Privacy policy for LöneFai

1. Who is responsible for the data?

LöneFai is used by accounting firms and companies for their employees' payroll. Who is the controller depends on your role:

• Employee: your employer is the controller of the data about you, your employment and your pay. We process it on the employer's behalf, as processor, under the data processing agreement with the employer. When an accounting firm runs the payroll, the firm is the employer's processor and we are the firm's sub-processor. Questions about the data go to your employer first.
• Customer and contact person (firm or company): we are the controller of the data about you as a contact person, for the customer agreement, support and invoicing.
• Everyone who uses LöneFai: we are the controller of what we process to keep the service secure and working, such as sign-ins and security logs, and of this website.

The agreement with the employer is on the page Data processing agreement.

2. Which data do we process?

Which data exists about you depends on your role and on what your employer uses LöneFai for:

• Identity and contact: name, personal identity or coordination number (stored encrypted and shown masked), date of birth and foreign identity number when there is no Swedish one, email address, mobile number, address and next of kin you give yourself.
• Sign-in: password (stored only as a secure hash), language, which firms and companies you belong to, your rights and the browsers you have confirmed with a code.
• Employment: employee number, form of employment, dates, title, extent, department and cost centre.
• Pay and tax: salary and salary history, tax table or tax rate, benefits and deductions, any wage garnishment, absence, vacation, payslips, payouts and employer declarations.
• Bank account: clearing and account number or IBAN, stored encrypted and shown masked. The full account number is used only in the bank file.
• Payslip approval: your answer to the draft (approved, question or rejected) and what you write. If you approve with BankID, we keep BankID's confirmation with your name and personal identity number, the signature, BankID's control response and the device's IP address.
• Salary lists: files the firm or employer uploads, with the employees' names, personal identity numbers, bank accounts, addresses and amounts, and what was read from them.
• Documents and messages: documents your employer shares with you, and questions and answers about payslips.
• Support: questions you send to support, pictures you attach and support calls (who answered, when and for how long – the call is not recorded).
• Security: IP address, when you signed in and last used LöneFai, and a history of who changed what and when. The history never holds pay amounts, account numbers or full personal identity numbers.

3. Where does the data come from?

• From your employer or its accounting firm, who add you, your employment and your pay, or read them from a salary list.
• From you, when you for example add your bank account, change your address or answer a payslip.
• From BankID, when you approve with BankID, from the Swedish Tax Agency, which answers the employer declaration, and from the bank, whose return report the employer reads in.
• From your browser or phone: the technical data above.

4. Why, and on what legal basis?

For employees' data, the employer decides the purposes and answers for the legal basis. Usually:

• Pay, tax, absence and vacation: fulfilling the employment contract and the employer's obligations by law, such as the Tax Procedure Act, the Annual Leave Act, the Sick Pay Act and the Bookkeeping Act.
• Employer declaration and payout: the employer's legal obligations and the employment contract.
• Payslip approval: the employer's legitimate interest in the employees having seen and approved their pay before it is paid.

For what we are responsible for ourselves:

• Customer agreement, support and invoicing: the agreement with the customer, the Bookkeeping Act and our legitimate interest.
• Email and SMS about the account (invitation, new password and codes): providing the service (contract).
• Security, troubleshooting and preventing misuse, such as security logs and a lock after too many sign-in attempts: our legitimate interest.

5. Sick leave and personal identity numbers

Data about sick leave is health data, a special category of personal data. The employer may process it to meet its obligations in employment law, such as sick pay and the waiting-day deduction (Article 9.2 b of the GDPR). LöneFai has no fields for diagnoses; what is stored is the type and time of the absence.

Personal identity numbers are used only where needed, for example for tax, the employer declaration, sign-in and BankID, and are shown masked to anyone who does not need to see them in full.

