Privacy Policy

This policy covers the Flexi-System web application (app.flexi-system.com), the Flexi-System Android app, and this website, all operated by Flexi-Systems Services ("Flexi-System", "we", "us"). If you're an employee whose payroll is run through Flexi-System by your employer, your employer is the one who decides what information about you goes into the system, we process it on their behalf, as described below.

1. What we collect

From the company that signs up (the account holder): company name, registration number, industry, address, admin name, email, and phone number.

Employee data, entered by that company for its own staff: full name, email address, staff ID, department and role, employment type, salary and allowance figures, annual rent (used to calculate rent relief), bank name and account number, RSA PIN, NHF number, tax state, and optionally, a profile photo.

Automatically, while you use the product: login timestamps, IP address on approval/audit actions (so a payroll approval history can show where an action came from), and basic device information from the mobile app (OS version, app version) for crash diagnostics.

We do not collect data we don't have a direct use for, and we don't buy or sell data from third parties to build profiles.

2. Why we collect it

• To calculate salaries, statutory deductions (PAYE, pension, NHF, NHIS) and generate payslips correctly.
• To verify a bank account belongs to the name on it before it's used for payment, and where a company has connected its own payment account to carry out the bank transfers it authorizes.
• To populate the statutory filing exports (PAYE, pension, NHF schedules) a company needs to remit to the correct authorities and PFAs.
• To send payslips, account verification codes, password resets, and subscription/billing notices by email.
• To bill for a subscription plan, through our payment processor.
• To keep an audit trail of who approved or rejected a payroll run, for accountability.

3. Who we share it with

We don't sell data. We share only what's needed to run the service, with:

• Paystack: for bank account verification, subscription payment processing, and (for companies that connect their own Paystack account) payroll bank transfers. Paystack has its own privacy policy governing that processing.
• Our email delivery provider (Mailtrap or SendGrid, depending on the account's configuration): solely to deliver transactional email such as payslips and account notices, never marketing email to your staff.
• Our hosting provider: to store the data securely on servers we operate.

We do not share employee data across different companies' accounts. Each organization's data is isolated from every other organization on the platform.

4. How we protect it

• Passwords are hashed, never stored or visible in plain text, including to us.
• Payment credentials (Paystack secret keys) are encrypted at rest.
• Data in transit is encrypted via HTTPS.
• Releasing real payroll payment always requires a specific, deliberate action by an authorized person at the company, nothing is ever paid or disbursed automatically without that.
• Access within a company's own account is role-based: what a Payroll Officer, HR Manager, or Finance Manager can see and do differs, and is enforced on our servers, not just hidden in the interface.

5. How long we keep it

Payroll and employee records are retained for at least six years after an employee leaves a company's payroll, in line with standard statutory record-keeping expectations for tax and pension purposes. Removing an employee from active payroll doesn't delete their historical payslip and filing records, it excludes them from future payroll runs while preserving the history a company is legally expected to keep.

6. Your rights

If you're an employee and want to see, correct, or ask about the data held about you, the fastest route is your employer's HR or payroll team, they control what's entered and can update it directly. If you're an account holder (a company using Flexi-System), you can access, correct, or export your organization's data directly from the app, or contact us below.

Under the Nigeria Data Protection Act, you have the right to request access to, correction of, or deletion of your personal data, subject to our legitimate need to retain statutory payroll records as described above.

7. Cookies and tracking

The web app uses only what's needed to keep you signed in, no third-party advertising or cross-site tracking cookies. This marketing website does not use analytics cookies that track you individually.

8. Children

Flexi-System is a business tool and isn't directed at, or knowingly used by, anyone under 18.

9. Changes to this policy

If this policy changes in a way that affects how your data is used, we'll update the date at the top of this page and, for material changes, notify account holders by email.

10. Contact us

Questions about this policy or your data: support@flexi-system.com.