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Remunera: Data Privacy & Protection Policy

POLICY

This Data Privacy & Protection Policy applies to Remunera’s cloud-based HR software applications, mobile app, and web platform (collectively, the “Services”), as well as the website remunera.com.au and any other official Remunera-operated sites (collectively, the “Websites”), and other forms of interaction with Remunera including customer support, onboarding, marketing events, or conferences.

This Policy does not apply to third-party applications, integrations, or services that interface with the Remunera platform (“Third Party Services”), nor does it apply to any third-party products, services, or businesses. In addition, a separate agreement-the Software as a Service Agreement (“SaaS Agreement”)-governs access and use of the Remunera Services, including how data and content submitted through the Services is processed (“Customer Data”).

The organization that has entered into the SaaS Agreement with Remunera (referred to herein as the “Customer”) controls their use of the Services, including all Customer Data. If you are an individual who was given access to Remunera’s Services by a Customer (e.g., your employer), please direct any privacy-related questions to that Customer.

Unless you notify us otherwise, your use of our Services will be considered as consent to collect, use, and disclose your information as described in this Data Privacy & Protection Policy.

INFORMATION WE COLLECT AND RECEIVE

Personal Information

“Personal information” means any information or opinion (whether true or not), recorded in any form, that can reasonably identify an individual.

Remunera collects and receives personal information through two primary channels:

1. Customer Data

Customers use Remunera Services to collect, process, and manage personal information relating to:

  • Employees (current, former, prospective)
  • Authorized Users
  • Contractors
  • Job Applicants
  • Consultants
  • Agents
  • Business Contacts and Partners

The types of personal information that may be collected via Customer Data include, but are not limited to:

  • Contact information: Name, address, phone number, email, aliases, time zone.
  • Identity documents: Passport and driver license details, date of birth, nationality, marital status.
  • Employment data: Job title, department, business unit, supervisor, job history, resignations, internal movements, disciplinary data, notice periods, and exit interviews.
  • Compensation and benefits: Salary, bonuses, expense reimbursements, benefits, superannuation (Australia), Kiwisaver (New Zealand), pension data (UK).
  • Tax and payroll data: Bank account details, TFN, IRD number, NI number, tax declarations, payroll IDs.
  • Education and CV: Degrees, certifications, honors, references, prior employment.
  • Performance data: Appraisal records, KPIs, skill ratings, promotion records.
  • Emergency and dependent data: Contact details of family members and next of kin, family birth data (if relevant).
  • Attendance and time records: Leave, sick days, vacation, work hours, rostering.

All Customer Data is submitted or uploaded by Authorized Users or generated through their interaction with the Services.

2. Other Information

In addition to Customer Data, Remunera also collects, generates, and receives “Other Information,” which may also include personal data. This may be gathered directly or indirectly as part of routine use of the Services or Websites.

Other Information Includes:

  • Usage Data: Features used, user interactions, dashboards accessed, reports generated, timestamps.
  • Metadata: Logs of actions (e.g., edits, updates, deletions) performed by Authorized Users.
  • Log Data: IP address, browser configuration, device type, plugins, access time, cookies.
  • Device Information: Device model, OS version, crash data, application IDs, screen resolution.
  • Location Information: May be approximated from business address or IP address.
  • Cookies & Tracking: Remunera uses first-party and third-party cookies and similar tracking tools for session persistence, analytics, personalization, and security.
  • Third Party Data: Aggregate business information, market segmentation, usage trends, campaign performance data.
  • Additional Info: Information submitted via forms, support tickets, chat logs, job applications, surveys, or social media.

Although some Other Information is gathered automatically, users may choose to restrict what they share, understanding this may limit their experience or access.

HOW WE USE INFORMATION

Use of Customer Data

Remunera processes Customer Data solely based on the Customer’s instructions, contractual agreements, and applicable laws. We are the data processor of Customer Data, while the Customer acts as the data controller.

For example, a Customer may configure access roles, enable or restrict modules, export employee records, or apply custom privacy settings within their instance of the Remunera platform.

Use of Other Information

Remunera uses Other Information for legitimate business purposes, including:

  • To operate and improve Services: Troubleshooting, diagnosing bugs, refining features, and testing.
  • To fulfill contractual and legal obligations: Enabling billing, invoicing, security monitoring, and audit logs.
  • To communicate with you: Responding to requests, account verification, support inquiries.
  • To develop new services: Data-driven insights for product enhancements, predictive models, or recommendation systems.
  • To send communications: Service-related notices, security updates, newsletters (where permitted).
  • To prevent fraud and misuse: Security alerts, abuse tracking, unauthorized access detection.

Where data is de-identified or aggregated, Remunera may use it for benchmarking, research, or commercial insight without limitation.

DATA RETENTION

  • Customer Data is retained in accordance with Customer configurations and contractual terms in the SaaS Agreement.
  • Other Information may be retained as needed for business operations, legal compliance, dispute resolution, and auditing-even after you deactivate your account.

DISCLOSURE OF INFORMATION

Remunera may disclose information under the following circumstances:

  • Per Customer Instructions: Shared or accessed as configured by Customer Administrators.
  • Authorized User Access: Administrators and Managers may view personal information within the account depending on role-based access.
  • Third-Party Subprocessors: Such as cloud providers or analytics partners. All subprocessors are reviewed under strict data protection standards. A current list is available here.
  • Business Changes: In the event of merger, acquisition, or restructuring, data may be transferred with confidentiality safeguards.
  • Legal Compliance: In response to valid legal requests, subpoenas, or law enforcement obligations.
  • Anonymized Reports: Benchmark reports or research data derived from aggregated, de-identified information.
  • With Consent: When you explicitly authorize us to share information with third parties.

SECURITY

Remunera maintains robust security and privacy controls, including:

  • Data encryption: TLS for transmission and AES-256 for storage
  • Role-based access control (RBAC) and audit trails
  • Multi-factor authentication (MFA)
  • Monitoring & anomaly detection
  • Physical security at data centers

All practices align with the principles outlined in Remunera’s Information Security Statement, available upon request or by contacting contact@remunera.com.au.

POLICY CHANGES

Remunera may revise this Policy periodically to reflect changes in the law, our services, or business practices. Updated versions will be posted at https://remunera.com.au/privacy. Material changes will be communicated directly through the Services or by email.

CONTACTING OUR DATA PROTECTION OFFICER

For queries or concerns regarding privacy:

Data Protection Officer

📧 contact@remunera.com.au

ACCESS & CORRECTION OF PERSONAL INFORMATION

Depending on your jurisdiction, you may have rights to:

  • Access the information held about you
  • Correct inaccurate, outdated, or incomplete records
  • Request deletion (where permissible)
  • Restrict or object to processing
  • Lodge a complaint with regulators

You may do this via your Remunera account settings, or contact the Customer who controls your data. If you contact Remunera directly, we will refer your request to the appropriate Customer and support them in responding within a reasonable timeframe.

SUBPROCESSORS

Remunera works with select subprocessors to deliver Services effectively. These partners may access or process Customer Data only as needed for service delivery and are contractually bound by data protection obligations equivalent to those in this Policy.