Our role and your employer's role
Your employer or its authorized administrator decides what employee information to enter, how to run payroll, and who should receive payroll documents. We process that information to provide the requested service and follow lawful customer instructions.
Beanflow is responsible for its own handling of account, website, security, Support, and billing information. We remain accountable for personal information entrusted to us and the service providers we use. Employees can contact their employer about payroll corrections and can contact us directly about Beanflow's handling of their information.
Our Data Processing Addendum sets out how we process employer-controlled payroll information, including confidentiality, service providers, security incidents, and requests to return or delete data. It does not replace the separate privacy responsibilities that apply to our own account administration, website, and billing activities.
Information we handle
Depending on the features you use, we handle:
- Account and company details: names, email addresses, company contact details, account identifiers, sign-in information, and access permissions. Google sign-in also provides the account information needed to authenticate you.
- Payroll information: employee names and contact details, addresses, dates of birth, Social Insurance Numbers, employment details and province, compensation, hours, tax claims, earnings, deductions, and payroll history.
- Employee profile updates: phone numbers, addresses, and optional emergency contact names, relationships, and phone numbers supplied through the employee portal.
- Documents: paystubs, T4 information, TD1 forms, ROE information, and other files you upload or generate through supported workflows.
- Support information: ticket titles, messages, replies, attachments, contact details, and information needed to investigate a reported problem.
- Technical and website information: IP addresses, device and browser details, security events, error diagnostics, pages visited, consent preferences, and referral or campaign information.
- Future billing and tax information: if you choose a paid plan, billing contact and company details, billing address, tax identifiers where needed, monthly active employee usage counts, subscription and payment status, invoices, tax amounts, and transaction references needed for billing or payment support.
Why we use information
We use information to authenticate users, operate accounts, calculate payroll, store records and employee profile updates, prepare and deliver documents, provide employee access, and respond to Support requests. We also use relevant information to maintain security, investigate errors or abuse, meet legal obligations, and send necessary account or service notices.
Website information helps us understand how visitors reach and use the site and improve it. Optional analytics is described below. If you choose a paid plan, we use billing information and approved-payroll activity to calculate the monthly active employee count, administer the subscription and payments, calculate applicable taxes, issue invoices, answer billing questions, and meet financial record-keeping obligations.
We do not sell payroll personal information. We do not use employee payroll records for advertising. We will explain a materially different use and obtain any consent required by law before starting it.
Other disclosures
We require service providers handling personal information on our behalf to provide comparable protection through contractual or other appropriate measures, including limits on purposes, access and onward disclosure. We assess material third-party privacy risks and can provide information about applicable provider categories and cross-border processing on request. Some providers also process information for their own authentication, security, fraud-prevention, or legal obligations, as described in their privacy notices.
We may disclose information when legally required, to address fraud or a security incident, or to establish or protect legal rights, as permitted by law. If a business transfer affects personal information, we will apply appropriate confidentiality safeguards and provide notice of material changes to its handling.
Canadian payroll storage and other processing
The core Payroll database and payroll file storage are hosted in Canada using Supabase. This does not mean every part of the service processes information only in Canada.
Hosting and network services, authentication, email delivery, diagnostics, optional analytics, and future Stripe payments may involve processing in other countries. Information processed abroad may be subject to local law and lawful access by authorities there. Contact us for more information about provider access and cross-border handling.
Support tickets and emailed documents
Private Support tickets are handled by authorized users and support personnel according to portal access rules. If you mark a ticket public or shared, its title, content, and permitted replies or attachments may be visible to other users of the Support portal. Check visibility before posting and use private tickets for account-specific issues.
Do not post Social Insurance Numbers, full payroll documents, authentication codes, or card details in public or shared tickets. Include only the information needed for assistance.
When an employer sends a paystub or other document by email, the delivery provider and intended recipient receive the message and attachment. Email copies may remain in recipients' mailboxes or provider systems independently of copies in Payroll. Verify email addresses before sending; deleting a file in Payroll cannot recall delivered email.
Stripe, billing, and tax information
Paid billing is scheduled to become available from March 1, 2027. Free use and trials do not authorize payment. Naming Stripe in this policy does not enroll you in a subscription or authorize a charge; the Terms of Service explain when paid Basic may start.
If you choose a paid plan, Stripe will process payment details and related billing and transaction information, including the billing address and tax information needed for applicable tax calculations. Beanflow may receive billing contact and address information, subscription status, payment results, invoices, tax amounts, and transaction references needed to administer your plan.
We use account-level monthly active employee counts and charges for billing. We will not send employee names, Social Insurance Numbers, wages, or payroll documents to Stripe as part of subscription billing.
