Privacy Policy

Last updated 13 September 2026

Mavuno HR is payroll software, so almost everything in it is personal data about someone. This page sets out exactly what we hold, who it is shared with, and what you can ask us to do about it.

Who is responsible for your data

Mavuno HR is operated by Optimum Prime Solutions Ltd, Nairobi, Kenya. The distinction that matters most under the Data Protection Act 2019 is this one:

  • Your employer is the data controller for employee records — salaries, KRA PINs, bank details and so on. They decide what to collect and why.
  • We are the data processor for that information. We hold and compute it on your employer's instructions and do not use it for our own purposes.
  • We are the controller only for the account itself — the person who signs up, their login, billing records and support correspondence.

If you are an employee and want your own record corrected or removed, speak to your employer first. They control it; we act on their instruction.

What we hold

For employees on a customer's payroll:

  • Identity — name, date of birth, gender, national ID number, nationality and residence status.
  • Statutory identifiers — KRA PIN, NSSF number and SHIF number.
  • Contact details — email, phone number, region, and next-of-kin name, relationship, phone and email.
  • Employment details — employee number, department, position, employment type, hire and termination dates, education level and working pattern.
  • Payment details — bank name, branch, account number and M-Pesa number.
  • Pay data — basic salary, allowances, benefits, pension and insurance contributions, HELB and SACCO deductions, mortgage interest, loans, timesheets and leave balances.
  • Payroll history — every payslip, run and statutory filing generated, retained so a past period can be recomputed and audited.
  • Documents uploaded in support of leave requests.

For the account holder and administrators:

  • Name, email address and a password stored as an Argon2id hash. We never store your password itself.
  • Billing records, including M-Pesa payment references and receipt numbers.
  • An audit trail of significant actions, recording who did what and when, including the IP address the action came from. This exists so payroll changes can be traced, and it is designed to be tamper-evident — see Security.

The public PAYE calculator is deliberately excluded from all of this. It takes a salary figure, computes a result and stores nothing. No account is required and no record of the calculation is kept.

Who else processes it

We do not sell personal data and we do not share it for advertising. We use a small number of service providers, each of which processes data only to deliver part of the product:

  • Render — hosting and the database where all customer data is stored.
  • Clerk — authentication and session management for the application.
  • Resend — transactional email such as payslip notifications, receipts and password resets.
  • Safaricom — M-Pesa payment processing for subscription payments. Safaricom receives the paying phone number and amount, not employee records.
  • Cloudflare — DNS and email routing for our own domain.

Some of these operate servers outside Kenya, so your data may be transferred abroad. We also disclose information where the law requires it — for example where a statutory filing has to reach the KRA, NSSF or SHIF, which is the point of the product.

A limited, read-only summary of each organisation's subscription — name, plan and employee count — is shared with our own internal CRM so we can manage billing. No employee records, salaries or identifiers are included in that transfer.

How long we keep it

Payroll records are kept for as long as the account is active, because statutory returns must be reproducible years after the fact and Kenyan tax law requires employers to retain records.

You can delete the account yourself, from Settings. Deletion is scheduled rather than immediate: nothing is removed for 30 days, you can cancel at any point in that window, and when the date arrives the organisation and everything in it goes — employees, payroll runs, payslips, filings, loans, leave, users and the audit trail.

Export before you do it. Payroll records cannot be recreated, and the obligation to keep them is yours rather than ours: you are the employer, and the KRA can still ask you to produce P9s and returns for past years after the account is gone. The 30 days exist so you can take copies of anything you are required to retain.

What we still do not have is a fixed retention schedule — we do not delete anything on a timer while an account is open. Deletion happens because you ask for it.

Your rights under the Data Protection Act 2019

If you are in Kenya, the Act gives you the right to:

  • Be informed of how your data is being used — which is what this page is for.
  • Access a copy of the personal data we hold about you.
  • Have inaccurate or misleading data corrected.
  • Have your data deleted, subject to records we are legally required to keep.
  • Object to processing, and to withdraw consent where processing relies on it.

To exercise any of these, email info@mavunohr.co.ke. If you are an employee rather than our direct customer, we will normally need to refer your request to your employer, since they are the controller of that record.

If you are not satisfied with how we handle a request, you may complain to the Office of the Data Protection Commissioner, which regulates data protection in Kenya.

Changes and contact

We will update this page when the product changes in a way that affects it, and the date at the top will change with it. For anything about this policy, write to info@mavunohr.co.ke.