Privacy Policy

1. Who we are

Force HRM is a payroll and HR management service operated by Vapor Technologies Ltd ("Force HRM", "we", "us"), registered in Kenya (Reg PVT-PJU2Y9RD), with our office at 9 Kabarsiran Avenue, Lavington, Nairobi. This policy explains how we collect, use, and protect personal data under the Data Protection Act, 2019 (Kenya) and its regulations.

2. Data we process

To run payroll and statutory filings on behalf of our client businesses, we process: employee names, national ID and KRA PIN numbers, bank account details, salary and compensation data, attendance and leave records, and contact details (phone, email). Client businesses act as data controllers for their employees' data; Force HRM acts as a data processor on their instructions.

3. Why we process it

Payroll calculation and disbursement; statutory filing with KRA, NSSF, and SHIF; generating payslips and P9 forms; providing the employee self-service app; and complying with our own legal and regulatory obligations as a payroll processor.

4. Where data is stored

Data is hosted in a manner consistent with the Data Protection Act 2019. We do not transfer payroll or employee data outside Kenya except where a sub-processor is contractually bound to equivalent data protection standards.

5. Your rights

Under the Data Protection Act 2019, data subjects have the right to be informed, to access their data, to correct inaccurate data, to object to processing, and to have data deleted where legally permissible. Requests can be made to info@forcehrm.com.

6. Data retention

Payroll records are retained for the period required by Kenyan employment and tax law (statutory records typically require a minimum retention period), and deleted or anonymized thereafter unless a client instructs otherwise within the bounds of the law.

7. Security

We apply encryption in transit and at rest, role-based access controls, and audit logging on systems that handle payroll data. No system is completely immune to risk, and we continuously review our security posture.

8. Contact and complaints

Questions or complaints about how we handle personal data can be sent to info@forcehrm.com. You also have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya.

9. See also

Clients running payroll through Force HRM should also refer to our Data Processing Agreement, which sets out our obligations as a data processor in more detail.