Privacy Policy
Who we are
Magen People is a payroll and timekeeping application operated by Magen Software, Bacolod City, Philippines. For questions about this policy or your personal information, contact info@magensoftware.com.
Magen People is used by employers to run their own payroll. If you are an employee using it, your employer decides what is recorded about you and why; we process that information on their instructions. Requests about your own records are usually fastest through your HR team.
What we collect
- Account details — your name, username, email address, role and the organisation you belong to.
- Employee records — name, date of birth, address, mobile number, hire date, department and employee number.
- Government identifiers — TIN, SSS, PhilHealth and Pag-IBIG numbers, and photographs of those IDs where uploaded.
- Bank details — bank, branch, account type, account number and account holder name, used to pay salaries.
- Pay and time data — rates, payslips, deductions, loans, leave balances, timesheets and clock in/out records.
- Location — when you clock in or out, the app may record your device's location and its accuracy, so your employer can confirm where a punch was made. Your device asks permission first, and declining does not stop you clocking in.
- Technical data — sign-in times and an audit log of changes made in the application.
Why we use it
To calculate pay, produce payslips, track attendance and leave, and compute statutory contributions and withholding tax. Some processing is required by Philippine law, including SSS, PhilHealth, Pag-IBIG and BIR reporting obligations that fall on your employer.
Who we share it with
- Your employer — HR, payroll staff and your assigned approvers, each limited to what their role allows.
- Government agencies — SSS, PhilHealth, Pag-IBIG and the BIR, as required for remittances and reporting.
- Our infrastructure providers — database, authentication and application hosting, who store and process data on our behalf under their own terms.
We do not sell personal information, and we do not use it for advertising.
If you applied for a job
Some employers using Magen People collect job applications through a link they publish or hand out. If you filled in one of those forms, you are applying to that employer — not to Magen Software. They decide what happens to your application; we hold it on their behalf.
What the form asks for: your name, mobile number, and the role you are applying for. Optionally your email address, home address, date of birth, a short message, a résumé and a photo. That is the whole list. It deliberately does not ask for your TIN, SSS, PhilHealth or Pag-IBIG numbers, or any bank details — those are collected only if you are actually hired.
Who can see it: the hiring staff of the company you applied to, and nobody else. Not other companies, not other applicants, and not staff at a different employer using the same system.
How long it is kept: each job posting sets its own retention period, shown in the terms you accepted when you applied. When it expires, applications from people who were not hired are deleted along with any files attached to them. An employer may also erase them sooner. If you are hired, your application becomes part of your employee record and is kept under the payroll retention period above.
Your consent: the terms you accepted are stored with your application, exactly as they were worded on the day, so there is a record of what you agreed to. Accepting them is required to submit an application, and it covers that application only — it is not permission to contact you about anything else.
To see or delete your application: contact the employer you applied to; they can act on it directly. If you cannot reach them, write to info@magensoftware.com and we will pass the request on. Asking for your application to be deleted will normally end your candidacy, since there is nothing left to consider.
Keeping organisations separate
Each organisation's data is isolated at the database level. Staff of one organisation cannot read another's records, and access within an organisation is limited by role.
How long we keep it
Payroll records are retained for 10 years for BIR purposes to meet Philippine tax and labour record-keeping requirements. Records are deleted or anonymised once that period ends and no legal claim requires them.
Job applications are the exception and are kept for far less time — see the section above. Each posting states its own period, and applications from people who were not hired are deleted when it ends.
Your rights
Under the Data Privacy Act of 2012 (RA 10173) you may ask to see the information held about you, have inaccurate information corrected, object to certain processing, request erasure or blocking where the law allows, and obtain a copy of your data. You may also complain to the National Privacy Commission.
To exercise any of these, contact your HR team or write toinfo@magensoftware.com. We respond within 15 working days.
Security
Data is encrypted in transit. Passwords are stored hashed and are never visible to us or to your employer. Access is controlled by role, and changes to records are written to an audit log. Uploaded ID photographs are held in private storage and are not publicly accessible.
Children
Magen People is a workplace tool and is not intended for anyone under 15, the minimum working age in the Philippines.
Changes
We will update this page when this policy changes and revise the date above. Material changes will be notified to organisation owners.