About this policy
This policy covers the Payroll Hero website and payroll application at payrollhero.co.nz, including the application hosted at payrollhero.web.app. “We” and “us” refer to the Payroll Hero service team. For privacy questions or requests, contact admin@payrollhero.co.nz.
If your employer uses Payroll Hero, your employer decides what employment information to enter and who may access it. Payroll Hero processes that information to provide the service. Your employer’s own privacy notice also applies to its collection and use of your information.
Information we handle
- Account information: name, email address, phone number where used for sign-in, profile details and account identifiers.
- Employment and payroll information: employee contact details, IRD and tax information, pay arrangements, timesheets, earnings, deductions, KiwiSaver details and payslips, as entered by an employer or authorised user.
- Organisation information: business details, memberships, roles and payroll contact details.
- Service information: authentication, security, activity and error records needed to operate and support the application.
- Communications: information you provide when asking for help and service email delivery information.
We receive information from you, from your employer or authorised organisation users, and from the authentication provider you choose when signing in. Some information is required for account access or payroll functions; without it, those functions may not be available.
How information is used
Information is used to authenticate users, manage organisations and permissions, provide payroll and timesheet functions, produce payslips and reports, prepare filing exports, deliver service messages, respond to support requests and maintain security and reliability.
Access within an organisation depends on assigned roles and permissions. Employers and payroll administrators should limit access to people who need it for their work. Information may also be disclosed where required by law.
Service providers and overseas processing
Payroll Hero uses Google Firebase and Google Cloud for services such as application hosting, authentication, data storage and application processing. Service emails may be delivered using Twilio SendGrid. Domain and DNS services are provided through Cloudflare and our domain registrar.
These providers may process information on infrastructure outside New Zealand. Information is therefore not necessarily stored or processed only in New Zealand. The providers’ privacy and data-processing terms apply to their services.
When you export payroll or IRD files, you control where you save and upload them. The current payday filing workflow requires an authorised user to upload files in myIR; generating a file in Payroll Hero does not automatically send it to IRD.
Security and retention
The service uses authenticated accounts, organisation access controls and HTTPS connections. No internet service can guarantee absolute security. Keep your sign-in credentials private, review account permissions and tell us promptly if you suspect unauthorised access.
Information is retained for the operation of the service and applicable record-keeping, security and legal requirements. Retention can vary with the record and the employer’s obligations. Contact your employer or us about retention, account closure or deletion requests; some records may need to be retained, and deletion may not be immediate.
Cookies and local storage
The public product pages do not add advertising trackers or a marketing analytics script. The application and sign-in providers use browser storage and similar technologies for authentication, session preferences and service operation. Blocking these may prevent sign-in or parts of the application from working.
Access, correction and your choices
You can request access to personal information held about you and ask for it to be corrected under the New Zealand Privacy Act 2020. For employer-provided payroll records, contact your employer first so the person responsible for the payroll can check the record. You can also contact us at admin@payrollhero.co.nz.
We may need to confirm your identity and involve your employer where appropriate. Please describe the records you want to access or correct. Do not send passwords or unnecessary payroll details in an initial email.
Questions or complaints
Email admin@payrollhero.co.nz with the subject “Privacy”. We will consider your concern and work with you and, where appropriate, your employer to respond.
If you are not satisfied with the response, you can contact the New Zealand Office of the Privacy Commissioner. You can also read its guidance on your privacy rights.
Changes to this policy
We may update this policy as the service changes. The effective date at the top identifies the current version. Material changes will be communicated through the service or appropriate contact channels.