Payroll & Sensitive Data Notice

Renvori Payroll can involve information that is substantially more sensitive than ordinary garage-management data. This Notice supplements the Privacy Policy and Terms of Service whenever payroll features are enabled.

1. Employer responsibility

The Customer/employer is responsible for determining what employee information it is legally entitled or required to collect, providing required employee notices, limiting internal access, maintaining accurate employment and tax information, and complying with payroll, tax, employment-standards, and record-retention obligations.

2. Payroll information

Depending on enabled features, payroll information may include employee identifiers, name, address, contact information, province of employment, employment status, pay frequency, hours, earnings, taxable benefits, deductions, CPP, EI, income tax, year-to-date amounts, TD1-related evidence, remittance information, and other records necessary to calculate or reconcile payroll.

Where a designated secure workflow is enabled and expressly designed for the purpose, payroll processing may also require highly sensitive identity or payment information such as a Social Insurance Number, date of birth, tax-form information, or banking/payment details.

3. Fail-closed sensitive-data rule

Do not enter or upload SINs, bank-account details, TD1 forms, government identity documents, health information, or comparable sensitive employee records into general notes, ordinary attachments, generic document-scanning areas, support messages, test data, or any field not expressly designated for that information. If the designated secure payroll storage/onboarding workflow is not enabled, do not place that information in Renvori Payroll.

4. Purpose limitation

Payroll information is used only as reasonably necessary to configure payroll, calculate or reconcile payroll, maintain payroll records, support authorized payroll workflows, provide audit evidence, protect the system, assist the Customer, and meet legal obligations. Highly sensitive payroll information must not be repurposed for advertising or unrelated profiling.

5. Access controls

Customers must limit payroll access to personnel who genuinely need it. Renvori may require MFA and role-based permissions for sensitive payroll functions. Customers must promptly remove payroll access for former staff and review access after role changes.

6. Payroll calculations and evidence

Renvori may block, flag, or require review when required payroll evidence is missing or when values fail reconciliation or integrity checks. A successful software calculation does not transfer the employer's legal responsibility to review payroll before payment, filing, or remittance.

7. Filing, remittance, and movement of money

Renvori does not claim to remit payroll deductions, file returns, withdraw funds, or move money merely because calculations or reports are available. Any future filing, remittance, or payment feature must be expressly enabled, separately authorized, and clearly identified before it may be relied on for those functions.

8. Employee requests

An employee seeking access to or correction of employer-controlled payroll records should normally contact the employer. Renvori will assist the employer as reasonably required and will respond directly where Renvori itself controls the requested information.

9. Retention and termination

Employers must preserve payroll records for legally required periods. Before ending service, the Customer should export records it must retain. Renvori's retention and deletion practices are governed by the Privacy Policy, applicable law, backup cycles, legal holds, and contractual requirements.

10. Incident sensitivity

Because payroll identity, tax, and banking information can create elevated risks of identity theft, financial loss, and employment harm, Renvori treats incidents involving such information as high-sensitivity events for containment, assessment, and notification decisions.