Privacy Policy

This Privacy Policy describes how Remmittance LLC ("we", "our", "us"), the provider of the KaziSync Human Resource Management System (HRMS), collects, uses, stores, and protects personal information. Remmittance LLC is a U.S. company with offices in the United States and Rwanda, serving customers globally. We are committed to safeguarding personal information and complying with applicable data protection laws, including the EU GDPR, U.S. privacy regulations, and Rwandan data protection laws.

1. Who We Are

Remmittance LLC

A U.S.–registered company with operations and offices in the United States and Rwanda.

Our website and platform are accessible at kazisync.com.

2. Scope

This policy applies to:

• Visitors to our website
• HR managers, administrators, and business clients
• Employees who use KaziSync via their employer
• Data processed through attendance devices, payroll, and HR modules

When processing employee information, KaziSync primarily acts as a Data Processor; the employer acts as the Data Controller.

3. Types of Data We Collect

We collect and process personal data as instructed by the employer (your company) and as necessary for our operations.

A. Identification & Contact Information

• Name
• Email & phone
• Address
• National ID/passport (if provided by the employer)

B. Employment Data

• Job title
• Department
• Manager
• Contracts and employment terms
• Employment history

C. Payroll & Financial Data

• Salary, allowances, deductions
• Tax details
• Bank account information (if used for payroll)
• Pension/social security identifiers

D. Attendance and Biometric Data

• Time-in/time-out records
• Device-generated attendance logs
• Encrypted biometric templates (fingerprint/face device signatures)

E. System & Technical Data

• IP address
• Device information
• Login activity
• Audit logs of platform actions

F. Documents

• Payslips, contracts, employment documents
• Uploaded HR files
• Certificates and employee-related attachments

4. How We Use Your Data

We process data for the following purposes:

• Running HR, payroll, and attendance features
• Managing employee records
• Calculating salaries and taxes
• Tracking attendance and leave
• Ensuring compliance with legal and HR regulations
• Securing the platform and preventing fraudulent access
• Providing customer support
• Improving system performance and reliability

We do not sell personal data, and we do not use it for advertising.

5. Legal Bases for Processing

Depending on jurisdiction, we rely on:

• Contractual necessity (providing HRMS services)
• Legitimate interests (security, fraud prevention, service improvement)
• Legal obligations (labor, tax, compliance requirements)
• Consent, where required—for example, biometric attendance usage

6. Server Location and Data Hosting

Your data is securely stored on servers located in the European Union (EU) — specifically Germany — managed by GDPR-compliant providers.

All data is encrypted at rest and in transit.

7. Data Sharing

We may share data only with:

• Your employer (authorized administrators)
• Trusted service providers (hosting, analytics, communication tools)
• Government authorities when required by law
• Integration partners (e.g., QuickBooks) only when enabled by the employer
• Parties involved in legitimate business transfers (e.g., mergers), under strict confidentiality

We never share personal information with advertisers or unrelated third parties.

8. International Transfers

Because we operate in the USA, Rwanda, and EU, data may be transferred between these regions. Transfers follow strict safeguards such as:

• GDPR Standard Contractual Clauses
• Secure encryption and access control
• Least-privilege access policies

9. Security Measures

We implement strong security measures, including:

• Encryption (data in transit and at rest)
• Isolated databases for each company
• Multi-factor authentication (optional for clients)
• Regular vulnerability scans and penetration testing
• Strict role-based access control
• Continuous monitoring of API and device traffic

10. Data Retention

We retain data only for necessary periods:

• Employee and payroll records → as required by applicable law
• Device and attendance logs → configurable by the employer
• System logs → typically 90–365 days
• Account information → until termination or deletion

After retention periods expire, data is securely deleted or anonymized.

11. Your Rights

Depending on your region, you may have rights such as:

• Right to access
• Right to rectify
• Right to delete (subject to legal constraints)
• Right to restrict processing
• Right to data portability
• Right to object
• Right to withdraw consent (when applicable)

Employees should submit requests through their employer, who is the Data Controller. Direct requests may be sent to: info@kazisync.com

12. Cookies & Tracking

We use cookies for:

• Login session management
• Performance optimization
• Analytics (non-personal)

You may disable cookies in your browser settings. For more details, see our Cookie Policy.

13. Children's Data

KaziSync is intended for employment-related use only. We do not knowingly process data of individuals under 16 unless part of lawful employment (e.g., interns).

14. Changes to This Policy

Updates will be posted on our website with the revised "Last Updated" date. Material updates will be communicated to customers directly.

15. Contact Us