Privacy Policy

Causaro is operated by [Hubtal legal entity name], [registration number], [registered address] (“Hubtal”, “we”). This policy explains how we handle personal information in Causaro and on causaro.com, in line with the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and the issuances of the National Privacy Commission (NPC).

We act in two roles:

• For your employees’ payroll data we are a personal information processor. The company that uses Causaro to pay its people (“the employer”) is the personal information controller: it decides what is collected and why, and we process it on its instructions to compute pay, produce payslips and prepare government reports.
• For our own customers’ and users’ account, billing and website data we are the personal information controller.

If you are an employee and have a question about your payroll data, start with your employer. We will help them answer you.

People who sign in (owners, payroll staff, managers, employees with a login): name, email address, mobile number, an optional photo, the companies and roles they belong to, and when they sign in. We sign people in with one-time codes sent by email; we do not store passwords.

Employers: company name and address, logo, the registered employer’s TIN, RDO code and SSS, PhilHealth and Pag-IBIG employer numbers, pay schedules and policies, and billing details (plan, invoices, payments).

Employees, on the employer’s behalf:

• identity and contact: name, employee number, email, mobile number, home address, date of birth, sex, civil status, an optional photo;
• employment: position, department, manager, employment type, hire, regularisation and separation dates, work schedule;
• pay: pay rates and their history, allowances and deductions, loans, overtime, leave, attendance and clock-in times, payslips, 13th month pay and final pay;
• government and tax: TIN, SSS, PhilHealth and Pag-IBIG numbers, tax status, minimum wage earner status, previous employer income (BIR Form 2316), year-end tax figures;
• bank: bank name and account number for salary credits.

Government ID numbers, civil status and date of birth are sensitive personal information under the Data Privacy Act. Leave records can show sick leave. We process them only because payroll and the law require them.

Technical data: server logs and error reports (with payroll data removed before they leave our servers; see “Security”), and the cookies described below.

The free calculators on causaro.com work in your browser. What you type into them is not sent to or stored by us.

• To provide the service the employer signed up for: computing pay, withholding tax and SSS, PhilHealth and Pag-IBIG contributions, producing payslips, bank files and government forms and reports, and letting employees see their own pay, leave and attendance. Basis: the employer’s contract with us and the employer’s obligations under the Labor Code, the Tax Code and the SSS, PhilHealth and Pag-IBIG laws.
• To run accounts: signing people in, sending payslips and notifications, support. Basis: our contract with the employer.
• To bill for the service: invoices and payment records. Basis: contract, and our own tax and accounting obligations.
• To keep the service secure and working: access control, audit logs, fault reports, preventing misuse. Basis: legitimate interest, and the security measures the Data Privacy Act requires.

• We do not sell personal information, or share it for advertising.
• We do not use employee payroll data for any purpose of our own, including training products or marketing.
• We do not look at an employer’s data unless the employer grants our support team access, which is time-limited, recorded and can be revoked at any time (Settings → Support access), or unless the law requires it.

We use a small number of service providers (subprocessors) under written agreements that require them to protect the data and use it only to provide their service to us:

• Supabase: database hosting and sign-in, including the emails with sign-in codes. Data is stored in [region: Tokyo, Japan or Singapore].
• [hosting provider]: runs the application, in the same region as the database.
• Resend: sends payslip, invoice and other notification emails.
• Sentry: receives error reports. We remove payroll data from them before they are sent.

Data therefore leaves the Philippines. We transfer it only to providers bound to protect it to the standard the Data Privacy Act requires. The employer’s government reports and bank files are produced for the employer to submit; we do not send them to agencies or banks ourselves. We disclose information to authorities only when the law requires it, and tell the employer when we are allowed to.

We will update this list before adding a new subprocessor, and notify employers of the change [notice period, e.g. 30 days] in advance.

• Data is encrypted in transit (HTTPS) and at rest by our hosting providers.
• Each employer’s data is kept apart at the database level: every query runs as that company, so one company cannot read another’s records.
• Access inside a company follows roles (owner, payroll admin, approver, HR, manager, timekeeper, auditor, employee). Employees see only their own records. Payroll can require a second person to approve a run.
• Changes to employees, pay and settings are written to an audit log the employer can review.
• Error reports sent to Sentry carry no names, email addresses, amounts, government or bank numbers, request contents or cookies; the user and company appear only as internal ids.
• If a breach affects personal data, we inform the affected employer without undue delay so it can notify the NPC and affected people within the required time (72 hours under NPC rules), and we assist them.

We keep an employer’s data for as long as its account is open. Employers can download payslips, government reports and bank files at any time, and can ask us for a full export of their data.

When an account is closed we keep the data for [export window, e.g. 30 days] so it can be exported, then delete it, together with backups within [backup retention, e.g. 35 days]. Employers have their own duty to keep payroll and employment records for the periods set by the Tax Code and the Labor Code and should export them before closing an account.

We keep our own invoices and payment records for as long as tax law requires, and audit and security logs for [period].

Under the Data Privacy Act you have the right to be informed, to access your personal information, to have it corrected, to object, to have it erased or blocked, to data portability, to claim damages, and to lodge a complaint with the National Privacy Commission (privacy.gov.ph).

Employees: payroll records are kept by your employer, who is responsible for them and may be required by law to keep some of them. Contact your employer. If you have a login, you can also see your payslips, leave and attendance, and update the name, mobile number and photo on your profile. Customers and users: contact us as below. We answer within [response time, e.g. 15 days].

We use only cookies needed for the service to work:

• sign-in session cookies (from Supabase), which keep you signed in;
• payroll.tenant, which remembers the company you are working in;
• payroll.sidebar, which remembers whether the sidebar is collapsed.

We do not use advertising or analytics cookies.

Causaro is for employers and their workers. We do not knowingly create accounts for anyone under 18. Where an employer pays a worker under 18 as allowed by law, the employer is responsible for that worker’s data.

We will post any change here with a new date, and tell employers by email or in the app at least [notice period, e.g. 30 days] before a material change takes effect.

Data Protection Officer: [name], [privacy@ or dpo@ email address], [postal address]. For anything else, see our Terms of Service or write to [support email address].