Privacy Notice

Last updated: August 23, 2026

1. Who we are

Softra Global ("Softra", "we", "us") provides HR, payroll, and recruitment software to organizations. This notice explains what information we collect, how we use it, who we share it with, how long we keep it, and the choices available to customers, their employees, applicants, and site visitors.

Customer organizations decide what employee, applicant, and payroll information to enter into the platform and act as the controller of that information. Softra acts as the processor or service provider that stores and processes it on their instructions. For information Softra collects about its own website visitors, prospects, and account owners, Softra is the controller.

This notice applies to softraglobal.com, the Softra web application, careers pages hosted by Softra for customers, and the applicant portal.

2. Information we collect

Account information - name, work email, phone, role, workspace membership, and authentication details.
Organization information - company name, locations, departments, cost centres, and configuration settings.
Employee information entered by customers - employment records, identifiers, compensation, bank details for pay, time and attendance, leave, benefits, and performance data.
Applicant information - contact details, resumes, application answers, interview schedules, scorecards, and hiring decisions.
Payroll information - pay schedules, earnings, deductions, statutory contributions, reliefs, pay run history, and payslips.
Support and communications - messages you send us, and email we send you about the service.
Technical and usage information - IP address, device and browser type, pages viewed, feature usage, and log and audit records generated by using the platform.
Cookies and similar technologies - as described in our Cookie notice.

We do not knowingly collect information from children. The platform is intended for use by organizations and their workforce, not by anyone under 16 in a personal capacity.

3. How we use information

Provide, operate, and support the platform for customer organizations and their users.
Authenticate users, secure the service, detect and prevent abuse, and support account recovery.
Run payroll, statutory, and reporting features on the customer's instructions.
Respond to support requests and send service, security, and billing communications.
Improve reliability, performance, and features, using aggregated or de-identified information where practical.
Meet legal, tax, accounting, and regulatory obligations that apply to Softra.

Softra does not sell personal information, does not share it for cross-context behavioural advertising, and does not use customer, employee, applicant, or Google user data to train generalized artificial intelligence or machine learning models.

4. Legal bases for processing

Where data protection law requires a legal basis, we rely on:

Contract - to deliver the service to a customer organization and its users.
Legitimate interests - to secure the platform, prevent fraud and abuse, and improve the service, balanced against individual rights.
Legal obligation - to keep records and respond to lawful requests.
Consent - for optional cookies and optional marketing email, which you can withdraw at any time.

5. Google user data and Limited Use

If you sign in to Softra with Google, or connect a Google account to Softra, we request only the scopes needed for the feature you are using:

openid, email, and profile - to create and authenticate your Softra account and display your name, email address, and profile picture. We store your Google account identifier, email address, name, and profile picture URL to link the sign-in to your Softra user record.
Any additional Google scope is requested only at the point the related feature is used, is explained before consent, and can be revoked by you at any time.

Limited Use disclosure. Softra's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, Google user data is used only to provide or improve the user-facing features that requested it; it is not transferred to others except as necessary to provide or improve those features, to comply with applicable law, or as part of a merger or acquisition; it is not used for advertising; it is not sold; and no humans read Google user data except with your explicit consent, for security purposes, to comply with applicable law, or where the data is aggregated and de-identified.

You can review and revoke Softra's access to your Google account at any time at myaccount.google.com/permissions. Revoking access disables Google sign-in for your Softra account; you can continue with email and password. To have data received from Google APIs deleted, email privacy@softraglobal.com and we will delete it within 30 days, subject to records we must keep by law.

6. How information is shared

Service providers (sub-processors) that help operate the platform, such as cloud hosting, database, email delivery, and error monitoring, under written agreements limiting their use of the data. See our sub-processor list.
Customer organizations - if your employer administers the workspace holding your record, they can access it.
Authorities where required by law or valid legal process, after reviewing the request.
At your direction - for example when a customer enables an integration with another system.
Corporate transactions - in a merger, acquisition, or asset sale, subject to this notice continuing to apply.

7. Customer, employee, and applicant data

Employee records inside a customer's Softra workspace belong to the customer organization. If you are an employee and want to access, correct, or delete your record, contact your employer first, since they administer the data. Softra will support customer organizations in responding to those requests.

Applicant information submitted through a customer's careers page is used to evaluate applications for that customer's roles. The customer organization decides how long to keep applicant records. Applicants can also contact Softra if they cannot reach the employer.

Payroll data, including pay runs, statutory calculations, and payslips, is processed on behalf of the customer organization, and access is controlled by role-based permissions the customer configures.

8. Data retention

Workspace data is retained while the organization uses Softra.
After a subscription ends, workspace data is available for export for 30 days, then deleted or de-identified within 90 days unless the customer agreement or law requires longer.
Payroll and statutory records may be retained longer where tax or employment law requires it.
Security, audit, and system logs are retained for up to 12 months.
Backups roll off on a schedule of up to 35 days.

9. Security

Softra uses encryption in transit and at rest, role-based access control, organization-level data separation enforced at the database layer, audit history, least-privilege internal access, and secure file access controls. No system can be guaranteed to be fully secure, and customers are responsible for managing user access and permissions inside their own workspace. More detail is on our Security page.

10. International transfers

Softra may process information in countries other than the one where the user or their organization is located, including for hosting and support. Where required, we use appropriate safeguards for cross-border transfers, such as standard contractual clauses with our providers.

11. Your rights and choices

Depending on where you live, you may have the right to access, correct, delete, restrict, or object to processing of your personal information, to portability, and to withdraw consent. You also have the right not to be discriminated against for exercising these rights.

If your data was submitted by an employer, contact them first; we will route requests through them.
Otherwise, email privacy@softraglobal.com. We verify requests and respond within 30 days, or tell you if we need more time.
Manage optional cookies on the Cookie preferences page.
Unsubscribe from marketing email using the link in any such email. Service and security email cannot be turned off while an account is active.

12. Automated decision-making

Softra does not make automated decisions producing legal or similarly significant effects about individuals. Payroll calculations follow the statutory rules and inputs configured by the customer, and hiring decisions are made by customer staff, not by Softra.

13. Changes to this notice

We may update this notice. Material changes are announced in the product or by email to account administrators before they take effect, and the "last updated" date above always reflects the current version.

14. Contact us

Privacy and data-protection: privacy@softraglobal.com
Security reports: security@softraglobal.com
General legal: legal@softraglobal.com

Softra Global, Accra, Ghana. Related pages: Terms of Service, Cookie notice, Sub-processors, Security.

Privacy Notice.