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beyond corporate purpose

Privacy Policy

Effective: 25 May 2018
Last Reviewed date: 5 May 2023


Employee Managed Services, LLC dba EMS-PAY and its subsidiary companies respect the right of privacy of online visitors and recognize the importance of protecting the information collected from you. We have adopted an all-encompassing, corporate Online Privacy Policy that guides how we collect, store, and use the information you provide online.

This policy applies only to sites maintained by Employee Managed Services and its subsidiaries, and not to websites maintained by other related companies or organizations to which we link. If you wish to be removed from our database, send an email to support@hrpayone.com and your information will be removed promptly.


If you have questions or concerns regarding this statement, contact us at support@hrpayone.com .

Who are we?

Our company and subsidiaries

Employee Managed Services  is a registered company headquartered in Melbourne, Australia. We operate in many countries with the support of numerous representatives and subsidiaries. Please view an updated list of office locations here.

Our passion at Employee Managed Services  is to empower companies to maximize the performance and management of their HRIS  systems, allowing them to make faster, more accurate business decisions. Our software, value-added solutions, and services create better, more powerful HRIS  systems, saving companies time, money, and resources. Some of the processing services that we supply relate to cloud-based hosting, landscape management, and payroll management solutions.

All of our directly employed representatives, as well as the employees of our subsidiaries, may have access to all or some of your personal information that we process. This information is gathered through online forms, emails we send that you read and click, and the pages you visit on our website after clicking emails.

For a current register of our representatives and subsidiaries, please refer to our Contact us page.

Data Protection Officer

As a multinational company that delivers services that include the storage and processing of information for clients, Employee Managed Services  understands the impact of the various Data Privacy Acts and Regulations and has implemented controls to comply with the requirements of the EU/UK GDPR, California CCPA/CPRA, and South Africa POPIA to name but a few. We are constantly reviewing and adapting our processes to ensure compliance with all the applicable Acts and Regulations. This means that in our ongoing efforts towards compliance we looked at the requirements of the Acts and Regulations, identified and implemented the necessary technical and organizational controls to protect data privacy, and have appointed Data Protection Officers and Data Protection Representatives to look after the security and processing of data for the group of companies. For further information please send a request/inquiry to support@hrpayone.com.

Why are we collecting personal information?

Our primary goal in collecting personally identifiable information is to provide you with the products and services made available through our website. This includes, but is not limited to, communication between ourselves and yourself and relates to the management of your account as a registered user, if you are one.

Employee Managed Services collects personal information only to fulfil the purpose of the visitor’s interaction with the company. We use consent (recitals 32, 42, 43; Article 6(1)(a)) and legitimate interest (recitals 47, 48; Article 6(1)(f)) as the GDPR basis to store and process your data. This consent must be exclusive, discretionary, positive and freely given. The principle of “opt-in” is obligatory, meaning no processing can take place until consent is assured. Regarding legitimate interest, examples include certain client or service relationships between you and Employee Managed Services (with limitations regarding employment contracts and public authorities). It also includes processes for preventing fraud, as well as transmitting personal data within Employee Managed Services’ undertakings or institutions affiliated with a central body for internal administrative purposes.

Employee Managed Servivces  takes reasonable steps to ensure that the personal information it processes is accurate, complete, and current, but is dependent on users to update or correct their personal information whenever necessary. If you wish to update and/or change your information, please send a request to support@hrpayone.com

Our primary goal in collecting personally identifiable information is to provide you with the products and services made available through our website. This includes, but is not limited to, recruitment processes whereby you register for or apply for job opportunities, sign up for conferences, training, surveys newsletters or blog posts and or any communication between us and yourself that relates to the management of your account as a registered  user if you are one.

How are we using personal information?

Automated profiling

Employee Managed Services may make use of automated profiling systems to assess your interest in our products and services using different sources of data such as page visits, download requests and other interactions. We use such systems to ensure that you receive the most relevant product information from us to suit your needs. If you no longer wish to receive targeted marketing information from us, please send an email to support@hrpayone.com to opt out or follow the instruction at the bottom of any of our emails.

Behavioral remarketing

Employee Managed Services uses remarketing services to advertise on third party websites to you after you visited our website. We, and our third party vendors, use cookies to inform, optimize and serve ads based on your past visits to our Service.

