Privacy Policy
Last Updated: September 8, 2025
Hex Innovation Limited (“HexPay,” “We,” “Us,” or “Our”) is a payroll and HR software company incorporated under the laws of the Federal Republic of Nigeria. We provide payroll, human resource management, compliance support, and employee benefits services (collectively, the “Services”) via our platform, including websites and mobile applications (the “Platform”).
This Privacy Policy explains how we collect, use, share, and protect personal data in accordance with the Nigeria Data Protection Act (NDPA). By using our Platform, creating an account, or accessing Services, you consent to the practices described in this Privacy Policy.
1. Personal Data We Collect
We may collect the following categories of information:
a. Personal Information
- Name, email address, phone number, job title, and other identifiers.
- Employee details such as date of birth, national ID, tax identification numbers, and salary information.
b. Payroll and Employment Data
- Salary records, allowances, deductions, pension/insurance details.
- Attendance, leave, and performance information.
- Recruitment and onboarding information (resumes, applications, references).
c. Payment Information
- Bank account details or payment credentials provided for payroll disbursement.
- Subscription billing information.
d. Technical Information
- IP address, browser type, operating system, device identifiers.
- Subscription billing information. Usage data (logins, feature usage, access times).
2. How We Use Your Information
We use collected data for the following purposes:
- Service Delivery – To provide payroll processing, staff management, and recruitment services.
- Compliance – To support adherence to applicable tax, labor, and employment laws.
- Communication – To send important notices, updates, and service announcements.
- Payment Processing – To manage billing, subscriptions, and payroll disbursements.
- Security – To protect against fraud, unauthorized access, or malicious activity.
- Improvement – To analyze trends and enhance user experience with AI-driven insights.
- Research & Development – To improve our platform and add new features.
We do not use your personal data for unrelated commercial purposes or solely automated decision-making affecting payroll outcomes.
3. How We Share Information
We may share your information in the following circumstances:
- With Your Consent – When you authorize integrations or third-party access.
- Service Providers – With trusted vendors who support functions like cloud hosting, payment gateways, and analytics.
- Banks, payment processors, pension administrators, or other HR service providers
- Contractors, auditors, or legal advisors under confidentiality agreements
- Regulatory authorities (e.g., NDPC, tax, labor agencies)
- Potential buyers in the case of mergers, acquisitions, or restructuring
- Legal Requirements – When required by law, regulation, or court order.
- Business Transfers – In case of merger, acquisition, or sale of HexPay’s assets.
- Anonymized Data – Aggregated data may be shared for research or benchmarking but will not identify individuals.
4. Data Retention
We retain personal and payroll data for as long as necessary to:
- Provide Services or as required by law.
- Resolve disputes or enforce agreements
- Comply with legal, tax, and regulatory requirements
- When no longer needed, data will be securely deleted, anonymized, or archived.
Minimum retention period: 6 years after account closure.
5. Data Security
We implement technical and organizational measures to protect your information, including:
- Encryption of sensitive data in transit and at rest.
- Firewalls, secure servers, and Role-based access controls.
- Regular monitoring, audits, security assessments and vulnerability testing.
⚠️ However, no system is 100% secure, and we cannot guarantee absolute security. Users are responsible for safeguarding their login credentials.
6. Your Rights Under NDPA
Depending on your jurisdiction, you may have the right to:
- Access and obtain a copy of your personal data.
- Correct or update inaccurate data.
- Request deletion of data, subject to legal obligations.
- Object to processing or withdraw consent.
- Restrict processing under certain conditions.
- Receive data in a portable format.
- Port your data to another service.
- Lodge complaints with HexPay or NDPC.
To exercise these rights, please contact us at privacy@hexpayr.com.
7. Cookies and Tracking
HexPay uses cookies and similar technologies to:
- Improve your browsing experience, remember preferences, and analyze usage.
- Provide relevant analytics and reporting
You may adjust your browser settings to refuse cookies, but some features may not function properly.
8. International Data Transfers
If you access HexPay outside Nigeria (or your primary jurisdiction), your data may be transferred to and stored in other countries with different data protection laws. We ensure:
- Compliance with NDPA
- Contractual safeguards
- Appropriate safeguards are in place
9. Data Breach Notification
In case of a data breach:
- HexPay will notify affected users promptly
- Regulatory authorities will be informed per NDPA
- Remedial measures will be implemented to prevent recurrence
10. Children's Privacy
HexPay does not knowingly collect or process data from children under 18. If we discover that we have inadvertently collected such data, we will delete it immediately.
11. Updates to This Privacy Policy
We may update this Privacy Policy from time to time. Changes will be posted on our website with the “Last Updated” date. Continued use of our Services after updates constitutes acceptance of the revised policy.
12. Contact Information
If you have any questions or concerns about this Privacy and Policy, please contact us at:
Data Controller: Hex Innovation Limited
Headquarters: Abuja, Nigeria
Email: privacy@hexpayr.com
Phone: +234 (0) 7068-01-8618