Privacy Policy

1. Overview

1pay is a Philippine payroll and workforce management platform used by businesses to manage employee records, attendance, requests, payroll and reporting. We respect the privacy of individuals whose information is handled through the platform and through our website.

This policy describes the categories of personal information involved, the purposes of processing, how access is managed, and how individuals can raise privacy questions. It is intended to support transparency under Republic Act No. 10173, the Data Privacy Act of 2012, and its Implementing Rules and Regulations.

2. Our role and your employer

For employee information entered and managed by a client organization, the employer generally determines why and how the information is processed. In those circumstances, 1pay generally acts as a personal information processor on the employer's instructions, subject to the applicable service arrangements.

For information submitted directly to 1pay through website inquiries and support requests, the operator of 1pay may determine the processing purposes. Employees who need corrections to company-controlled records should normally coordinate with their HR or payroll administrator. Privacy concerns may also be raised using the contact information below.

3. Personal information we process

Depending on the functions enabled by a client, the platform processes information such as:

• Identity and contact: names, employee IDs, birth dates, addresses, phone numbers and email addresses.
• Employment: positions, departments, hire dates, status and other work-related records.
• Payroll and financial: salary rates, allowances, deductions, payslips, payroll history and bank details.
• Government-related: SSS, PhilHealth, Pag-IBIG and TIN details.
• Attendance and requests: work schedules, time-in/time-out records, overtime, absences, leave requests and approvals.
• Location: geolocation information associated with attendance, where the feature is enabled.
• Accounts: login-related records, account activity and assigned permissions.

We also receive information voluntarily provided when someone requests a demo, sends an inquiry or contacts support. We encourage users not to include unnecessary personal or sensitive information in messages.

4. How information is used

Information processed through 1pay supports the services requested by client organizations, including maintaining employee records, managing attendance and work schedules, administering leave and approvals, calculating payroll, providing payslips, generating reports, controlling account access, and addressing service inquiries.

Information provided through our website or support channel is used to review and respond to the relevant request and to manage related communications.

5. Legal basis for processing

Personal information must be processed for a specified and lawful purpose under RA 10173 and applicable regulations. Depending on the circumstances, a client employer's lawful basis may involve an employment-related necessity, contractual obligations, compliance with applicable legal requirements, consent where appropriate, or another lawful basis recognized by the Act. Processing of sensitive personal information must satisfy the additional conditions established by law.

Client organizations are responsible for identifying and communicating the appropriate basis for the employee information they direct 1pay to process. Consent is not automatically the sole legal basis for all payroll processing.

6. Access to and disclosure of information

1pay supports role-based access controls so client organizations can assign access to authorized users based on their responsibilities. Employees, managers and payroll administrators may see different information depending on their assigned permissions.

Based on the operating practice communicated for 1pay, client employee and payroll information is not routinely shared with outside parties for their independent use. Disclosures may occur when legally required or when authorized by the relevant client organization. Any arrangements involving infrastructure providers, service partners or international processing must be reflected in this policy where applicable.

7. Retention and deletion

1pay's reported practice is to remove employee information from active employee records when an employee resigns, while allowing authorized client organizations to access past payroll records. Historical payroll records may include information about former employees, and those records may need to remain available for lawful business and recordkeeping purposes.

Retention and deletion are subject to applicable legal obligations and the relevant client's instructions. The specific retention periods for underlying records and any backup copies depend on confirmed system and organizational retention schedules. A request to remove information may be subject to lawful recordkeeping requirements.

Generated reports are distinct from their underlying source data. Not retaining a separate generated report file does not necessarily mean the payroll information used to produce it has been deleted.

8. Security safeguards

1pay uses role-based access controls to help limit access to employee and payroll information to authorized accounts. Our goal is to protect information from unauthorized access, improper use and disclosure in accordance with applicable data privacy obligations.

No online service can promise absolute security. If you believe an account or information has been exposed, please contact us promptly using the details below. We have not listed specific encryption certifications, hosting regions, independent audit results or recovery guarantees here unless they have been verified for 1pay.

9. Your rights under Philippine law

Subject to the conditions in RA 10173 and applicable NPC rules, individuals may have the right to be informed, access their personal information, request correction, object to certain processing, seek erasure or blocking, request data portability where applicable, and lodge a complaint with the National Privacy Commission.

To make a request, contact your employer's HR or payroll administrator for employer-controlled records, or email us at support@1pay.ph. Please explain the request without sending passwords or unnecessary sensitive documents. We may need to verify identity and coordinate with the relevant organization before taking action.

10. Website inquiries and communications

When visitors request a demo or contact us, we process the information they provide to respond and follow up on the inquiry. Technical information about website visits and any cookies or analytics technologies must be covered by appropriate notices if those technologies are used. Please avoid providing confidential payroll files through general inquiry forms.

11. 1Assist

1Assist is an AI-powered assistant intended to offer guidance on payroll and Philippine labor-related questions. Users should avoid submitting confidential employee records, government numbers, bank details or other sensitive information unless specifically authorized and necessary.

How 1Assist handles prompts, conversation history and any supporting service providers is subject to the actual technical configuration. This policy will be updated with more specific information as those arrangements are documented.

12. Changes to this policy

We may update this policy when our services, data practices or applicable legal requirements change. Changes will be published on this page, and any additional notice required by law will be provided through the appropriate channels.

13. Contact us

Legal operator and designated Data Protection Officer contact details should be added to the final legal notice once confirmed by management. This website policy does not replace contractual privacy and data-processing arrangements with client organizations.

Official guidance: Data Privacy Act of 2012 and Implementing Rules and Regulations.