  • Google
  • Google AdWords remarketing service is provided by Google Inc.
  • You can opt-out of Google Analytics for Display Advertising and customize the Google Display Network ads by visiting the Google Ads Settings page: http://www.google.com/settings/ads
  • Google also recommends installing the Google Analytics Opt-out Browser Add-on – https://tools.google.com/dlpage/gaoptout – for your web browser. Google Analytics Opt-out Browser Add-on provides visitors with the ability to prevent their data from being collected and used by Google Analytics.
  • For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: http://www.google.com/intl/en/policies/privacy/

Log data

When you visit our website, our servers automatically record information that your browser sends as Log Data. This Log Data may include information such as your IP address, browser type or the domain from which you are visiting, the websites you visit and the search terms you use. For most users, accessing the Internet from an Internet service provider, the IP address will be different every time you log on. We use Log Data to monitor the use of the site and our service, as well as for the site’s technical administration. We do not associate your IP address with any other personally identifiable information to identify you personally, except in case of violation of the Terms and Conditions.

Aggregate data

Employee Managed Services may monitor use of the Service by customers and use the data gathered anonymously. You agree that Employee Managed Services may use and publish such information, provided that such information does not incorporate any personally identifiable information and/or identify you.


We may use your personal Information to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send.


Any information you submit on the Employee Managed Services recruitment portal will be handled and protected as per the provisions in this privacy policy. Where this privacy policy conflicts with any applicable law, the applicable law will govern.

You submit your personal data directly to Employee Managed Services through our online application portal after which follow-up communications may occur via alternative channels provided by you, the applicant.

By submitting personal data to us you acknowledge that:

  • You have read and understood this privacy policy and agree to the use of your personal data as set out herein.
  • Your personal data may be transferred and processed worldwide, including to countries that may not be deemed to provide the same level of data protection as your home country, for the purposes and in the manner specified in this privacy policy.
  • You are not required to provide any requested information, any failure to do so may lead to our inability to continue your candidacy for the job for which you have applied.
  • You agree that all of your representations are true and correct to the best of your knowledge and belief, and you have not knowingly omitted any related information of an adverse nature. Providing any inaccurate information may make you ineligible for employment.

Who else relies on some of this information?

Public forums

Our website offers community forums that are open to viewing by the public and accessible for posting to registered users. Be aware that any information you provide in these forums may be read, collected and used by others customers of Employee Managed Services who access them. To request removal of your personal information from our blog or community forum, contact us at support@hrpayone.com. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. Please understand that when information has been published on the internet, it is non-retractable.

Employee Managed Services posts testimonials, comments and reviews from customers on the Client Central website. These may contain personally identifiable information but we do obtain the customer’s consent via email prior to posting the testimonial in order to place their name alongside their testimonial. If you wish to have your testimonial removed, please contact us at: support@hrpayone.com.

Service providers

We engage certain trusted third parties to perform functions and provide services for us. These include hosting and maintenance, customer relationship, database storage and management, and direct marketing campaigns. We do share your personally identifiable information with these third parties, but only to the extent necessary to enable them to perform these functions and services, and only pursuant to binding contractual obligations requiring such third parties to maintain the privacy and security of your data.

Law enforcement

We cooperate with government and law enforcement officials or private parties to enforce and comply with the law. We may disclose any information about you to government or law enforcement officials or private parties as we, in our sole discretion, believe necessary or appropriate. Prevalent reasons for doing this are in response to claims, in compliance with legal process (including subpoenas), to protect the property and rights of Employee Managed Services or a third party, to ensure the safety of the public or any person, and to prevent or stop any illegal, unethical or legally actionable activity, or to comply with the law.

Business transfers

Employee Managed Services may sell, transfer or otherwise distribute some or all of its assets, including your personally identifiable information, in the event of a merger, acquisition, reorganization or sale of assets, or bankruptcy. You will have the opportunity to opt out of any such transfer if the new entity’s planned processing of your information differs materially from that set forth in this Privacy Policy.

What type of personal information are we collecting?

