Your information matters, and so does the information you keep about your staff. This policy explains, in plain language, what NiuginiHR, a product of Kufuzi in Port Moresby, collects, how we use it, how we keep it safe, and the choices you have.
1What this policy covers
This policy covers the NiuginiHR website at niuginihr.com, the registration process, and the HR and payroll application your organisation uses on its own subdomain. It applies to the administrators and staff who log in, and to the visitors who browse our public pages.
We handle personal information responsibly and in line with the applicable laws of Papua New Guinea. Where those laws set specific requirements, we follow them; where they're still developing, we hold ourselves to sound, widely accepted privacy principles.
2Who is responsible for what
There's an important distinction worth understanding up front, because NiuginiHR handles two quite different kinds of information.
- Information about our customers. The account and contact details your organisation gives us when you register and pay. For this information we decide how it's used, and we're responsible for it.
- Information you load about your staff. The employee records, timesheets, leave, payroll and documents your organisation enters. That belongs to you. Your organisation decides what goes in and why, and we simply process it on your behalf, under your instructions, to run the service.
In short: for your own account details, come to us. For an individual employee's records inside a workspace, the employer is the first point of contact, because it's their data and their responsibility to manage it correctly and lawfully.
3What we collect
When you register and use your account
- Your organisation's details: name, trading name, type, industry, registration number, IRC/TIN, address and contact details.
- The administrator's details: name, job title, email, mobile number and a securely hashed password.
- Your chosen subdomain and plan, and your billing and payment records.
- Basic technical information when you log in, such as your IP address, browser and the time. We use this for security and to keep your session safe.
The HR data your organisation puts in
Inside your workspace, your organisation stores information about its own people: personal details, bank and superannuation details, pay, leave, performance notes, training records and uploaded documents. We store and process this so the system works, but the content and accuracy of it is managed by your organisation.
When you just visit our website
Our public pages are light on tracking. If you email or message us, we keep that conversation so we can help you and follow up.
4How we use it
We use information only for reasons that make sense for running an HR and payroll service:
- To set up your workspace, connect you to your own database, and run the features you use.
- To verify your email, keep your account secure, and prevent misuse.
- To send you the emails that go with the service: verification, welcome, trial and subscription reminders, and support replies.
- To invoice you, take payment and keep proper business records.
- To provide support and training, and to fix problems when they come up.
- To keep NiuginiHR reliable, safe and improving over time.
We do not sell your information, and we don't use your employees' records to build advertising profiles or anything of that sort. That's not what we're here for.
5Sensitive and payroll information
Payroll means some genuinely sensitive information passes through NiuginiHR: bank account details, NASFUND or Nambawan Super membership, salary and wages tax details, and so on. We treat it with the care it deserves.
- It's kept inside your isolated workspace database, separate from every other organisation.
- Access is controlled by the roles and permissions your administrators set, so staff only see what they're meant to.
- We use it only to run your payroll and produce the files and payslips you ask for, and never for anything else.
6How we keep it safe
Security is built into how NiuginiHR is designed, not bolted on afterwards. Among other things:
- Separate databases. Each organisation has its own database. One customer can never see or reach another customer's data, files, users or reports.
- Encryption in transit. Connections to NiuginiHR are protected with HTTPS, so information is encrypted as it travels between you and us.
- Protected passwords. Passwords are stored as secure one-way hashes. Not even we can read them.
- Locked-down files. Uploaded documents are stored per organisation and served only through checks that confirm you're allowed to see them.
- Backups. We take regular backups so your data can be recovered, and we keep those backups restricted and out of public reach.
- Sensible access. Only the people who need to run the platform can get near the systems, and their activity is logged.
No system anywhere is completely immune to risk, so we can't promise perfection. We do take practical, serious steps to protect your information, and if something ever did go wrong we'd act quickly and tell you what you need to know.
9How long we keep it
We keep your information for as long as your organisation has an active account, and for a sensible period afterwards.
- While your account is active, your data stays available to you.
- If your account closes or a subscription lapses, we don't delete your database straight away. We keep it, isolated, for a retention period so you have time to come back or ask for an export, after which it's permanently deleted.
- Some records, such as invoices and payment history, we may keep longer where PNG law requires us to hold business and tax records.
Need an export of your data, or want it deleted sooner? Just ask us. We'll help you get your information out in a usable form, and honour deletion requests except where we're legally required to keep certain records.
10Your rights and your staff's rights
You can ask us to see the personal information we hold about you as our customer, to correct it if it's wrong, or to delete it where we're not required to keep it. Contact us using the details below and we'll help.
If you're an employee and you want to see or correct records your employer keeps about you inside NiuginiHR, please speak to your employer first. It's their information and their workspace, and they're the ones who manage it. We'll support them in responding, but we can't change an organisation's records without their say-so.
11Changes to this policy
As NiuginiHR grows and as the law in Papua New Guinea develops, we may update this policy. When we do, we'll change the date at the top of this page, and for anything significant we'll let you know by email or inside the app. Please check back now and then so you know where things stand.
12Contact us
If you have a question about your privacy, or you'd like to make a request about your information, we're here and happy to help.
- Email: sales@niuginihr.com
- WhatsApp: 8495 8466 or
- Kufuzi, Port Moresby, Papua New Guinea
You can also read our Terms & Conditions to see the rest of the agreement between us.