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Privacy Notice for Client Employees and Users

Effective date: September 20, 2026

SYMRAX Payroll & Timesheet ("SYMRAX", "we", "us") provides payroll, time and attendance, employee self-service, leave, tax-document, payment-workflow and related software to employers and other authorized organizations (each a "Client"). This notice explains how personal information is handled when SYMRAX processes information for a Client.

1. Our role and your employer's role

Your employer or other Client determines what employee information is entered into SYMRAX, who may access it, which optional services are enabled, and how the information is used for employment and payroll administration. SYMRAX processes information to provide the services requested by the Client and as otherwise permitted or required by law.

2. Information processed

Depending on the enabled modules, SYMRAX may process identity and contact information; employee and job information; compensation and payroll records; tax and statutory identifiers; timesheet, attendance and kiosk activity; leave and time-off records; paystubs and T4 information; direct-deposit/payment destination data; authentication, audit and security logs; and technical information needed to operate and secure the service.

Some information may be sensitive, including payroll/tax identifiers, bank-account information and limited leave-related information. SYMRAX is designed to minimize unnecessary sensitive information. For example, medical diagnoses and certificate contents should not be entered into the AI assistant, and payment-provider secrets are not exposed to external AI context.

3. Why information is used

  • Provide payroll calculations, pay statements, year-end forms and employer reports.
  • Operate time, attendance, holiday, leave and employee self-service workflows.
  • Support approved payroll payments, CRA remittance workflows and reconciliation when enabled.
  • Authenticate users, enforce permissions, maintain audit history, investigate errors and protect the service.
  • Send operational email/SMS notices when configured by the Client.
  • Meet contractual, tax, employment, accounting, security and legal obligations applicable to the Client or service.

4. Instructions from the Client

SYMRAX generally processes employee information according to the Client's authorized configuration and instructions. Employees should contact their employer's payroll, HR or authorized administrator regarding access, correction, retention, deletion or employment-related use of their information. Employee Self Service permits certain profile, leave and payment-destination updates, subject to employer review and verification where applicable.

5. Service providers and integrations

SYMRAX may use hosting, database, security, communications, payment, backup, AI or other technology providers to operate enabled services. Providers receive only the information reasonably required for their function and are expected to protect it under applicable contractual and legal obligations. A Client may also connect its own third-party services, such as SMS, email or payment gateways; those providers may have separate privacy terms.

6. Payment and financial information

Where payroll-payment or remittance features are enabled, bank-routing details, account identifiers, payment tokens and transaction status may be processed to prepare, approve, transmit or reconcile authorized payments. Sensitive payment credentials are encrypted or masked where supported. Payment providers and financial institutions may separately process information for fraud prevention, identity verification, transaction monitoring, regulatory compliance or other lawful purposes.

7. Security

SYMRAX uses role-based access, authenticated sessions, HTTPS transport, audit logging, configurable multi-factor authentication, encryption for selected stored secrets and other administrative and technical controls. No internet-based service can guarantee absolute security. Users must protect their credentials and promptly report suspected unauthorized access to their employer administrator.

8. Cookies and technical data

SYMRAX uses session cookies and similar browser storage needed for authentication, security, tenant/company context and user preferences. Blocking required cookies or JavaScript may prevent secure areas of the application from working correctly. Technical logs may include IP address, browser/device information, request timing and security events.

9. Data location, transfers and retention

Information may be processed in the locations used by the Client's hosting and connected service providers. Where information is transferred across jurisdictions, applicable contractual and legal safeguards should be used. Retention depends on the Client's obligations, configured backup/retention practices and applicable payroll, tax, employment and record-keeping requirements.

10. Your privacy questions

For questions about employee records, corrections, access or privacy rights, contact your employer's payroll/HR administrator first. For questions about SYMRAX's handling of service data, use the support or privacy contact identified in your Client's service agreement.