Data Processing Agreement

Version 1.0 · Effective October 2026

When you use the Visions Talents Household Payroll Platform to manage your domestic employees, you share personal information about those employees with us. This agreement explains the rules that govern how we handle that information on your behalf.

In legal terms, you are the Data Controller — you decide what employee data to enter and why. We are the Data Processor — we process that data under your instructions to provide the payroll service.

Plain summary: Your employees' data belongs to you. We only use it to run payroll and handle tax declarations on your behalf. We do not use it for anything else, and we protect it with appropriate security measures.

1. Who this agreement is between

Data Controller: You — the household employer who registers on the platform.

Data Processor: Visions Talents Ltd, TIN 156000833, KG 548, House 12, Kacyiru, Kigali, Rwanda.

2. What we do with your employees' data

We process your employees' personal data only to provide the following services:

Calculate monthly salaries, PAYE, RSSB contributions and CBHI
Generate the Ishema declaration file for the Rwanda Revenue Authority
Maintain payroll records and generate payslips
Send deadline reminders and filing notifications
Keep the platform running securely

We do not use your employees' data for any other purpose, and we do not sell it to anyone.

3. What data we process

Full name
National ID number or passport number
ID document scan or photograph
RSSB number
Salary, transport allowance and other benefits
Employment start date and employment status
Monthly payroll deductions (PAYE, pension, maternity, CBHI)

4. We only act on your instructions

We process your employees' data only based on what you enter into the platform. The only exception is where Rwandan law requires us to do something specific — in that case we will let you know.

5. How we protect the data

Sensitive information like ID numbers and RSSB numbers is encrypted in our database
All data sent between you and the platform is encrypted using HTTPS
Only authorised Visions Talents staff can access the data, and only as needed
We log all system activity to detect and investigate any unusual access
Login attempts are limited to prevent unauthorised access

6. Where your data is stored

Storage outside Rwanda: The platform is hosted on servers in Frankfurt, Germany, operated by DigitalOcean LLC. Germany is covered by the EU General Data Protection Regulation (GDPR), which meets or exceeds Rwandan data protection standards. Visions Talents Ltd holds, or is in the process of obtaining, authorisation from the NCSA to store personal data outside Rwanda.

7. Service providers we use

We use DigitalOcean LLC as our cloud hosting provider under a GDPR-compliant agreement. We do not share your data with any other third party except where required by Rwandan law.

8. If something goes wrong

If we become aware of a data breach affecting your employees' information, we will notify you within 72 hours and work with you to limit the impact.

9. Your employees' rights

Your household employees have rights under Rwandan data protection law. If an employee contacts us directly, we will let you know so you can respond. We will assist you in handling any such requests.

10. When you stop using the platform

When you close your account, we will delete or return your employees' data within 30 days. We may keep certain records for up to seven years if required by Rwandan tax law.

11. Questions

Data Protection Officer: Roger Brugger · roger.brugger@visionstalents.com

Regulator: dpp@ncsa.gov.rw · Toll free: 9080