Privacy policy
Draft — to be reviewed by a lawyer before launch.This page shows the structure the final text will follow. Anything marked “to confirm” is still open, and nothing here is in force yet.
This policy will explain what personal data Salary Muse handles, why, who else sees it and what you can ask of us, under Ghana's Data Protection Act, 2012 (Act 843).
1. Who is responsible
[to confirm: the legal entity, its address, and its registration with the Data Protection Commission]
2. What this policy covers
The salarymuse.com website, the free calculators, Salary Muse accounts and the workspaces we run for companies.
3. What we collect
On this website
- The calculators send the figures you type to our server to work out the answer. We don't ask for your name to use them.
- The public pages carry no advertising or analytics trackers. The site sets the cookies it needs to work.
- [to confirm: how long server logs, which include addresses, are kept]
When you set up a workspace
- Your name, work email and phone number, your company's name and the workspace address you choose.
Inside a workspace
- What your company enters about its staff to pay them: names, contact details, Ghana Card, SSNIT and TIN numbers, bank and mobile money details, pay, leave and, where switched on, attendance, appraisals, hiring and training records.
- Ghana Card numbers only, never a copy of the card.
- For its staff's data, the company is the controller: it decides what is kept and why. Salary Muse processes that data on the company's behalf, only as the company asks and under our terms (Data Protection Act, 2012, Act 843, sections 29 and 30). [to confirm with counsel]
4. Why we use it
To run payroll and HR for the company, to send payslips the company asks us to send, to bill for the service and to answer support requests. [to confirm: the lawful basis for each]
5. Who else handles it
Services Salary Muse is built to use, each only for its part:
- Paystack, for paying invoices and messaging credits.
- Email and SMS providers, for payslips, codes and notices.
- WhatsApp (Meta), for payslips sent to staff who agreed to receive them that way.
- Google, if you choose to sign in with Google.
- Cloudflare and our hosting provider, to serve the site.
[to confirm: the named providers and their locations]
6. Where it is kept
Each company's workspace has its own database. [to confirm: the hosting location, and any transfer outside Ghana]
7. How long we keep your data
In a company's workspace
- While a company uses Salary Muse, we keep what it keeps in its workspace. Applicants who weren't hired are made anonymous, and clock-in locations and photos are cleared, after the periods each company sets.
- If the company stops paying, its workspace becomes read-only 14 days after the invoice was due. After 30 days read-only it is archived: backed up and taken offline. No sooner than 90 days after that, we delete the workspace and every backup we hold of it, so that it can't be put back together. That is never sooner than 134 days after the invoice was due. The terms set out each step.
- Before a workspace is deleted, the person who created it can ask for a copy of its records, free: an export, or read-only access for a short while to download them.
- The law asks the employer, not Salary Muse, to keep payroll and tax records, in Ghana usually for at least six years (Revenue Administration Act, 2016, Act 915, section 27). Each company should download its returns, payslips and registers, and keep them, before it stops using Salary Muse.
Our own records
- Our invoices and payments, with the company's name and the contact details of the person who created the workspace, are kept for at least 6 years, as our own tax records (Act 915, section 27).
- When a workspace is deleted we keep a record that it existed, the dates of each step and which emails we sent (what and when, not their text). None of it is about the company's employees.
[to confirm: how long our hosting provider's own backups and server logs keep a copy, and support conversations]
8. Keeping it safe
- Payslip PDFs mask Ghana Card, SSNIT and account numbers.
- Staff see only their own records.
- When staff change their own bank or mobile money details, HR approves the change and a security email is sent.
9. What you can ask of us
You can ask to see the personal data we hold about you and to have it corrected. [to confirm with counsel: the full list of rights under Act 843, how to use them and how quickly we answer]
10. Changes and contact
[to confirm: how we tell you about changes] Questions about privacy: [email protected].