Privacy Policy

1. Who this policy covers

This Privacy Policy explains how SOLOVE ENTERPRISES ("SOLOVE", "we", "us") collects, uses, and protects personal data through the Payslip Management System ("the Service"), operated on behalf of subscribing institutions ("Institutions") for their staff ("Users", "you"). Each Institution remains the data controller for its own staff's payroll data; SOLOVE acts as a data processor, handling that data only to provide the Service.

2. What we collect

To operate the Service, we store:

• Your IPPIS number (or equivalent staff identifier) and full name, as supplied by your Institution.
• Your email address, used solely to send one-time login codes and account notifications.
• Your monthly payslip documents, as originally produced by your Institution's payroll system and uploaded by an authorised administrator.
• Login activity and security logs (e.g. login timestamps, IP address) kept for account security and audit purposes.
• Technical data such as session cookies, used only to keep you signed in — we do not use advertising or third-party tracking cookies.

3. What we don't do

We do not sell, rent, or share your personal data with advertisers. We do not use your data to build profiles for marketing, and we do not send you marketing communications. We do not process or calculate your salary — that happens entirely within your Institution's own payroll system before a payslip ever reaches us.

4. Who else sees your data

A small number of service providers process data on our behalf, strictly to run the Service:

• Mailgun — sends transactional emails (login codes, account notifications) on our behalf. Mailgun does not have standing access to your payslips.
• Contabo — hosts the server the Service runs on. Payslip files and account data are stored on this server; Contabo does not have application-level access to view individual payslips.

Within your Institution, administrators you already report to (or their designated superadmin) can see staff account status and manage access — this mirrors the access they already have to payroll records through normal institutional channels.

5. How long we keep data

Payslips are retained for as long as your Institution's subscription is active, to preserve your historical access to past payslips. If your Institution ends its subscription or requests deletion, data is removed according to the terms agreed between SOLOVE and the Institution. Individual staff cannot request deletion of official payroll records directly from SOLOVE — that request should go through your Institution, as they are the data controller.

6. Security

We apply reasonable technical safeguards, including encrypted connections (HTTPS), hashed passwords, rate-limiting on login attempts, one-time-code verification for first-time logins, and internal audit logging of administrative actions. No system is perfectly secure, but we take reasonable, proportionate steps to protect your data.

7. Legal basis for processing

Under the Nigeria Data Protection Act (NDPA 2023), we (and your Institution, as controller) rely on one or more of the following legal bases to process your personal data:

• Performance of a contract — providing you with access to your own payslips is the core purpose of the Service your Institution has subscribed to.
• Legal obligation — your Institution has statutory obligations around payroll record-keeping that this Service helps support.
• Legitimate interest — for security measures such as login rate-limiting, audit logging, and fraud prevention, balanced against your right to privacy.
• Consent — for example, where you provide an email address specifically so we can send you a one-time login code.

8. Your rights

Under the NDPA 2023, and subject to the note on deletion requests below, you may have the right to:

• access the personal data we hold about you;
• have inaccurate or incomplete data corrected;
• restrict or object to certain processing of your data;
• request your data in a portable format, where technically feasible; and
• withdraw consent, where processing is based on consent (for example, updating the email address used for login codes).

On deletion: because your Institution is the data controller for your payroll information, requests to delete or remove official payslip records must go through your Institution — SOLOVE cannot act on a deletion request made directly by an individual staff member, as we do not have the authority to decide what happens to records we process on the Institution's behalf.

For requests we are able to act on directly (such as correcting your email address, or questions about how SOLOVE processes data as a service provider), we aim to respond within one month of your request. Some requests may be declined or take longer where reasonably necessary — for example, if we need to verify your identity first, or if a legal obligation requires us to retain certain data — and we will explain why if that applies.

9. Changes to this policy

We may update this Privacy Policy as the Service or applicable law changes. Material changes will be reflected by an updated "Last updated" date above.

10. Contact

Questions about this Privacy Policy, or data requests directed to SOLOVE as a processor, can be sent to wale.e@solove.com.ng. See also our Terms of Service.