6. Who receives the data?

• Your employer, its accounting firm and the people they give rights to, such as whoever runs payroll. Colleagues do not see your pay.
• The Swedish Tax Agency: the employer declaration at individual level, when the employer files it.
• The bank: the bank file with names, account numbers and amounts, which the employer uploads to its internet bank.
• Fortnox, if the employer connects its bookkeeping: the payroll voucher, summed per account and cost centre, without the names of individuals.
• Our sub-processors, who process data only on our behalf: Hetzner Online GmbH (servers in Germany), OpenAI Ireland Ltd (reads salary lists as PDF or picture when the text cannot be read otherwise; nothing is kept at OpenAI) and, for notices in the app, Google and Apple. Email is sent from our own mail server and SMS through our own SMS service.
• BankID is provided by Finansiell ID-Teknik BID AB. Support calls go through WhisFai Meet, our own video service.
• Authorities when the law requires it.

We never sell personal data and never share it for marketing.

7. Where is the data processed?

The data is stored and processed in the EU/EEA. OpenAI, Google and Apple may process data outside the EU/EEA; this then happens with the safeguards the GDPR requires, such as the European Commission's decision on the EU–US Data Privacy Framework or standard contractual clauses.

8. How long is the data kept?

• Employees' data: as long as the employer uses LöneFai and as the employer instructs. When the customer agreement ends, the employer can export its data for 30 days; we then delete it under the data processing agreement.
• Pay and bookkeeping: under the Bookkeeping Act the employer must keep accounting records, such as payrolls and payslips, until the end of the seventh year after the calendar year in which the financial year ended.
• Approvals with BankID cannot be changed afterwards and are kept as long as the payslip they concern.
• Uploaded salary lists: the file and what was read from it are deleted after 90 days.
• Links and codes: a new-password link one hour, an invitation seven days, codes ten minutes, a link to approve a payslip 14 days and a secure link to a bank file seven days.
• Sign-ins: at most 12 hours, and 60 minutes without activity.
• Sent email and SMS: deleted 30 days after sending. Read notices are deleted after 180 days.
• Support cases: two years after the case was resolved. Searches in the help are kept for 180 days, without email addresses and numbers.
• The customer relationship: as long as the customer has an agreement with us and then as long as the Bookkeeping Act requires for invoices.

9. The web, the phone and notices

• No tracking: LöneFai and this website use no analytics, advertising or tracking tools.
• Cookies: the web app uses only necessary cookies for the sign-in, for browsers you have confirmed and for the connection to Fortnox. Language and a few display choices are kept in your browser. This website uses no cookies.
• Notices about pay and payslips, in LöneFai and by email, never contain amounts or personal identity numbers.
• Demo requests from this website open in your own email program. Nothing is sent through the website.
• Support calls go through WhisFai Meet. Support sees only what you choose to share, and the call is not recorded.

10. Your rights

You have the right to know which data is processed about you and get a copy, have errors corrected, have data deleted, restrict or object to the processing and receive data you provided yourself in a machine-readable format. The right to have data deleted does not cover what the employer must keep by law.

• Employee: turn to your employer first. You see your payslips and details yourself in LöneFai, and you can change your address under My details. We help the employer answer.
• Customer and everyone else: write to us at info@tizfai.com. We answer within a month.
• Delete the account: see Delete account.

If you are unhappy with how the data is processed, you can complain to the Swedish Authority for Privacy Protection (imy.se).

11. Security

All traffic is encrypted (HTTPS). Personal identity numbers, bank accounts, pay details, payslips, salary lists and files are stored encrypted on the server and in the backups, and passwords only as a hash. A new browser is confirmed with a code by SMS or email. Everyone sees only what their rights allow.

To help a customer, our support can sign in as the customer. It takes the support person's password and a stated reason, lasts at most 60 minutes and is logged. Support can never change where pay is paid, approve or lock payroll, pay out, send anything to the Swedish Tax Agency or sign anything for anyone.

12. Contact

Tizfai Technologies AB, reg. no. 559284-7379, Kumminvägen 1, 611 46 Nyköping. Email: info@tizfai.com.

13. Changes

We publish changes here with a new date and version number. For larger changes we tell you in LöneFai or by email.