Privacy Policy

Paylio (Pty) Ltd (Registration No. 2026/459411/07) ("Paylio", "we", "us") provides payroll and HR software for South African schools, including access through WhatsApp. This policy explains how we handle personal information under the Protection of Personal Information Act 4 of 2013 (POPIA).

Our role

When a school uses Paylio, the school is the responsible party for its staff information, and Paylio is the operator that processes it on the school's behalf and on its instructions. For information about our own customers and website visitors, Paylio is the responsible party.

Information we process

• Staff details: names, ID or passport numbers, contact details, job details, tax numbers, banking details, salary and deductions, leave records and employment documents.
• School account details: school name, administrators' names, email addresses and WhatsApp numbers.
• WhatsApp messages sent to or from the Paylio number, and records of actions taken through it.
• Technical information: device, browser and usage logs needed to run and secure the service.

Why we process it

To run payroll, calculate PAYE, UIF and SDL, prepare statutory returns such as the EMP201, manage leave and staff records, answer requests sent through WhatsApp, send service messages such as payslip and leave notifications, secure the platform and meet our legal obligations.

WhatsApp messages

Paylio uses the WhatsApp Business Platform, provided through Twilio and Meta, to send and receive messages. We only send WhatsApp messages to people who have agreed to receive them through their school. To stop receiving messages, tell your school administrator or email us at the address below.

Who we share it with

We never sell personal information. We share it only with service providers we need to run Paylio, including cloud hosting and messaging providers such as Twilio and Meta, and with authorities where the law requires it, such as SARS. These providers may store information outside South Africa. Where they do, we use providers bound by data protection standards at least as strong as POPIA.

How long we keep it

We keep payroll and employment records for as long as South African tax and labour law requires, generally at least five years, and delete or anonymise them after that unless the school instructs otherwise.

Security

We protect information with access controls, encryption in transit, separation of each school's data, and activity logging.

Your rights

You may ask to access, correct or delete your personal information, and you may object to its processing. If you are a school staff member, contact your school first, since your school controls your records. You may also complain to the Information Regulator at inforegulator.org.za.

Contact

Information Officer: Ziyaad Evans

Email: ziyaad@paylio.co.za