Officaid Privacy Policy
Introduction
At Officaid, we take your privacy seriously. This Privacy Policy explains how we collect, use, share, and protect your personal data when you use our platform and services. We believe you should always know what data we collect and how we use it, and that you should have meaningful control over both.
We've tried to keep this policy as clear and straightforward as possible. If you have any questions after reading it, please don't hesitate to reach out to us.
By using Officaid, you agree to the collection and use of information in accordance with this policy.
Last updated: 5 December 2025
Who We Are
This section tells you who is responsible for your personal data and how to contact us.
Officaid is a product of:
Argus Asia Pte Ltd
Address: 18 Howard Rd. #09-07 Novelty BizCentre, Singapore 369585
Registration Number: 202006575D
For the purposes of applicable data protection laws, Argus Asia Pte Ltd is the "data controller" of the personal data we collect through our platform for our own purposes (such as managing your account and improving our services). When we process data on behalf of our business customers (such as their employees' payroll data), we act as a "data processor."
Data Protection Officer
We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions, concerns, or requests regarding your personal data or this policy, please contact our DPO:
Data Protection Officer
Email: dpo@officaid.com
What Data We Collect
This section describes the types of personal data we collect, depending on how you interact with Officaid.
Information You Provide to Us
When you sign up for Officaid or use our services, you may provide us with:
Account Information: Your name, email address, phone number, company name, job title, and login credentials.
Billing Information: Payment card details, billing address, and transaction history.
Business Data: Financial records, invoices, receipts, bank account information, and other accounting data you enter into the platform.
HR and Payroll Data: Employee names, contact details, identification numbers (such as NRIC, passport, or tax IDs), salary information, bank account details for payroll, leave records, benefits information, and employment contracts.
CRM Data: Customer and contact information, communication history, sales records, and relationship notes.
Communications: Messages you send to us, support tickets, feedback, and survey responses.
Information We Collect Automatically
When you use Officaid, we automatically collect certain information:
Device Information: Device type, operating system, browser type, unique device identifiers, and mobile network information.
Usage Information: How you interact with our services, features you use, actions you take, time and duration of activities, and performance data.
Log Data: IP address, access times, pages viewed, referring URLs, and system activity.
Location Information: General location based on IP address. We may collect more precise location data if you enable location services.
Cookies and Similar Technologies: Information collected through cookies, pixel tags, and similar technologies. See our Cookie Policy section below for more details.
Information from Third Parties
We may receive information about you from third parties, including:
Integration Partners: If you connect third-party services to Officaid (such as banks, payment processors, or other business tools), we receive data from those services as authorised by you.
Business Partners: We may receive referral information or business contact details from partners.
Public Sources: We may collect information from publicly available sources for business verification purposes.
How We Use Your Data
This section explains the purposes for which we process your personal data.
We use your personal data for the following purposes:
To Provide Our Services
• Creating and managing your account
• Processing your transactions and payments
• Providing accounting, HR, payroll, and CRM functionality
• Enabling integrations with third-party services you choose to connect
• Providing customer support and responding to your enquiries
To Improve and Develop Our Services
• Understanding how you use our services to improve functionality
• Developing new features and services
• Conducting research and analysis
• Testing and troubleshooting new products and features
To Communicate With You
• Sending service-related notices (such as updates, security alerts, and support messages)
• Responding to your comments, questions, and requests
• Sending marketing communications (where you have opted in or where permitted by law)
• Conducting surveys and collecting feedback
To Protect and Secure
• Detecting, investigating, and preventing fraudulent transactions and other illegal activities
• Protecting the rights and safety of Officaid, our users, and others
• Enforcing our terms of use and other policies
• Verifying your identity when required
To Comply With Legal Obligations
• Complying with applicable laws, regulations, and legal processes
• Responding to requests from government authorities
• Meeting tax, accounting, and regulatory reporting requirements
Legal Basis for Processing
This section explains the legal grounds we rely on to process your personal data, which is particularly relevant for users in the European Union and similar jurisdictions.
