Data Processing Agreement

This Data Processing Agreement (“DPA”) is between Metlha Technologies (Pty) Ltd(“Metlha Technologies”, “we”, “us”, the Processor) and the business that uses Metlha (“you”, “the Customer”, the Controller). It forms part of, and is governed by, our Terms & Conditions. Where this DPA and the Terms conflict on the handling of personal data, this DPA prevails. Words defined in the Terms have the same meaning here.

It exists because Botswana’s Data Protection Act, 2024 requires a binding written contract between a controller and its processor. It applies for as long as we process personal data on your behalf.

• Personal data — information about an identified or identifiable person.
• Sensitive personal data — data that gets extra protection under the Act, such as health information (for example, a medical certificate attached to a leave request).
• Controller— the party that decides why and how personal data is processed. For your employees’ data, that is you.
• Processor— the party that processes personal data on the controller’s behalf. That is us.
• Data subject — the person the data is about (for example, one of your employees).
• Sub-processor — another provider we use to help deliver the service (see Annex B).
• The Act — the Data Protection Act, 2024 of Botswana, and any law that replaces or amends it.

For the personal data you load into Metlha about your employees and your business — the “Customer Data” — you are the controller and we are the processor. You are responsible for having a lawful basis to collect and use that data, for the accuracy of what you enter, and for informing your employees how their data is used. We are responsible for processing it only as this DPA allows.

The details of the processing — its subject matter, duration, nature, purpose, the types of data, and the categories of data subjects — are set out in Annex A.

We will process Customer Data only to provide and support the service, and only on your documented instructions — which include your use of the product’s features and the settings you choose. We will not use it for our own purposes, sell it, or share it except as this DPA allows. If we believe an instruction breaks the Act, we will tell you.

We keep Customer Data confidential. We limit access to the staff who need it to run the service and support you, and those people are bound by confidentiality obligations. See our Privacy Policy for who at Metlha Technologies can access data and why.

We apply appropriate technical and organisational measures to protect Customer Data, taking account of the risks — especially for sensitive data such as health-related leave records. Our measures are listed in Annex C, and include encryption in transit and at rest, access controls, separation of each customer’s data, and regular backups. We keep these measures under review as the service evolves.

You authorise us to use the sub-processors listed in Annex B to help deliver the service. We remain responsible to you for what they do. Each is bound to protect the data to a standard consistent with this DPA. If we add or change a sub-processor that handles personal data, we will update Annex B and, in our Privacy Policy, give you a way to learn of the change so you can raise a reasonable objection.

Taking account of the nature of the processing, we will help you:

• Respond to requests from your employees to access, correct, object to, or delete their data — using the tools in the app, or by assisting you where you ask.
• Meet your own duties around security, breach handling, and — where you carry one out — a data protection impact assessment.

If one of your employees contacts us directly about their data, we will not respond on your behalf; we will refer them to you as the controller, unless you have instructed us otherwise.

If we become aware of a breach affecting your Customer Data, we will notify you without undue delay, and give you the information you reasonably need — what happened, the likely consequences, and what we are doing about it. This matters because you, as the controller, may have to notify the Information and Data Protection Commission of Botswana within 72 hours, and you can only do that if we tell you quickly.

Some of our sub-processors are located outside Botswana. We will only transfer Customer Data outside Botswana under safeguards the Act allows — principally by using destinations the Information and Data Protection Commission of Botswana recognises as providing adequate protection, and contractual protections such as Standard Contractual Clauses where needed. Where a transferred copy must also be kept inside Botswana during processing, we will arrange that. The current locations of your data are described in our Privacy Policy.

You can export your Customer Data using the tools in the app at any time while your subscription is active. When our agreement ends, at your choice we will return or delete your Customer Data, and delete existing copies, within the timeframe set out in our Privacy Policy — unless the law requires us to keep certain records for longer. Residual copies in our encrypted backups are overwritten in the normal backup cycle.

We will make available to you the information you reasonably need to show that we are meeting our obligations under this DPA, and will cooperate with a reasonable audit request — on reasonable notice, no more than once a year unless required by the Act or a regulator, at your cost, and in a way that does not compromise the security or data of our other customers.

Each party’s liability under this DPA is subject to the limitations and exclusions of liability set out in the Terms & Conditions. Nothing in this DPA limits any liability that cannot be limited under the Act.

This DPA takes effect when you accept the Terms and continues for as long as we process Customer Data on your behalf. It is governed by the laws of Botswana, and disputes are handled as set out in the Terms.

Subject matter and duration

Processing of Customer Data to provide the Metlha service, for as long as your subscription and this DPA are in force.

Nature and purpose

Hosting, storing, organising, displaying, calculating, generating documents from, and otherwise processing Customer Data so you can run payroll, HR, and (where used) projects, documents and meetings.

Types of personal data

• Identity and contact data — names, national identity (Omang) numbers, dates of birth, gender, nationality, addresses, phone and email.
• Financial and payroll data — salaries, allowances, deductions, loans, bank account details, tax and pension-fund numbers, payslips.
• Employment records — roles, contracts, leave, termination, disciplinary and grievance records.
• Sensitive personal data — health-related information that may appear in leave reasons or attachments (for example, medical or maternity certificates).
• Content you create — projects, tasks, documents, comments and meeting notes, which may contain incidental personal data.

Categories of data subjects

Your employees and workers, and — where you record them — their dependants; and your own staff who use the app.

The sub-processors we use to deliver the service, and what each does:

The technical and organisational measures we apply include:

• Encryption of data in transit (HTTPS) and at rest with our providers.
• Role-based access controls, so people only reach the data their role allows.
• Separation of each customer’s data, so one customer cannot access another’s.
• Authentication managed by a specialist provider; we never store your passwords.
• Rate limiting and input validation to resist abuse and attacks.
• Regular database backups, hosted in South Africa.
• Access to customer data limited to the staff who need it, under confidentiality obligations.