AI Workforce Africa ("we", "us", "our") provides cloud payroll, statutory compliance (NAPSA, NHIMA, PAYE) and reporting tools to employers ("Customer") operating in Zambia and, over time, other African markets. This Privacy Policy explains what personal information we handle, why we handle it and the rights you have under the Zambian Data Protection Act, 2021.
1. Who is the data controller?
For information about employees processed through the platform, the Customer (employer) is the data controller and AI Workforce Africa is the data processor. For information about the Customer's own account (billing, sign-in, support conversations), AI Workforce Africa is the controller.
2. What we collect
- Account data: name, work email, phone number, company details, role.
- Employee & payroll data (on behalf of Customers): names, NRC, TPIN, NAPSA number, NHIMA number, salary, allowances, deductions, bank details, dates of employment.
- Billing data: plan, invoice, receipt and proof-of-payment records.
- Technical data: IP address, browser, device, log timestamps, error diagnostics.
- Support data: messages, tickets, screenshots you send us.
3. Why we use it
- To provide, secure and improve the service.
- To generate payroll runs, payslips, statutory returns and compliance reports.
- To send account, transactional and service-status emails.
- To meet our legal obligations, including tax, anti-fraud and record-keeping laws.
- To communicate about billing, product updates and support.
4. Legal bases
We rely on: (a) performance of the service contract with the Customer, (b) the Customer's legitimate interest in operating payroll and complying with statutory obligations, and (c) legal obligations imposed on us or on the Customer.
5. Sharing
We do not sell personal information. We share it only with vetted sub-processors that help us run the service (cloud hosting, email delivery, error monitoring), with statutory bodies where the Customer directs us to file returns, and where required by law or court order.
6. International transfers
Some of our sub-processors process data outside Zambia. Where they do, we rely on appropriate safeguards (data-processing agreements, security certifications and the Data Protection Act's cross-border transfer conditions).
7. Security
We encrypt data in transit (HTTPS/TLS) and at rest, enforce role-based access, maintain audit logs of privileged actions, and follow the principle of least privilege. No system is 100% secure; report suspected incidents to security@workforceafrica.live.
8. Retention
We keep payroll and statutory records for as long as the Customer's account is active and for at least the retention periods required by Zambian tax and labour laws. When those periods expire and the Customer requests deletion, we permanently delete or anonymise the data.
9. Your rights
Data subjects have the right to access, correct, restrict, port and delete their personal information, and to lodge a complaint with the Data Protection Commissioner. Employees should first raise these requests with their employer; we will assist the Customer in responding.
10. Contact
Privacy questions: privacy@workforceafrica.live. Postal address: AI Workforce Africa, Kapiri Mposhi, Zambia.