Privacy Policy

Effective 16 August 2026

BotsPay is operated by Botsfirm Solidarity (Pty) Ltd in Botswana. This policy explains how we handle personal and business information when organisations and their authorised users use BotsPay.

Information we process

Depending on the enabled services, we may process company and user account information, employee records, payroll values, tax and pension information, leave and attendance records, audit events, support correspondence, device and security logs, and integration configuration.

Why we process it

We use information to provide and secure the platform, calculate and record payroll, support workforce workflows, produce authorised reports and exports, maintain audit trails, provide customer support, prevent misuse, and meet contractual or legal obligations.

QuickBooks Online integration

QuickBooks is optional. When an authorised administrator or director connects a company, BotsPay receives the company identifier and OAuth credentials required to access the authorised QuickBooks Accounting API. BotsPay uses that access to retrieve account information, save the company’s selected payroll mappings and post approved, locked payroll journals when an authorised user initiates a sync.

BotsPay does not require QuickBooks access for customers who do not enable the integration. Connection credentials are retained while the integration remains connected or as otherwise required for security, operational recovery and legal obligations. Customers can request disconnection and deletion of integration data.

Sharing and service providers

We do not sell personal information. We may use contracted infrastructure, authentication, communications and accounting-integration providers to operate BotsPay. Information may also be disclosed where required by law, to protect users or the service, or during a legitimate corporate transaction subject to appropriate safeguards.

Security and access

BotsPay uses role-based permissions, company-level data separation, row-level database controls, protected server routes, audit logging and encrypted network connections. No online service can guarantee absolute security, and customers must protect their credentials and assign access carefully.

Retention and deletion

We retain information for as long as needed to provide the service, preserve payroll and audit records, resolve disputes and meet applicable obligations. An authorised company representative may request access, correction, export or deletion, subject to legal and record-preservation requirements.

Contact

Privacy enquiries may be sent to admin@botsfirm.co.bw or Botsfirm Solidarity (Pty) Ltd, Selebi-Phikwe, Botswana.