Privacy Policy
This policy explains how NuvoWage handles account, workspace, employee, and payroll information.
1. Information We Handle
Account and Workspace Data
We handle account names, email addresses, authentication identifiers, organization details, CRA payroll-account information, locations, workspace memberships, roles, settings, and support communications.
Employee Payroll Data
At the direction of an employer, NuvoWage may handle employee identity and contact information, Social Insurance Numbers, addresses, employment details, compensation, hours, earnings, benefits, deductions, TD1 and other tax information, year-to-date balances, payroll results, banking instructions, payment records, and information required for payroll reporting.
Billing Information
We handle subscription details, invoices, billing status, payment-provider identifiers, and limited payment-method information. Complete payment-card details are processed by our payment provider and are not stored directly by NuvoWage.
Technical and Usage Data
We may collect IP addresses, browser and device information, session timestamps, application activity, security events, audit records, diagnostic information, feature usage, and similar technical data needed to operate, protect, support, and improve the service.
2. How Information Is Used
Provide Payroll Functions
We use information to authenticate users, manage workspaces and permissions, calculate supported payroll deductions, maintain payroll records, generate pay stubs, reports, payment files, remittance records, and T4 files, and provide related product functions.
Accounts, Billing, and Support
We use information to administer subscriptions, process billing, respond to support requests, troubleshoot problems, communicate with workspace owners, and maintain customer records.
Security and Reliability
We use information to prevent and detect unauthorized access, investigate errors or misuse, maintain audit trails, monitor service reliability, recover from incidents, enforce our agreements, and protect users, employees, and the platform.
Product Improvement
We may use diagnostic, usage, aggregated, or de-identified information to understand service performance and improve NuvoWage. We do not use employee payroll information for behavioural advertising.
Communications
We may send service, security, billing, account, and legally required notices. Marketing communications, when offered, will include the choices required by applicable law.
3. Employer and NuvoWage Responsibilities
Employer Direction and Control
The employer determines which employee information is entered into NuvoWage, the payroll purposes for which it is used, which users receive access, and how payroll reports and files are used. Employers and authorized users must have the authority required to provide and process employee information through the service.
NuvoWage Responsibilities
NuvoWage handles employer-provided payroll information to provide, secure, support, and administer the service, comply with legal obligations, and carry out other purposes described in this policy. We do not independently determine an employee’s compensation or payroll instructions.
Employee Requests
Employees should normally direct requests concerning employer-controlled payroll records to their employer. Where appropriate, NuvoWage will assist the employer in responding to an access, correction, export, or deletion request.
Support Access
Access by NuvoWage personnel is restricted to authorized personnel who require it for support, security, legal compliance, or service operation. Support personnel should access workspace information only to the extent reasonably necessary for the applicable task.
4. How Information Is Disclosed
Authorized Workspace Users
Payroll information may be available to workspace owners and other users according to the roles and permissions assigned by the employer. Employers are responsible for deciding who receives access.
Employer-Directed Exports
Information may be included in pay stubs, payroll reports, CPA-005 files, T4 files, remittance records, and other exports generated at the employer’s direction. The employer controls where those files are downloaded, transmitted, or submitted.
Service Providers
We may use service providers for hosting, authentication, data storage, billing, email delivery, monitoring, security, diagnostics, and customer support. Providers receive only the access reasonably necessary to perform their functions and are subject to applicable contractual and confidentiality safeguards.
Legal and Protective Disclosures
We may disclose information where required or permitted by law, legal process, regulatory request, or where reasonably necessary to investigate fraud, protect rights or safety, enforce our agreements, or respond to a security incident.
Business Transactions
Information may be disclosed as part of a proposed or completed financing, reorganization, merger, acquisition, or sale of business assets, subject to appropriate confidentiality and privacy safeguards.
No Sale of Payroll Data
NuvoWage does not sell employee payroll information or disclose it to third parties for their own behavioural advertising purposes.
6. Processing Locations and Service Providers
Processing Outside Your Province
Personal information may be stored or processed in Canada or in other countries where NuvoWage or its service providers operate. Information processed in another jurisdiction may be subject to the laws and lawful access requirements of that jurisdiction.
Provider Accountability
NuvoWage remains responsible for selecting appropriate providers and using contractual, organizational, and technical safeguards appropriate to the information and services involved. Information about key service providers and processing locations may be provided through our subprocessor documentation or upon request.
7. Security and Privacy Incidents
Safeguards
NuvoWage uses administrative, technical, and organizational safeguards designed for the sensitivity of payroll information. These may include role-based access, transport encryption, database access controls, audit records, monitoring, backups, and encryption of sensitive Social Insurance Number and banking values using managed encryption keys.
Shared Responsibility
No system is completely risk-free. Employers and users must protect their devices and credentials, use available security controls, assign appropriate workspace roles, remove access when no longer required, and promptly report suspected unauthorized access.
Privacy Incidents
We investigate suspected loss, unauthorized access, or disclosure of personal information. Where an incident affects employer-controlled payroll information, we will notify the affected employer as required by applicable law or agreement and cooperate with reasonable response steps. We will notify individuals or regulators directly where NuvoWage is legally required to do so.
8. Retention and Deletion
Retention
We retain information only for as long as reasonably necessary to provide the service, follow employer instructions, maintain security and audit integrity, administer billing, resolve disputes, enforce agreements, and meet legal obligations.
Workspace Records
Employers control the retention and deletion of employee payroll records within the available service settings, subject to the subscription plan, contractual terms, technical limitations, and applicable legal requirements. Employers remain responsible for retaining payroll records required for their own legal and business obligations.
Account Closure and Deletion
When an account or workspace is closed, information may be deleted, returned, exported, restricted, or retained according to the applicable account-closure and data-retention terms. Residual copies may remain temporarily in backups, security records, and disaster-recovery systems until removed through their normal retention cycle.
Legal Holds and De-identified Data
We may retain information where required by law or reasonably necessary to establish, exercise, or defend legal claims. Aggregated or de-identified information may be retained where it no longer reasonably identifies an individual.
9. Privacy Rights and Contact
Access and Correction
Depending on applicable law and the nature of the information, individuals may request access to personal information, ask that inaccurate or incomplete information be corrected, withdraw consent where consent applies, or make a privacy complaint. Requests may be subject to identity, authority, legal, and security verification.
Account-User Requests
Account users may contact NuvoWage regarding their account, billing, authentication, support, or directly collected technical information.
Employee Requests
Employees seeking access to or correction of payroll information should normally contact their employer first because the employer controls the payroll records and employment relationship. NuvoWage may forward an employee request to the appropriate employer or assist the employer with its response.
Privacy Contact
Privacy questions, requests, and complaints may be sent to the Privacy Officer at hello@nuvowage.com. Do not include Social Insurance Numbers, bank account numbers, passwords, authentication codes, or encryption keys in ordinary email.
Policy Changes
We may update this policy as NuvoWage, our service providers, and legal requirements evolve. The effective date will be displayed on this page. We will provide additional notice of material changes where required by law or reasonably appropriate.
This document was last updated on July 29, 2026. Questions? Contact us at hello@nuvowage.com