required by law

4.6. We may also process your personal information using trusted Artificial Intelligence (“AI”) tools as part of our data processing operations. These tools are used to enhance the accuracy, speed, and scalability of our services. Where we use AI tools to process your personal information, we maintain strict oversight and human review to ensure that your data is handled with the highest standards of integrity and confidentiality.

4.7. Where our use of AI tools involves the processing of special categories of personal data (including but not limited to health data, data relating to minors, or financial information), we will obtain your explicit consent prior to such processing, unless another valid ground for processing such data exists.

5. What Legal Basis Do We Have To Process Your Information?

We have a legal basis to process information where:

• 5.1. You have given us consent to process your data. Such consent must always be freely given, specific, informed and unambiguous. Where we process special categories of personal data, including through the use of AI tools, we will seek your explicit consent prior to such processing, unless another valid ground for processing such data exists.
 
• 5.2. There is a contract in place between us and we need to process information to execute our obligations under the contract.
 
• 5.3. We are obliged to process or store your information in order to comply with our obligations under various laws.
 
• 5.4. Processing is necessary for the purpose of legitimate interests.

6. Where Is Your Data Processed and Stored?

We store your data on the Amazon Web Services server in the United Kingdom.

‍

7. Transfers to Third Countries and Safeguards We Have in Place

7.1. The nature of the service provided by us means that we operate globally. This means that your personal information may be shared with our network of companies in other countries and processed in those countries under relevant privacy rules.

7.2 Nevertheless, we will only transfer your personal information in certain circumstances. This would include:

• 7.2.1. where your personal information will be adequately protected in that third party (either by law or agreement with the third-party recipient)
 
• 7.2.2 where the transfer is necessary to enter into, or perform, under a contract with you or a contract with a third-party that is in your interest
 
• 7.2.3 or where you have consented to the transfer

7.3. This transfer will happen within the requirements and safeguards of applicable laws or privacy rules that bind us.

7.4. Where possible, the party processing your personal information in another country will apply the same level of protection as available by law in your country, or if the other country’s laws provide better protection, the other country’s laws may be agreed to and applied.

7.5. We will also ensure that if a third country’s data protection laws are not equivalent to acceptable standards, steps will be taken to adopt supplementary measures.

7.6. We will re-evaluate the privacy laws of these third countries from time to time.

‍

8. Use of Artificial Intelligence Tools

8.1 As part of our ongoing commitment to innovation, efficiency, and service quality, we have incorporated trusted AI tools into certain aspects of our data processing operations. These tools assist us in enhancing the accuracy, speed, and scalability of the services we provide.

8.2 All AI processing is conducted in a secure, controlled environment. No changes have been made to how your data is stored or protected as a result of our use of AI tools. Our use of AI remains fully compliant with applicable data protection laws and our existing agreements with you.

8.3 We continue to maintain strict oversight and human review in all processes involving AI, ensuring that your data is handled with the highest standards of integrity and confidentiality.