We process your personal data based on the following legal grounds:
Contract Performance: Processing necessary to provide you with our services and fulfil our contractual obligations to you. This includes account management, service delivery, payment processing, and customer support.
Legal Obligation: Processing necessary to comply with our legal obligations, such as tax reporting, regulatory compliance, responding to legal requests, and maintaining required records.
Legitimate Interests: Processing necessary for our legitimate business interests, provided these interests don't override your fundamental rights. This includes improving our services, fraud prevention, security, and direct marketing to existing customers. We carefully balance our interests against your rights before relying on this basis.
Consent: Where required by law, we obtain your consent before processing. This typically applies to marketing communications to new contacts, certain cookies, and optional data collection. You can withdraw consent at any time.
Special Note for HR/Payroll Data: When we process employee data on behalf of our business customers (such as payroll information), we act as a data processor. In these cases, our customer (your employer) is the data controller and determines the purposes and legal basis for processing. Our processing is governed by our Data Processing Agreement with your employer.
Who We Share Your Data With
This section explains when and with whom we may share your personal data.
We do not sell your personal data. We may share your data with the following categories of recipients:
Service Providers
We engage trusted third-party companies to perform services on our behalf, such as:
• Cloud hosting and data storage providers
• Payment processors and financial institutions
• Customer support and communication tools
• Analytics and performance monitoring services
• Security and fraud prevention services
These providers are contractually obligated to protect your data and may only use it for the specific services they provide to us.
Integration Partners
When you choose to connect third-party services to Officaid (such as banks, accounting software, or other business tools), we share data as necessary to enable those integrations. These connections are initiated by you, and the third party's privacy policy governs their use of your data.
Business Transfers
If Officaid or Argus Asia Pte Ltd is involved in a merger, acquisition, reorganisation, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.
Legal and Regulatory Authorities
We may disclose your data when required by law, regulation, or legal process, or when we believe disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, or respond to a government request.
With Your Consent
We may share your data with other parties when you give us explicit consent to do so.
International Data Transfers
This section explains how we handle transfers of your data across borders.
Officaid is based in Singapore, and we process and store data primarily in Singapore. However, your data may be transferred to, and processed in, countries other than your own. These countries may have data protection laws that are different from the laws of your country.
When we transfer personal data outside of Singapore, or outside of the European Economic Area (EEA), we ensure appropriate safeguards are in place to protect your data, including:
• Transferring to countries that have been deemed to provide an adequate level of protection
• Using Standard Contractual Clauses approved by the European Commission
• Implementing binding corporate rules or other legally approved mechanisms
• Ensuring contractual commitments to protect your data in accordance with applicable laws
For transfers from Singapore, we comply with the Transfer Limitation Obligation under the PDPA, ensuring that the receiving country provides a comparable standard of protection.
You may request more information about the safeguards we use for international transfers by contacting our Data Protection Officer.
Data Retention
This section explains how long we keep your personal data.
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The retention period depends on the nature of the data and the purposes for which it is processed.
General retention guidelines:
Account Information: Retained for the duration of your subscription and for a reasonable period thereafter to allow for reactivation, or as required by law.
Financial and Tax Records: Retained for 7 years or longer as required by applicable tax and accounting regulations.
Payroll Records: Retained in accordance with employment and tax laws, typically 7 years.
Transaction Data: Retained for 7 years for compliance and audit purposes.
Support Communications: Retained for 3 years after resolution.
Marketing Data: Retained until you opt out or withdraw consent.
Log and Analytics Data: Generally retained for up to 2 years.
When data is no longer required, we securely delete or anonymise it. Anonymised data (which can no longer identify you) may be retained indefinitely for analytical and research purposes.
Your Rights
This section explains your rights regarding your personal data. The specific rights available to you may depend on your location.
Rights for All Users
Regardless of where you are located, you have the right to:
Access: Request a copy of the personal data we hold about you.
Correction: Request that we correct inaccurate or incomplete data.
Withdraw Consent: Where we rely on consent, withdraw it at any time.
Opt Out of Marketing: Unsubscribe from marketing communications at any time.
