Privacy Policy

Last Updated: February 1, 2025

At Square One Payroll (“Square One Payroll”, “we”, “us”, or “our”), your privacy is a top priority. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website at www.squareonepayroll.com.au or use our payroll services (collectively, the “Services”). By using our Services, you agree to the practices described in this Privacy Policy. If you do not agree with our policies, please do not use our Services.

1. Information We Collect

We may collect and process various types of information, including:

  • Personal Information: Such as your name, email address, postal address, phone number, and any other information you provide when you create an account, contact us, or use our Services.

  • Financial Information: Payment details and billing information necessary for the processing of payroll services.

  • Usage Data: Information about how you access and use our Services, including IP addresses, browser types, operating system details, pages visited, and referring URLs.

  • Other Data: Any other information you choose to provide to us.

2. How We Use Your Information

We use the information we collect for various purposes, including to:

  • Provide, operate, and maintain our Services.

  • Process payroll, payments, and related transactions.

  • Communicate with you regarding updates, support, and other service-related notifications.

  • Analyze usage and improve our Services.

  • Ensure the security of our systems and prevent fraud.

  • Comply with legal obligations and resolve disputes.

3. Use of AI Tools in Our Business Processes

Square One Payroll leverages advanced automated tools, including artificial intelligence (AI) systems, to enhance our business processes and improve our Services. Our use of AI tools includes, but is not limited to:

  • Data Analysis & Insights: AI helps us analyze aggregated and anonymised data to identify trends and improve service efficiency.

  • Security & Fraud Detection: AI systems assist in monitoring for unusual activity, thereby enhancing the security of our Services.

  • Customer Support: In some cases, AI-driven chatbots or automated response systems may be used to help answer your queries quickly.

All processing through our AI tools is performed in accordance with this Privacy Policy and applicable data protection laws. We ensure that any personal data processed through these systems is handled securely and used only for legitimate business purposes.

4. Sharing and Disclosure of Your Information

We may share your personal information in the following circumstances:

  • With Service Providers: Third-party vendors and partners who assist us in delivering our Services (e.g., payment processors, IT service providers) are required to maintain the confidentiality of your information.

  • For Legal Reasons: When required by law, regulation, or legal process, or to protect the rights, property, or safety of Square One Payroll or others.

  • Business Transfers: In connection with a merger, sale, or other business transaction, your information may be transferred as part of the assets.

We do not sell or rent your personal information to third parties for their marketing purposes.

5. Data Security

We take the security of your information seriously and implement reasonable physical, technical, and administrative safeguards to protect your data. While we strive to secure your personal information, no method of transmission over the Internet or electronic storage is completely secure. If you have any concerns about security, please contact us immediately.

6. Cyber Security and Safe Data Handling Processes

Square One Payroll is committed to maintaining robust cyber security and safe data handling practices to protect your information from unauthorized access and cyber threats. Our approach includes:

  • Advanced Protection Measures: We use state-of-the-art firewalls, intrusion detection systems, and other security technologies to monitor and defend our network against potential threats.

  • Regular Security Audits: Our systems undergo periodic security audits and vulnerability assessments to identify and remedy potential weaknesses.

  • Employee Training: Our team is regularly trained on best practices for data security and privacy to ensure that all personnel handle your information safely and responsibly.

  • Data Encryption: Sensitive data is encrypted both during transmission and while at rest, ensuring that your information remains secure.

  • Strict Access Controls: We enforce rigorous access controls and authentication procedures so that only authorized personnel can access your personal data.

  • Incident Response: In the event of a data breach or cyber security incident, we have a comprehensive response plan in place to promptly address the issue, mitigate any potential harm, and notify affected parties in accordance with applicable legal requirements.

By continuously updating our cyber security measures and data handling protocols, we strive to provide a secure environment for your personal information.

7. Your Rights and Choices

Depending on your location and applicable law, you may have the right to:

  • Access, update, or correct your personal information.

  • Request deletion or restriction of your data.

  • Object to or limit the processing of your personal information.

  • Withdraw your consent where processing is based on consent.

If you wish to exercise any of these rights, please contact us at the address provided below. We will respond to your request in accordance with applicable laws.

8. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, comply with our legal obligations, resolve disputes, and enforce our agreements. When personal information is no longer required, we will take reasonable steps to securely delete or anonymize it.

9. International Data Transfers

Your personal information may be transferred to, and maintained on, servers located outside your state or country where data protection laws may differ from those in your jurisdiction. We take steps to ensure that such transfers comply with applicable legal requirements and that your data remains protected.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.

11. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at: