Privacy Policy

1. Who We Are

VitiRun provides payroll, HR, employee self-service, document, reporting and subscription management software for Fiji businesses. References to "VitiRun", "we", "us" or "our" mean the VitiRun service and the team operating it.

For customer companies, the company controls the employee and payroll information entered into VitiRun. VitiRun stores and processes that information so the company can operate payroll and HR workflows.

2. Information We Collect

• Account and company details, including names, email addresses, phone numbers, company profile, business registration details, TIN, FNPF employer references and billing/subscription records.
• Employee and contractor records entered by a customer company, including names, contact details, employment details, pay rates, tax/FNPF details, bank details, leave, timesheets, deductions, documents, onboarding records, payslips and payroll history.
• Employee portal activity, including leave requests, timesheets, document acknowledgements, bank-change requests and payslip access records.
• Usage, security and audit information, including login events, role changes, payroll approvals, export actions, device/browser details, IP address and error logs.
• Support and marketing enquiries, including contact form details, emails, quote requests, requested modules and notes you choose to send us.

3. How We Use Information

• To provide the payroll, HR, employee portal, document, reporting, subscription and support features requested by a customer company.
• To calculate payroll, prepare payslips, support bank-file exports, support statutory filing workflows and keep payroll audit history.
• To manage access controls, team roles, authentication, security checks and subscription entitlements.
• To provide customer support, product updates, billing administration and service notices.
• To protect the service, investigate errors, prevent misuse and meet legal, accounting, tax, employment or regulatory obligations that apply to us or our customers.

4. How Information Is Shared

We do not sell employee or payroll data. Information may be shared only where needed to operate VitiRun, support a customer company or comply with lawful requirements.

• Within a customer company, according to the roles and permissions configured by the company.
• With service providers that help us host, secure, back up, authenticate, monitor or support the service.
• With banks, statutory bodies, accountants, auditors or other recipients when a customer company chooses to export, submit or share payroll-related records.
• With regulators, courts, law enforcement or professional advisers if required by law or needed to protect VitiRun, our customers or affected employees.

5. Security

VitiRun uses access controls, role permissions, audit logs, secure authentication, restricted admin tools and operational safeguards designed for sensitive payroll and HR data. No online service can guarantee perfect security, so customer companies must also manage strong passwords, team access, device security and internal payroll controls.

When breached-password screening is enabled, VitiRun sends only the first five characters of a one-way password hash to the Have I Been Pwned Pwned Passwords service. The password and complete hash are not sent.

6. Retention

We keep information for as long as needed to provide the service, support customer account records, keep payroll audit history, meet legal or accounting obligations, resolve disputes and maintain backups. A customer company may request deletion or export of its account data, subject to lawful retention requirements and backup timing.

7. Employee Requests

If you are an employee whose details are held in VitiRun, your employer is usually the best first contact for access, correction or payroll record questions. We may also help route requests to the relevant customer company where appropriate.

8. Cookies And Local Storage

VitiRun may use cookies, local storage and similar technologies to keep users signed in, protect sessions, remember interface state, operate the employee portal and understand basic service performance. Disabling these technologies may stop parts of the service from working correctly.

9. International Hosting And Support

Some hosting, storage, authentication, support or monitoring providers may process information outside Fiji. Where that happens, we use service providers and controls intended to protect the confidentiality and integrity of customer and employee data.

10. Changes To This Policy

We may update this Privacy Policy as the product, subscriptions, security practices or legal requirements change. Material updates will be posted on this page with a new last-updated date.

11. Contact

Privacy questions can be sent to bula@exampletechfiji.com. For account-specific payroll or employee record questions, include your company name and the email address used for VitiRun.