1. Scope of This Privacy Policy

This policy applies to:

• Employers or businesses using Meclon Payroll to manage payroll and compliance.
• Employees whose payroll data is processed through the Service.
• Authorized representatives or agents acting on behalf of a User.
• Visitors to our website or PWA.

This does not apply to third-party services with their own policies.

2. Data Controller

Meclon Tax and Consultancy Limited, registered in Kenya, is the data controller. See contact details in Section 13.

3. Types of Data We Collect

3.1 Personal Data Provided by You

• Account Information: name, email, phone number, KRA PIN, etc.
• Employee Data: names, salary details, bank accounts, statutory details.
• Payment Information: mobile money or bank details.
• User Content: uploaded reports, tax filings, records.

3.2 Data Collected Automatically

• Usage Data: activity, features used, PWA interactions.
• Technical Data: IP address, device type, browser.
• Cookies and tracking for personalization.

3.3 Data from Third Parties

We may receive data from KRA, NHIF, NSSF or integrations (e.g. accounting software).

4. How We Use Your Data

We process data to provide, improve, and secure the Service, communicate with you, and comply with legal obligations.

5. Legal Basis for Processing

• Consent
• Contract
• Legal Obligation
• Legitimate Interests

6. Data Sharing and Disclosure

• With Regulatory Authorities
• With Service Providers (e.g. cloud, payment)
• With Your Consent (e.g. integrations)
• For Legal Reasons
• In Business Transfers

We do not sell your data for marketing without your explicit consent.

7. Data Security

We use encryption, secure servers, access controls, and regular audits to protect your data.

8. Data Retention

Data is retained as long as necessary to provide the Service or meet legal requirements.

9. International Data Transfers

We ensure safeguards for data hosted or processed outside Kenya.

10. Your Data Protection Rights

You have the right to access, correct, delete, restrict, or object to processing, and request data portability or withdraw consent.

11. Cookies and Tracking Technologies

We use cookies for authentication, analytics, and personalization. Manage via browser or our cookie consent tool.

12. Changes to This Privacy Policy

We may update this Policy and notify you via email or through the Service.