Additional Rights Under Singapore PDPA
If you are in Singapore, you also have the right to:
• Request information about how your data has been used or disclosed in the past year
• Withdraw consent for the collection, use, or disclosure of your data (subject to legal and contractual restrictions)
Additional Rights Under GDPR (EU/UK Users)
If you are in the European Economic Area or United Kingdom, you also have the right to:
Erasure: Request deletion of your personal data in certain circumstances.
Restriction: Request that we limit how we use your data.
Portability: Receive your data in a structured, machine-readable format.
Object: Object to processing based on legitimate interests or for direct marketing.
Automated Decision-Making: Not be subject to decisions based solely on automated processing that significantly affect you.
Lodge a Complaint: File a complaint with your local supervisory authority.
Additional Rights Under CCPA/CPRA (California Users)
If you are a California resident, you also have the right to:
Know: Request details about the categories and specific pieces of personal information we've collected, sources, purposes, and third parties with whom we've shared it.
Delete: Request deletion of your personal information, subject to certain exceptions.
Correct: Request correction of inaccurate personal information.
Opt Out: Opt out of the "sale" or "sharing" of your personal information (note: we do not sell personal information).
Limit Use of Sensitive Information: Limit the use and disclosure of sensitive personal information.
Non-Discrimination: Not be discriminated against for exercising your privacy rights.
How to Exercise Your Rights
To exercise any of these rights, please contact our Data Protection Officer using the contact details provided in this policy. We will respond to your request within the timeframes required by applicable law (typically within 30 days, or 45 days for CCPA requests).
We may need to verify your identity before processing your request. In some cases, we may not be able to fulfil your request (for example, if it would interfere with our legal obligations), but we will explain why if this is the case.
Cookies and Similar Technologies
This section explains how we use cookies and similar tracking technologies.
Officaid uses cookies and similar technologies to provide, protect, and improve our services. Cookies are small text files placed on your device that help us recognise you and remember your preferences.
Types of Cookies We Use
Essential Cookies: These are necessary for the platform to function properly. They enable core features like security, account access, and user authentication. You cannot opt out of these cookies.
Functional Cookies: These remember your preferences and settings to provide a more personalised experience, such as language preferences and display settings.
Analytics Cookies: These help us understand how visitors interact with our platform by collecting information about pages visited, time spent, and any errors encountered. This helps us improve our services.
Marketing Cookies: These track your activity across websites to deliver relevant advertisements and measure the effectiveness of our marketing campaigns. We only use these with your consent.
Managing Cookies
When you first visit our platform, you will be presented with a cookie consent banner that allows you to accept or reject non-essential cookies. You can change your preferences at any time through our cookie settings or by adjusting your browser settings.
Please note that disabling certain cookies may affect the functionality of our platform.
Security
This section describes the measures we take to protect your data.
We take the security of your data seriously and have implemented appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.
Our security measures include:
• Encryption of data in transit and at rest
• Secure data centres with physical access controls
• Regular security assessments and penetration testing
• Access controls and authentication mechanisms
• Employee training on data protection and security
• Incident response and data breach procedures
• Regular backups and disaster recovery planning
While we strive to protect your personal data, no method of transmission over the internet or electronic storage is 100% secure. We encourage you to use strong passwords, enable multi-factor authentication where available, and take steps to protect your own account credentials.
Children's Privacy
Officaid is a business platform and is not intended for use by children under the age of 18. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately, and we will take steps to delete such information.
Third-Party Links
Our platform may contain links to third-party websites or services that are not operated by us. We have no control over, and assume no responsibility for, the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons. When we make changes, we will update the "Last updated" date at the top of this policy.
For significant changes, we will provide more prominent notice, such as by email or through a notification in our platform. We encourage you to review this policy periodically to stay informed about how we protect your data.
Your continued use of Officaid after any changes to this policy constitutes your acceptance of the updated terms.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Data Protection Officer
Argus Asia Pte Ltd
Email: dpo@officaid.com
General Enquiries
Email: info@officaid.com
We will respond to your enquiry as soon as possible and within any timeframes required by applicable law.
Thank you for trusting Officaid with your data.