Stripe also handles information for its own security, fraud-prevention, and legal purposes under its Privacy Policy. Billing and transaction records may be retained to meet financial record-keeping obligations even after a subscription is cancelled, subject to the retention principles below.
We explain the billing terms and payment flow before purchase and obtain payment authorization separately. Do not submit card details through Payroll records, Support tickets, or email.
Security
We use access controls, employer and user ownership checks, private document storage, protected document links, and encryption controls to help protect personal information. Access is limited according to the service role and task. No online service can guarantee absolute security.
Keep sign-in codes and document links private, review account access, and report suspected unauthorized access to us promptly. If an incident occurs, we will investigate, assess the risk to affected individuals, coordinate with affected employers where relevant, and take the reporting and notification steps required by applicable law. Under PIPEDA, reportable breaches are assessed against the real risk of significant harm standard; not every security event requires public notification.
Retention, closure, and deletion
We keep information for as long as needed for the purposes described here, considering the account relationship, customer instructions, support needs, security investigations, and applicable record-keeping or legal obligations. Retention depends on the type of information and why it is needed.
Employers are responsible for retaining payroll and tax records for the periods that apply to their business. Keep your own required records and export available files before closing an account or deleting a company.
You can request account closure or permanent deletion through an available account-deletion process or by contacting us. After verifying authority and completing an authorized permanent deletion request, we delete the associated Payroll account, company and employee data, payroll history, and files from active systems. Deleting a single company affects only that company and its associated Payroll data. Account deletion does not itself delete unrelated accounts or other Beanflow services.
To administer the inactive-account process described in our Terms of Service, we may use account-plan and payment-restriction status, relevant sign-in and service activity timestamps, and notification records. Each qualifying access, including viewing historical records, restarts the 60-day inactivity period. An account in Basic — Payment Suspended or Free — Payment Restricted status is not subject to the ordinary Free-account inactivity countdown while normal Payroll access is blocked. After more than 60 consecutive days of qualifying Free-plan inactivity, we may email an account-deletion reminder. The 30-day notice period starts on the date we send that initial reminder. If there is no qualifying activity during the 30 days after that email is sent, we may close the account and delete its associated data. Access, exports, and downloads during the notice period remain subject to Free-plan limits, including the Basic requirement for T4 features and T4 file downloads. Your privacy rights under applicable law are unchanged.
When an inactive account is closed under this process, we begin deleting its associated account details, company and employee records, payroll history, and uploaded or generated files from active systems, subject to the same limited legal retention exceptions described below.
Residual copies in backups are removed through our backup expiry and rotation schedule and are protected from ordinary use. If a backup is restored, we reapply the relevant deletions. Backups are not provided as a recovery service for closed accounts.
We may retain limited information separately where required by applicable law or an existing legal preservation obligation, including Beanflow’s own billing, tax, and accounting records; security-incident records required by law; and information subject to a legal hold, statutory personal-information access request, or identified dispute requiring preservation. We keep only what is necessary for the applicable purpose, restrict access, do not use retained information for ordinary payroll processing, and delete or irreversibly anonymize it when the lawful retention need ends. We do not keep an employer’s payroll records solely to fulfil that employer’s statutory record-retention duty.
Account closure does not remove copies already downloaded by users or delivered to recipients by email. Employers remain responsible for maintaining their own required payroll and tax records.
Your choices and privacy requests
You may ask about our handling of your personal information and request access or correction, subject to applicable law and necessary limits. You may also ask to withdraw consent or request deletion. We will explain any effect on the service and any information we must retain. For written access requests governed by PIPEDA, we respond within 30 calendar days of receiving the request unless a legally permitted extension applies; we will give any required extension notice within that initial period.
We may need to verify your identity and authority using proportionate methods. For employer-controlled payroll information, we may coordinate with the employer rather than change its records independently, while respecting rights and deadlines that apply directly to Beanflow. Do not include a Social Insurance Number or full payroll document in your initial email.
Contact us first so we can address your concern. You may also raise a complaint with the Office of the Privacy Commissioner of Canada or the applicable provincial privacy authority.
Changes to this policy
We will update this page and its date when our practices change. For material changes, we will provide notice through the service or email, and obtain any additional consent required before introducing the changed use. Starting a paid plan requires a separate choice; this policy is not payment authorization.
Contact us about privacy
Our Privacy Officer is Martin Sun. Send privacy questions, access or correction requests, and complaints to support@beanflow.ai with the subject "Privacy request" so they can be directed to the Privacy Officer. The same mailbox also handles product support.
You may also write to Martin Sun, Privacy Officer, Beanflow AI Ltd., 1410 Pringle Cres, Saskatoon, SK S7T 0V4, Canada.
Email the Privacy Officer Email Support Read the Terms of Service