Privacy Policy
Who We Are
OfficeBlink is a SaaS payroll and HR platform developed and operated by Spalce Technologies Ltd., the legal entity responsible for the platform. When this policy refers to “OfficeBlink”, “we”, “us”, or “our”, it means Spalce Technologies Ltd. We are the data controller for personal data processed on our website and act as a data processor for employee data processed on behalf of our customers.
Spalce Technologies Ltd.
Greater Accra, Ghana
Data We Collect
We collect personal data when you visit our website, use our platform, or communicate with us.
Website Visitors
- IP address and approximate location
- Browser and device metadata
- Usage analytics and time on page
- Contact form submissions
- Cookie identifiers
Platform Users
- Name and contact identifiers
- Employment and payroll data
- Statutory identity documents
- Time and attendance logs
- Performance and expense data
OfficeBlink strictly adheres to the data minimisation principle. We only collect and store data that is operationally necessary to provide our services.
How We Use Your Data
We process your personal data for clear, legitimate business purposes:
- Delivering core payroll and HR platform services
- Automating statutory tax deductions and filings (PAYE, SSNIT, and equivalent)
- Providing technical support and responding to enquiries
- Sending critical product updates and compliance notifications
- Ensuring platform security and infrastructure reliability
- Improving platform features using aggregated, anonymised usage data
We do not use your personal data for automated decision-making that produces legal or similarly significant effects without human oversight.
Legal Basis for Processing
We process personal data in compliance with the Ghana Data Protection Act, 2012 (Act 843) and, where applicable to our international customers, the EU/UK General Data Protection Regulation (GDPR). We rely on the following legal bases:
Contract Performance
Processing necessary to deliver services under our Terms of Service.
Legal Obligation
Required by Ghanaian tax, labour, and SSNIT legislation, or equivalent laws applicable to our international customers.
Legitimate Interests
Platform security, fraud prevention, and aggregated analytics to improve our services.
Consent
Opt-in marketing communications and non-essential cookies. Consent may be withdrawn at any time.
Data Sharing
We share data only with strictly vetted sub-processors that are contractually bound to appropriate data protection standards. Current categories of sub-processors include:
- Cloud Infrastructure: AWS or equivalent — secure hosting and storage
- Transactional Email: Postmark / SendGrid — payslip delivery and system notifications
- Analytics: Google Analytics 4 — anonymised usage metrics (opt-out available)
- Payment Processing: Paystack / Flutterwave — payroll disbursement processing
- Customer Support: Tawk.to — live chat support widget
We may also disclose data where required by Ghanaian law, a court order, or a lawful request from a regulatory authority. We will notify affected customers of any such disclosure where legally permitted to do so.
Personal data is never sold, rented, or traded to third parties for marketing purposes.
Data Retention
We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, or as required by applicable law. Our standard retention periods are as follows:
| Data Category | Retention Period | Basis |
|---|---|---|
| Payroll records & tax filings | 7 years | Ghana Revenue Authority requirement |
| Employee HR records | 7 years post-termination | Ghana Labour Act 2003 (Act 651) |
| SSNIT contribution records | 10 years | SSNIT Act 1991 (Act 527) |
| Active account data | Duration of contract | Contract performance |
| Closed account data | 90 days post-closure | Operational wind-down period |
| Website analytics | 26 months | Legitimate interest |
| Support communications | 3 years | Legitimate interest |
| Marketing consent records | 5 years | Legal obligation (consent proof) |
Where we are legally required to retain data beyond a deletion request (for example, payroll records for tax audit purposes), we will inform you of this obligation and restrict all other processing of that data to the minimum necessary.
Your Rights
Under the Ghana Data Protection Act 2012 and, where applicable, the GDPR, you have the following rights in relation to your personal data:
Right to Access
Request a copy of the personal data we hold about you.
Right to Rectification
Ask us to correct inaccurate or incomplete data.
Right to Erasure
Request deletion of your data where there is no legal basis to retain it.
Right to Portability
Receive your data in a structured, machine-readable format.
Right to Restriction
Ask us to limit how we use your data in certain circumstances.
Withdraw Consent
Withdraw consent for marketing or non-essential cookies at any time.
To exercise any of these rights, contact our Data Protection Officer at [email protected]. We will respond within 30 days. If you are dissatisfied with our response, you have the right to lodge a complaint with the Data Protection Commission of Ghana.
Data Deletion Requests
You have the right to request that we delete the personal data we hold about you. We take deletion requests seriously and process them in full compliance with the Ghana Data Protection Act 2012.
How to Submit a Deletion Request
Send an email to [email protected] with the subject line “Data Deletion Request”. Please include your full name, the email address associated with your account, and your organisation name (if applicable).
We will acknowledge your request within 5 business days and complete the deletion within 30 days.
What we will delete
- Your account profile and login credentials
- Contact and identification data you provided
- Marketing preferences and communication history
- Non-essential analytics and usage data linked to your identity
What we may be required to retain
Certain data cannot be deleted immediately due to legal obligations under Ghanaian law. Where this applies, we will inform you in our response and restrict all other processing of that data to the minimum necessary:
- Payroll and tax records (required for up to 7 years under Ghana Revenue Authority rules)
- SSNIT contribution records (up to 10 years under SSNIT Act 1991)
- Statutory employment records (up to 7 years under the Labour Act 2003)
- Financial transaction records required for audit purposes
For enterprise customers requesting deletion of all employee data upon contract termination, please contact your account manager or email [email protected] to initiate a Data Processing Agreement termination and full data purge. Account data is permanently deleted within 90 days of contract end, unless retention is required by law.
International Data Transfers
Spalce Technologies Ltd. is headquartered in Greater Accra, Ghana. Your data may be processed on cloud infrastructure located outside Ghana (primarily in the EU or USA) operated by our sub-processors such as AWS.
Where data is transferred outside Ghana, we ensure appropriate safeguards are in place consistent with the Ghana Data Protection Act 2012, including:
- Transfers only to countries or processors offering equivalent data protection standards
- Contractual data processing agreements (DPAs) with all sub-processors
- EU Standard Contractual Clauses (SCCs) where applicable to EU-connected customers
Enterprise customers with strict data residency requirements may request a self-hosted or private-cloud deployment to keep all data within a specific jurisdiction. Contact [email protected] for details.
Changes to This Policy
We review and update this Privacy Policy periodically to reflect changes in our practices, legal requirements, or platform capabilities. The “Last updated” date at the top of this page indicates when the most recent revision was made.
For material changes — those that significantly affect how we collect, use, or share your data — we will notify registered users by email at least 14 days before the changes take effect. Continued use of OfficeBlink after that date constitutes acceptance of the revised policy.
For minor clarifications or non-material updates, we will update the version number and date on this page without direct notification. We encourage you to review this policy periodically.
Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data rights, or want to report a privacy concern, please contact us through any of the following channels:
Spalce Technologies Ltd.
Greater Accra, Ghana
Terms of Service
Read the rules governing platform use.