Privacy Policy

1. Who we are

Payzava is a payroll and HR software platform operated by Pro Outsource LTD (“we”, “us”, “our”), a company registered in England and Wales with company number 16166040. Our registered office is Unit 82a James Carter Road, Bury St. Edmunds, England, IP28 7DE.

We are the data controller in respect of personal data collected through the Payzava marketing website (payzavahr.com) and, where applicable, in connection with sales, demos, and support enquiries. For personal data processed within the Payzava application (app.payzavahr.com) on behalf of our customers, we act as a data processor; our customers are the data controllers for that data.

2. Data we collect

We may collect the following categories of personal data:

• Contact and account information: name, email address, phone number, job title, company name, and country when you request a demo, start a trial, contact us, or use the website chat.
• Website and usage data: IP address, browser type, device information, pages visited, and similar technical data when you use our website (including via cookies and similar technologies).
• Communications: content of emails, contact form submissions, and chat messages you send to us.

We do not sell your personal data. We use it only as described in this policy and to provide and improve our services.

3. How we use your data

We use your data to:

• Respond to enquiries, demo requests, and support requests.
• Send you information about Payzava (e.g. product updates, events) where you have agreed or we have a legitimate interest.
• Improve our website, marketing, and services (e.g. analytics and troubleshooting).
• Comply with legal obligations and protect our rights.

4. Legal basis (UK / EEA)

Where UK GDPR or equivalent applies, we rely on:

• Contract: where processing is necessary to perform a contract or take steps at your request (e.g. onboarding, support).
• Legitimate interests: to run our business, improve our services, and communicate with prospects (where balanced against your rights).
• Consent: where we ask for your consent (e.g. marketing emails, non-essential cookies).
• Legal obligation: where we must process data to comply with the law.

5. Cookies and similar technologies

We use cookies and similar technologies on our website for essential operation, analytics, and (where enabled) chat or marketing. You can manage cookie preferences via your browser settings. Blocking certain cookies may affect how the site works.

We may use third-party services (e.g. Chatwoot for live chat, analytics providers) that set their own cookies; their use is governed by their respective privacy policies.

6. How long we keep your data

We retain personal data only for as long as needed for the purposes set out in this policy, or as required by law. For example, we may keep contact and enquiry data for several years for business and legal purposes, and technical logs for a shorter period. When no longer needed, we delete or anonymise the data.

7. Security

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. These include access controls, encryption where appropriate, and secure hosting. No system is completely secure; we will notify you and regulators where we are required to do so in the event of a breach affecting your data.

8. Sharing your data

We may share your data with:

• Service providers: who help us run our website, email, chat, and analytics (under strict confidentiality and data-processing terms).
• Professional advisers and authorities: where required by law or to protect our rights.

We do not sell or rent your data to third parties for their marketing.

9. International transfers

Your data may be processed in the UK, the European Economic Area, and in other countries where our service providers operate. Where we transfer data outside the UK or EEA, we ensure appropriate safeguards (e.g. UK adequacy decisions, standard contractual clauses, or equivalent) are in place.

10. Your rights

Depending on where you are, you may have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate data.
• Request erasure (“right to be forgotten”) in certain cases.
• Restrict or object to certain processing.
• Data portability (where applicable).
• Withdraw consent where processing is based on consent.
• Lodge a complaint with a supervisory authority (e.g. the ICO in the UK).

To exercise these rights or ask questions about our use of your data, contact us using the details below. We will respond within the time required by applicable law.

11. Contact us

For privacy-related enquiries or to exercise your rights:

• Pro Outsource LTD
• Unit 82a James Carter Road
• Bury St. Edmunds, England, IP28 7DE
• Email: [email protected] (or [email protected] for general enquiries)

12. Changes to this policy

We may update this privacy policy from time to time. We will post the revised version on this page and update the “Last updated” date. For material changes, we may notify you by email or a notice on our website. We encourage you to review this page periodically.