Effective date: January 7, 2026. This Privacy Policy explains how the True North Payroll SaaS (the "Service") collects, uses, and shares information.
We collect information you provide when creating an account and using the Service, including company profile details (name and address), remittance schedule settings, payroll account (BN/RP) and T4 contact details, employee details (name, address, employment type, pay rates, vacation pay settings), payroll inputs (hours, wages, bonuses, paid dates), and payroll tax settings (claim amounts, exemptions). We also collect usage data such as pages visited, actions taken, and diagnostic logs. Payment information is processed by our payment processor and we do not store full card or bank account numbers.
We generate paystubs and T4 files for download. We do not store Social Insurance Numbers (SINs). If you enter a SIN for T4 generation, it is used only to create the file and is not saved.
We use your information to operate the Service, calculate payroll deductions, track remittances, generate reports, provide support, improve the product, and secure the platform. We may use aggregated or de-identified data for analytics and product improvement.
We share information with service providers who help us deliver the Service. These include Appwrite (hosting, authentication, and database), Stripe (payment processing), and Grafana Cloud (application logging). We may disclose information when required by law or to protect the rights, safety, or security of customers, the public, or the Service.
We retain customer data for as long as your account is active or as needed to provide the Service and meet legal or compliance obligations. You can request deletion of your data subject to legal retention requirements.
When you delete your account, we delete your company data, employees, payroll runs, and remittance records from our systems, except where retention is required by law.
We implement administrative, technical, and organizational safeguards designed to protect your information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
You can access, update, or correct your account information within the Service. Depending on your jurisdiction, you may have additional rights such as data portability or objection to certain processing. We will respond to verified requests as required by applicable law.
We use cookies or similar technologies for authentication, session management, and analytics. You can control cookie preferences through your browser settings, but disabling cookies may affect Service functionality.
Your information may be processed or stored in regions where our service providers operate. We take steps to ensure appropriate protections are in place for such transfers.
We may update this Privacy Policy from time to time. We will post the updated policy and update the effective date.
For privacy questions or requests, contact us through the support channels in the Service.