Privacy Policy

1. Introduction

Kiwi Connect Digital ("we", "us", "our") operates Kiwi Payroll ("Kiwi Payroll", "the App"). Kiwi Payroll is an employee attendance, workforce management, and payroll management application.

This Privacy Policy explains how we collect, use, store, protect, and share information when you use Kiwi Payroll.

We are committed to handling personal information responsibly and transparently. By using Kiwi Payroll, you acknowledge the practices described in this Privacy Policy.

2. Information We Collect

Depending on how Kiwi Payroll is configured by an employer or organization, we may collect the following categories of information:

• Account information: name, email address, phone number, employee ID, organization information, and login credentials.
• Attendance information: check-in and check-out times, attendance records, leave information, working hours, and attendance status.
• Location information: GPS coordinates, location accuracy, location timestamps, and location-related attendance information.
• Photos and images: profile photographs, attendance selfies, and reference photographs used for identity or face verification.
• Face verification information: information derived from photographs or images used to compare an employee's identity for attendance verification.
• Payroll information: salary information, earnings, deductions, payable days, leave information, and payslip-related information.
• Device information: device identifier, device model, operating system, application version, and related technical information.
• Technical information: IP address, timestamps, application logs, error information, and security-related information.

3. Location and GPS Information

Kiwi Payroll may use your device's location services for attendance and workforce-management features.

Location information may be used to:

• Verify attendance check-in and check-out.
• Verify whether an employee is within an authorized work location.
• Support geofencing-based attendance.
• Record attendance-related location information.
• Allow authorized managers or administrators to view employee location while the employee is actively checked in or being tracked under the organization's configured policy.
• Support workforce and attendance management.

Background Location

Some Kiwi Payroll configurations may use background location services. When enabled, the App may collect location information while an employee is checked in or actively participating in a location-based attendance or workforce-tracking feature, even when the App is not displayed on the screen.

Background location is not intended to be used continuously when an employee is not participating in an applicable attendance or tracking session.

The exact frequency and availability of location collection may depend on the device, operating system, network conditions, application configuration, and organization settings.

You can manage location permissions through your device settings. Disabling required location permissions may prevent certain attendance or location-based features from functioning.

4. Employee Photos and Selfies

Kiwi Payroll may allow employees to upload or capture photographs for their employee profile, identity verification, or attendance verification.

Attendance selfies may be captured when required by the organization's attendance policy.

Photographs may be stored and associated with the relevant employee or attendance record so that authorized users can verify attendance and identity.

5. Face Verification

Kiwi Payroll may provide face verification functionality to help verify that the person attempting to record attendance corresponds to the employee's registered reference photograph.

Where face verification is enabled, the App may process an employee's reference photograph and attendance photograph for identity verification.

Face verification information is used for attendance and identity verification purposes and is not intended to be used for advertising or unrelated profiling.

6. Payroll Information

Kiwi Payroll may process employee payroll information provided by an employer or authorized administrator.

• Salary and compensation information.
• Earnings and allowances.
• Deductions.
• Attendance and payable days.
• Leave information.
• Payroll periods.
• Payslip information.
• Other information required for payroll administration.

7. Device and Technical Information

We may collect technical information about the device used to access Kiwi Payroll, including device model, operating system, application version, device identifiers, timestamps, and technical logs.

This information may be used to maintain application security, detect suspicious activity, troubleshoot technical problems, maintain device registration, and improve application reliability.

8. How We Use Information

• Providing and operating Kiwi Payroll.
• Creating and managing user accounts.
• Authenticating users.
• Recording employee attendance.
• Verifying attendance using location or photographs.
• Providing location-based attendance functionality.
• Supporting face verification where enabled.
• Managing employee records.
• Calculating and managing payroll.
• Generating reports and payslips.
• Maintaining application and infrastructure security.
• Detecting misuse, fraud, or unauthorized access.
• Diagnosing errors and technical problems.
• Maintaining and improving the service.
• Complying with applicable legal obligations.

9. How Information Is Shared

We do not sell personal information to third parties.

Information may be accessible to authorized users within the employee's organization according to their assigned role and permissions.

Depending on the organization's configuration, authorized administrators, HR personnel, managers, or other permitted users may access relevant employee attendance, location, photographs, or payroll information.

We may also share information with service providers that help us operate the App, infrastructure, hosting, security, communications, or other necessary technical services.

We may disclose information when required by applicable law, legal process, court order, governmental request, or when reasonably necessary to protect our rights, users, systems, or property.

10. Data Retention

We retain personal information only for as long as reasonably necessary to provide Kiwi Payroll, fulfill the purposes described in this Privacy Policy, maintain business and attendance records, resolve disputes, enforce agreements, maintain security, or comply with legal and regulatory obligations.

Retention periods may vary depending on the type of information and the requirements of the organization using Kiwi Payroll.

When information is no longer required, it may be deleted, anonymized, or securely disposed of, subject to applicable legal, contractual, and operational requirements.

11. Data Security

We take reasonable technical and organizational measures designed to protect personal information against unauthorized access, alteration, disclosure, misuse, loss, or destruction.

Security measures may include access controls, authentication, encrypted network communications, server security, logging, monitoring, and role-based access controls.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

12. Employer Responsibilities

Kiwi Payroll is commonly deployed for organizations to manage their employees. The organization that provides you access to Kiwi Payroll may control certain employee information and application settings.

Your employer or organization may determine which employees can use the App, which attendance features are enabled, whether location tracking is enabled, whether face verification is enabled, and which administrators or managers can access employee information.

If you use Kiwi Payroll through an employer or organization and have questions about how your information is used in your workplace, you should also contact your employer or organization.

13. User Rights and Choices

Depending on applicable law, you may have rights relating to your personal information, including the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of information where legally permitted.
• Request information about how your personal information is processed.
• Withdraw permissions granted to the App through your device settings.
• Raise concerns or submit a privacy complaint.

Some requests may be subject to legal, contractual, security, employment, or record-retention requirements.

14. Account Deletion and Data Deletion

If you want your Kiwi Payroll account or associated personal information deleted, you may contact us using the privacy contact information provided below.

If your account is managed by an employer or organization, you may also need to contact your employer or organization's administrator.

When a deletion request is received, we may verify the identity of the requester before processing the request.

Certain information may need to be retained where required by law, for legitimate business purposes, to maintain accounting or payroll records, to resolve disputes, prevent fraud, or protect security.

15. Children's Privacy

Kiwi Payroll is intended for workplace and employee-management purposes and is not directed toward children.

We do not knowingly collect personal information from children where such collection is prohibited by applicable law.

16. Third-Party Services

Kiwi Payroll may rely on third-party infrastructure, hosting, security, communication, or other technology providers to operate the service.

These providers may process information on our behalf when necessary to provide their services. We take reasonable steps to ensure that service providers handle information appropriately and securely.

17. International Data Processing

Depending on the infrastructure and service providers used to operate Kiwi Payroll, personal information may be processed or stored in countries other than the country where you live.

Where required by applicable law, appropriate safeguards will be used for cross-border transfers or processing of personal information.

18. Cookies and Similar Technologies

Kiwi Payroll may use technical mechanisms such as authentication tokens, local storage, device storage, or similar technologies necessary to operate the application and maintain secure sessions.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to Kiwi Payroll, applicable laws, technology, or our privacy practices.

When we make changes, we may update the effective date displayed at the top of this page.

20. Contact Us

If you have questions, concerns, requests, or complaints about this Privacy Policy or the handling of your personal information, please contact us.

21. Consent and Acknowledgement

By using Kiwi Payroll, you acknowledge that you have read and understood this Privacy Policy and that your personal information may be processed as described above, subject to applicable law and the configuration of the service by your organization.

Where a particular feature requires device permission, such as location, the operating system may separately request your permission. You can manage these permissions through your device settings.