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Employee Privacy Notice

For employees whose payroll is run through this system by their employer — what is held about you and what you can ask for.

Version 1.0 · In effect since

Your employer, or the accounting firm that runs their payroll, uses vivaBooks to pay you and to file your tax slips. You never signed up for it, so this page explains in plain terms what it holds about you and what you can ask for.

Your employer decides what goes in here, not us. We are the software they chose. We hold your information on their instructions and use it only to run the payroll they ask us to run. We do not sell it, we do not advertise to you, and we do not use it to train machine-learning models.

What is held about you

  • Your name, date of birth, home address, phone number and email.
  • Your Social Insurance Number, stored encrypted.
  • Your bank account details, if you are paid by direct deposit, stored encrypted.
  • Your pay rate, hours, deductions, and pay history.
  • Your job title, start date, and — if you leave — your last day and the reason recorded for your Record of Employment.
  • Leave you have requested, including any reason you wrote in.
  • Your T4 slips and Records of Employment.
  • An emergency contact, if your employer recorded one.

Who can see it

  • Staff at your employer and at their accounting firm, according to their role.
  • You, for your own records, if your employer has given you portal access.
  • The Canada Revenue Agency and Service Canada, in the filings your employer is required to make.
  • A small number of infrastructure providers that run the software — listed on our Subprocessors page.

Every time someone views your decrypted Social Insurance Number, that is recorded with who did it and when.

Where it is kept

Currently on servers in the United States, which means US authorities can lawfully compel access to it. We are moving this to Canada. The detail is in our Privacy Policy.

How long it is kept

Payroll records support tax filings the Canada Revenue Agency can review for six years, so records tied to a filing are kept at least that long — including after you leave a job. That is a legal requirement on your employer, not a choice we make.

What you can ask for

  • A copy of the information held about you.
  • A correction, if something is wrong.
  • Deletion of anything not required to be kept for tax or employment-law reasons.

Start with your employer or their accounting firm — they decide what is held and they can usually answer immediately. If you cannot get an answer from them, or you would rather not ask them, write to us at the address below and we will help. We may need to involve them to actually release records, but we will not simply ignore you.

Email from us

We may email you about your own pay — a pay stub, a sign-in code, a document your employer needs. Those are part of getting paid, and they keep coming. Reminders and digests carry an unsubscribe link and stop when you use it.

Contact

Privacy Officer, TVN Core Solutions Ltd.
570 Hood Road, Unit 14 #1625
Markham, ON L3R 4G7
Canada
tvncoresolutions@gmail.com

You can also complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca, or to your provincial privacy regulator in Quebec, Alberta or British Columbia.