Privacy Policy
How Force HRM collects, uses, and protects personal data under the Data Protection Act, 2019.
Drafted August 14, 2026 · This policy is currently under legal review and will be finalized shortly.
01Who 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.
02Data 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.
03Why we process it
Payroll calculation and disbursement; preparing statutory returns for 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.
04Where 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.
05Advertising and measurement
This section covers advertising measurement, separately from the payroll data described above. We use Meta Pixel (Facebook/Instagram) on our marketing pages at forcehrm.com, and on the sign-up, setup and billing pages of the application at app.forcehrm.com, to measure how visitors reach us and to run and evaluate advertising. This sets cookies and shares browser and device information with Meta. When you create an account or pay for a subscription, we also send Meta a one-way hashed version of your email address so it can measure whether its advertising worked — the hash cannot be reversed back into your address. We never send Meta any employee, payroll, salary or statutory filing data, and Meta has no access to the payroll system itself. The administrator, employee and affiliate portals carry no advertising code at all. You can limit this through your browser's cookie settings or Meta's own ad preferences.
06Your 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.
07Data 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.
08Security
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.
09Contact 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.
10See also
Data Processing Agreement
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.
Read the DPAQuestions about how we handle personal data?
Our team reviews and answers every data protection request.
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