Privacy Policy

Last updated: 22 July 2026

This Privacy Policy explains how Axiomatics Technologies (Pty) Ltd (registration number 2026/118542/07), trading as KhayaPay ("KhayaPay", "we", "us", "our"), collects, uses, shares and protects personal information. We are the responsible party (data controller) for the personal information described here, and we process it in accordance with the Protection of Personal Information Act, 2013 (POPIA).

KhayaPay is a mobile application that helps South African households manage payroll and employment compliance for their domestic workers — calculating pay, producing payslips and statutory documents, tracking leave, and delivering documents and notices to workers (including via WhatsApp).

1. Who this policy applies to

This policy covers two groups of people:

• Employers — the account holders who use the app to run payroll for their household.
• Workers — the domestic employees whose details an employer enters so that KhayaPay can calculate pay, produce documents and send messages.

When an employer enters a worker's information, the employer is the responsible party for that information and KhayaPay acts as an operator (processor) on the employer's behalf, processing it only to provide the service. KhayaPay is separately the responsible party for employer account information and for the operation, security and improvement of the service.

2. Information we collect

Employer account details — name, email address, phone number, and authentication details needed to create and secure your account.

Worker details entered by the employer — full name, contact number, identity or work-permit number, residential address (where provided), banking details for payment, and pay, hours and leave records.

Documents and delivery records — payslips, employment contracts, disciplinary and workplace notices, and records of when and how these were generated and delivered.

Messaging data — where you deliver documents or notices to a worker over WhatsApp, we process the worker's WhatsApp number and the delivery, read and acknowledgement status of those messages, and any reply a worker sends to our business number (for example a leave request or an acknowledgement of a notice).

Technical and usage data — device type, operating system, app version, and diagnostic and crash information used to keep the app working and secure.

Website analytics — see section 8 below.

3. How we obtain worker information and lawful basis

We generally receive worker information from the employer, who is responsible for ensuring they are entitled to provide it. Employers must obtain each worker's consent to have their personal information processed in KhayaPay and, in particular, to receive payslips, contracts and notices via WhatsApp, before sending anything to that worker. The app prompts employers to capture this consent during worker setup.

We process personal information on one or more of the following lawful bases under POPIA: performance of the employment relationship and related contracts; compliance with an obligation imposed by law (for example UIF, COIDA and PAYE record-keeping); the legitimate interests of the employer and KhayaPay in operating the service; and consent, where required.

4. How we use personal information

• To calculate pay and deductions and produce payslips and statutory documents.
• To help employers meet UIF, COIDA and PAYE obligations and keep an accurate, tamper-evident employment record.
• To track leave balances and process leave requests.
• To deliver documents, notices and messages to workers, including via WhatsApp, and to record their delivery and acknowledgement.
• To operate, secure, support, and improve the app, and to prevent fraud and abuse.
• To comply with our own legal obligations and to establish, exercise or defend legal claims.

5. WhatsApp and other service providers

We use a small number of trusted providers (operators) to run the service. They may process personal information only on our instructions and under confidentiality and security obligations:

• WhatsApp / Meta Platforms — to deliver payslips, notices and other messages to workers and to receive their replies and acknowledgements, via the WhatsApp Business Platform.
• Supabase — our database, authentication and secure document storage provider.
• Apple — the App Store and platform on which the app runs, including subscription billing.
• Google (Firebase / Google Analytics) — website analytics for khayapay.com only (see section 8).

We do not sell personal information, and we do not use worker or payroll data for advertising.

6. Sharing and disclosure

We may disclose personal information: to the operators listed above; where you direct us to (for example, sending a payslip to a worker); to comply with a law, court order or valid request from a competent authority; and to protect our rights, safety or property or those of others. Employers control the sharing of the worker information within their own account.

7. Cross-border processing

Some of our providers store or process information on servers outside South Africa. Where personal information is transferred across borders, we take reasonable steps to ensure it is protected by a comparable level of protection through the provider's contractual and security commitments, as permitted by section 72 of POPIA.

8. This website

khayapay.com uses Google Analytics (via Firebase) to count visits and see which pages are useful. It sets cookies and records technical details such as your approximate location, device and browser, and the pages you view. We do not use it to identify you personally, and no worker or payroll data ever passes through this website. You can block it with your browser's tracker or cookie settings without losing any part of the site.

9. Storage, security and retention

Data is stored securely with access controls so that each household can access only its own records. Access is enforced at the database level, sensitive credentials are held as encrypted secrets, and issued documents are immutable once created. We retain personal information for as long as needed to provide the service and to meet legal record-keeping obligations (employment and tax records are generally kept for at least five years), after which it is deleted or anonymised. You can delete your account and associated data from within the app.

10. Your rights under POPIA

Subject to law, you have the right to:

• be told what personal information we hold about you and to request access to it;
• request that we correct or delete information that is inaccurate, irrelevant, excessive, out of date or unlawfully obtained;
• object, on reasonable grounds, to the processing of your personal information;
• withdraw consent where processing is based on consent (this does not affect processing already carried out); and
• lodge a complaint with the Information Regulator.

To exercise any of these rights, contact our Information Officer (section 12). Workers may also ask their employer, who controls their information in the app, or contact us directly.

11. Children

KhayaPay is intended for use by adults (employers) and for recording the employment details of adult workers. We do not knowingly collect the personal information of children except where lawfully required as part of an adult worker's records (for example, a dependant recorded for family-responsibility leave), and only with the necessary consent.

12. Information Officer and contact

The Information Officer for KhayaPay is the director of Axiomatics Technologies (Pty) Ltd, who is the responsible party's head for the purposes of POPIA. For any privacy question, request or complaint, contact:

Axiomatics Technologies (Pty) Ltd (KhayaPay)
1 Saltus Street, Doringkloof, Centurion, Gauteng, 0157, South Africa
Email: hello@khayapay.com

You also have the right to complain to the Information Regulator (South Africa): JD House, 27 Stiemens Street, Braamfontein, Johannesburg, 2001 · PODComplaints@inforeg.org.za · inforegulator.org.za.

13. Changes to this policy

We may update this policy from time to time. We will change the "last updated" date above and, where changes are significant, notify you in the app. Your continued use of KhayaPay after an update means you accept the revised policy.