Privacy Policy | Humantix

1. Who we are

Humantix is an HR and payroll software platform operated by Prontoo (Pty) Ltd ("Humantix", "we", "our"). We are a Responsible Party under the Protection of Personal Information Act 4 of 2013 (POPIA). Our contact address is support@prontoo.co.za.

2. What information we collect

We collect and process the following categories of personal information:

Employer accounts: name, email address, company details (name, registration number, address).
Employee records: full name, email address, ID number (for tax calculations), date of birth, bank details, remuneration details, leave balances, and employment contract information.
Usage data: login timestamps, IP address, and browser type for security purposes.
Email communications: we send transactional emails only — authentication links (magic links) to employees so they can access their payslips and leave information.

3. How we use your information

To provide payroll, leave, loan, and contract management services to employers.
To allow employees to securely access their own HR records via a one-time login link.
To calculate PAYE and UIF in compliance with SARS requirements.
To generate AI-assisted employment contracts and job descriptions.
To communicate service-related information (no marketing emails are sent).

4. Email communications

The only emails Humantix sends to employees are authentication emails (magic login links). These are sent exclusively when an employee requests to log in to the employee portal. We do not send marketing, promotional, or newsletter emails.

Employees can stop receiving login emails at any time by asking their employer to remove their account from the platform. Employers can delete employee records from the Employee management section of the dashboard.

5. How we protect your information

All data is encrypted in transit (TLS 1.2+) and at rest (AES-256).
Authentication uses short-lived JWT tokens (15-minute access tokens, 7-day refresh tokens stored in httpOnly cookies).
Login links expire after 15 minutes and are single-use.
Employee ID numbers and bank details are stored in a dedicated managed database with strict access controls.
We use AWS infrastructure in the Africa (Cape Town) region, keeping your data within South Africa.

6. Data sharing

We do not sell personal information. We share data only with:

AWS — cloud infrastructure and email delivery (AWS SES), data stays in af-south-1 (Cape Town).
Google — employer authentication via Google OAuth; Gemini AI for document generation (prompts only, no personal data sent to AI).
Your employer — employers have full access to the employee records they created.

7. Your rights under POPIA

You have the right to:

Request access to your personal information.
Request correction of inaccurate information.
Request deletion of your information (subject to legal record-keeping obligations).
Object to the processing of your information.

To exercise these rights, email us at support@prontoo.co.za. We will respond within 30 days.

8. Data retention

Employee records are retained for as long as the employment relationship is active and for a minimum of 5 years after termination, in accordance with SARS and UIF requirements. Employers can request earlier deletion via the Settings page.

9. Cookies

We use a single httpOnly cookie (uphold_refresh) to maintain your login session. This cookie is necessary for the service to function and cannot be disabled. We do not use tracking or advertising cookies.

10. Changes to this policy

We may update this policy from time to time. We will notify you of material changes by email or via a notice on the platform. Continued use after the notice period constitutes acceptance of the updated policy.

11. Contact us

Questions about this policy or your personal information? Contact our Information Officer at: support@prontoo.co.za