1. Who is responsible for your information
Your employer is the responsible party under the Protection of Personal Information Act, 4 of 2013 (POPIA). Mii HR is the HR platform your employer uses to administer employment; MINT Platforms (Pty) Ltd operates the platform on your employer's behalf as an operator. [CONFIRM legal entity names and information officer contact details]
2. What we collect
- Identity and contact details: name, ID or passport number, date of birth, gender, nationality, email, phone, home address, emergency contact.
- Employment details: employee number, position, department, manager, employment type, start and end dates, status history.
- Payroll and banking: salary, allowances, bank account details, tax number, payslips, benefits.
- Leave, attendance and performance: leave requests and balances, clock-in/out times, KPIs, reviews, training records.
- Documents you or HR upload: contracts, qualifications, certifications, identity documents.
- Account and security data: login identity, date/time of sign-ins, and, when you accept the company terms, the version accepted, date/time, IP address and device/browser details.
- Activity records: an audit trail of actions taken in the platform (who changed what, when), kept for security and compliance.
3. Why we process it
- To administer your employment contract: payroll, leave, attendance, benefits and performance management.
- To meet legal obligations, including tax (SARS), UIF, employment equity and record-keeping laws.
- To keep the platform and your information secure, including detecting unauthorised access.
- To communicate with you about your employment (for example, payslip availability, leave decisions, reminders).
4. Who can see your information
Access is role-based and enforced by the platform. HR administrators can see your employment record. Your manager can see your leave and attendance for their team but not your banking, salary or identity documents. Executive and legal roles have read-only access to people, documents and the audit trail. Other employees can only see your name, position, department and work contact details in the company directory.
5. Service providers we use
Your information is stored and processed by the following providers, each under contract and with encryption in transit and at rest:
- Supabase, database and file storage, encrypted at rest. Requests are served through Cloudflare's Johannesburg edge. [CONFIRM the project's database region in the Supabase dashboard (Settings → General); if it is outside South Africa, record the basis for cross-border transfer under section 72 of POPIA]
- Vercel, application hosting.
- Resend, transactional email (invitations, notifications, payslip availability).
- Upstash, rate limiting (stores request counts only).
- Groq, powers Mii, the in-app HR companion ('Ask Mii'). Questions you type, and the employee data needed to answer them, are sent to this provider to generate a reply. Your employer can switch Mii off.
- ElevenLabs, produces Mii's spoken voice. When you tap Listen, or turn on Read replies aloud, the text of Mii's reply is sent to ElevenLabs (or to Groq if ElevenLabs is unavailable) to turn it into speech; the audio is played and not stored by Mii HR. If neither is available, your device's own voice reads the reply instead.
6. How long we keep it
Employment records are retained for the duration of your employment and thereafter for the periods required by law (for example, payroll and tax records for five years after the tax year to which they relate; employment records under the Basic Conditions of Employment Act for three years). When you leave, your account is deactivated immediately and your record is archived, not deleted, so that historical records remain accurate. [CONFIRM the company's retention schedule]
7. Your rights
- To be told what personal information is held about you and to access it. Much of it is visible on your profile; request the rest from HR.
- To ask for inaccurate information to be corrected. Contact details, address and emergency contact you can update yourself; other fields are corrected by HR.
- To object to processing in certain circumstances, and to complain to the Information Regulator (South Africa).
- Banking detail changes you request are applied only after HR confirms them, to protect your salary from being redirected.
8. Questions
Contact your HR representative or the company's information officer. [CONFIRM contact details]