Information collected upon registration

If you desire access to certain restricted sections of our website, you will be required to become a registered user and submit certain personally identifiable information to Employee Managed Services. This happens in a number of instances, such as when you sign up for our services, or if you desire to receive marketing materials and information. Personally identifiable information may include your IP address, full user name, password, email address, city, time zone, telephone number, and other information that you may choose to provide or include in your public profile. Employee Managed Services collects such information only to fulfil the purpose of the visitor’s interaction with the company. Employee Managed Services takes reasonable steps to ensure that the personal information it processes is accurate, complete and current, but is dependent on users to update or correct their personal information whenever necessary.

Sensitive personal data

Employee Managed Services does not require any sensitive personal data to operate and provide services to you. We will therefore not collect any data on the following topics:

  • Racial or ethnic origin
  • Political opinions
  • Religious or philosophical beliefs
  • Trade union membership
  • Genetic data
  • Biometric data for the purpose of uniquely identifying a natural person
  • Data concerning health or a natural person’s sex life and/or sexual orientation

Should any such sensitive personal data be requested via one of our websites, services or other means of communications, please contact the data protection officer (datasecurity@groupelephant.com) with a formal complaint.

Children’s privacy

Our Service does not address anyone under the age of 18 (“Children”). We do not knowingly collect personally identifiable information from children under 18. If you are a parent or guardian and you are aware that your Children has provided us with Personal Information, please contact us. If we become aware that we have collected Personal Information from a child under age 18 without verification of parental consent, we take steps to remove that information from our servers.

Specific exclusion of personal email addresses

Employee Managed Services does not require personal email addresses to operate or provide services. When providing a personal email address you will do so willingly. Where possible we explicitly reject personal email addresses from known free email service providers.

Please only provide a company email address when submitting information to us.

Do we transfer data to other countries?

Your information, including Personal Information, may be transferred to — and maintained on — computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

How long do we keep personal information?

We retain personal information for as long as it is required for the fulfillment of our business activities or to align with legal requirements where applicable. We remove data from our system under the following situations:

  • Where an individual contact requests removal of their data, and no legal requirements prohibit such removal
  • Where our automated decision making system indicates that an individual isn’t actively engaging with our communications
  • Where data has deteriorated and all attempts to update the information has failed (e.g. your email address expired and we were unable to confirm a new one)

What are your rights?

Disclosure of your personal information

You have the right to request a full report on the information we hold on you.  Such a report will be made available to you within 30 days from request. Please send your request to support@hrpayone.com.

Withdrawal of consent to process your data

Where you have provided explicit consent to use for the processing of your personal data, you have the right to withdraw such consent insofar it does not affect the performance of a contract or other legal requirements, including the delivery of our services to you.

You may also withdraw your consent to be contacted by us for marketing purposes by following the unsubscribe link or other instructions on our email communications.

Lodging a complaint

You have the right to lodge a complaint with the applicable supervisory body of your legal jurisdiction where you believe that there was an infringement of the GDPR or other applicable regulations in the processing of your personal information.

Before lodging such a complaint we kindly request that you contact us with any concerns you may have.

Is your data secure?

We make every reasonable effort to ensure that your data is safe and secure, however, due to the fallibility of even the most secure system we cannot make any guarantees regarding data breaches.

In the unlikely event of a data breach a response protocol is followed. Request a copy of our security breach protocol by contacting support@hrpayone.com.

Changes to the Privacy Policy

Although most changes are likely to be minor, Employee Managed Services may change its Privacy Policy from time to time, at Employee Managed Services’ sole discretion. If Employee Managed Services makes any material changes we will notify you by email (sent to the email address specified in your account) or by means of a notice on the Client Central website where applicable, prior to the change becoming effective.

Request information or a copy of the data we hold about you

You have the right to request information about the personal data we hold about you, including the details of how we use that information and who we share it with. All requests can be forwarded to support@hrpayone.com. You may be required to confirm the request as well as supply some form of identification to ensure we provide the information to the correct person.

Contact us

You can contact us in the following ways:

  • Office locations and addresses Employee Managed Services, LLC dba EMS-PAY, 4780 Ashford Dunwoody Road, Suite 540 #617, Atlanta GA 30338
  • Data protection officer: datasecurity@groupelephant.com
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