Privacy policy
Who we are
AwardShift is run by AwardShift. This policy explains what personal information we hold, why, and what you can ask us to do with it. It follows the Australian Privacy Principles in the Privacy Act 1988.
What we collect
- When you ask for access: the employer's name, your name and email, the award, roughly how many staff, where your hours come from, and any note you add.
- For your account: your name, email, a hash of your password (never the password itself), and your two-factor settings if you turn them on.
- Payroll files you upload: employee identifiers and names, classifications, shifts, payslip lines and pay rates. You decide what is in them. We use them only to produce your reports.
- Billing: Stripe holds your card and billing details. We keep only the Stripe customer reference and the state of your subscription.
Why we use it
To decide whether we can check your award, to run your account, to reconcile the pay periods you upload, to bill you, and to keep the service secure. We don't sell personal information, use it for advertising, or use your payroll data to train anything.
Employee information
When an employer uploads payroll files, the employer is responsible for collecting that information and telling its employees how it is used. We handle it on the employer's behalf and only to produce the employer's reports.
Where it is kept
Two services we use may hold limited information overseas:
- Stripe, for payments: your billing name, email and card details. Never payroll data.
- Our email provider, to send account emails: your name and email address and the message. Never payroll data.
How we protect it
- Client files are limited to organisation members with the right role and Client assignment.
- Connections are encrypted.
- Error reports leave out the values in database queries, which is where employee names, dates of birth and pay rates would appear.
- Two-factor sign-in is required for our staff accounts and available for yours.
How long we keep it
Original payroll CSVs are stored privately while processing and removed after completion or terminal failure. Pending inputs expire after 24 hours; expired files are removed by hourly cleanup. Prepared report files expire after 24 hours and can be prepared again. Storage failures can delay physical removal; access is refused after expiry or Client deletion.
For AwardShift lookback reviews, original CSV uploads are removed after import. Encrypted quote copies are kept only until you pay or until the 30-day unpaid retention limit, then deleted. Unpaid or abandoned review identities are erased after 30 days. We retain financial snapshots without those identities. Paid reviews follow the Client deletion process below. Review emails contain a sign-in link, without payroll findings or attachments.
We keep your account and payroll data while your account is open. Deleting a Client removes employee names, dates of birth, payroll identifiers and payslip descriptions. Financial totals, checksums, audit records and billing records remain. Deleting your account stops its billing and applies this erasure to the Clients you own. Remove other staff before deleting an organisation owner. Stripe keeps its invoices, because they are the business's billing record.
Your rights
You can ask to see or correct the personal information we hold about you, or ask us to delete it, by emailing no-reply@example.com. We reply within 30 days.
Data breaches
If a breach is likely to cause serious harm, we will tell the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.
Complaints
Email no-reply@example.com first and we will respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.