Privacy Policy

In terms of POPIA, LabourMate has appointed an Information Officer responsible for ensuring compliance with data protection law:

Under POPIA, you (the employer) are the “responsible party” for the personal information of the domestic worker, gardener, nanny, caregiver or driver you employ. LabourMate acts as an “operator”, processing that information on your behalf and under your instruction, solely to provide the service.

For your own account information (your name, email and billing details), LabourMate is the responsible party.

3.1 Information you provide about yourself

• Identity & contact: name, email address, phone number, physical address and (optionally) your SA ID number for contracts.
• Account: password (stored only as a secure hash) and your preferences.
• Billing: subscription and payment history (your card details are handled by Netcash and are never stored by us).

3.2 Information you provide about your employees

• Identity: names, SA ID or passport number.
• Contact & address: phone, WhatsApp, email and residential address.
• Employment & pay: occupation, start date, salary, working hours, leave records and payslip data.
• Banking: bank account details used on payslips.

3.3 Information collected automatically

• Device and browser information, and general location from your IP address.
• Usage information such as pages visited and actions taken.
• Cookies — see section 8.

We process personal information only for specific, explicitly defined and legitimate purposes:

• To create and manage your account (contract / consent).
• To generate employment contracts and payslips, and to calculate UIF, PAYE and leave balances (contract).
• To deliver documents by email or WhatsApp when you choose to send them (contract).
• To process subscription payments (contract).
• To send reminders and important service notices (legitimate interest).
• To send marketing communications, only with your consent (consent).
• To comply with legal and regulatory obligations (legal obligation).

We share personal information only with trusted operators that help us run the service:

• Netcash — payment processing (PCI DSS Level 1 compliant).
• Supabase — database, storage and authentication hosting.
• Resend — delivery of transactional email.
• Meta (WhatsApp Cloud API) — delivery of payslips and messages that you initiate.

We may disclose information if required by law or valid request from a public authority.

• Field-level encryption: sensitive identifiers such as ID, passport and bank account numbers are encrypted at rest using AES-256-GCM.
• Encryption in transit: all connections use TLS/SSL.
• Secure authentication: passwords are hashed with a strong, salted algorithm.
• Access controls & audit logs: sensitive actions are logged with actor and change history.
• Payment security: card payments are handled by PCI DSS Level 1 compliant Netcash — we never see or store your card details.

We keep personal information only as long as necessary. Because employment records carry legal obligations, some data is retained even after account closure:

• Account information: until deletion is requested, plus 30 days.
• Employment, payslip and leave records: at least 3 years as required by the BCEA and related legislation.
• Transaction & tax records: up to 5 years for tax compliance.

We use a small number of cookies:

• Essential — authentication and security (session).
• Functional — remembering preferences such as dark mode.

You can control cookies through your browser settings; disabling essential cookies may break sign-in and other core functionality.

As a data subject you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion, subject to legal retention requirements.
• Object to processing for direct marketing.
• Lodge a complaint with the Information Regulator.

To exercise any of these rights, contact our Information Officer at privacy@labourmate.co.za. We will respond within 30 days.

We may update this policy from time to time and will revise the “Last updated” date above. For any privacy question, contact us at privacy@labourmate.co.za or support@labourmate.co.za.