PaySuiteTT is payroll, invoicing, bookkeeping and time-tracking software for businesses in Trinidad and Tobago. It is run by IllusionX Media Limited, a company in Trinidad and Tobago, in collaboration with Silver Tongue Contracting ("we", "us"). This policy explains what personal information we collect through paysuitett.com, the PaySuiteTT web app, the PaySuiteTT Android app and the PaySuiteTT Time Tracker for Windows, Mac, iPhone and Android, what we do with it, and the choices you have. Questions go to support@illusionxmedia.com.
Whose data is it?
When a business uses PaySuiteTT, the business decides what records it keeps about its employees, customers and suppliers, and it is responsible for that information. We store and process it on the business's behalf, only to provide PaySuiteTT. If you are an employee and want to see, correct or delete your records, ask your employer first; we will help them respond.
For your own PaySuiteTT account, website visits and calls you book with us, we are responsible for the information.
What we collect
- Account details: your name, email address and password (stored only as a secure hash). If you sign in with Google, we receive your name, email address and profile picture from Google.
- Business records you enter or import: company details, employee records (such as names, contact details, NIS and BIR numbers, bank details, pay rates, pay, deductions, leave and timesheets), payslips, invoices, customers, bills, journals and attachments.
- Time tracking: the times you start, pause, resume and stop a timer, the client, project and task, and what you type about your work. The Time Tracker also sends a random ID it creates for your device, the type of device, the app version and your time zone, so your time lands on the right day and your employer can see which device was connected. On a computer it can also take screen captures and webcam photos; see The Time Tracker.
- Call booking: when you book a call at paysuitett.com/book, your name, email, phone number, time zone, and the company, team size and topic you choose to give us. We keep a one-way hash of your IP address to stop abuse.
- App notifications: if you allow notifications in the Android app, a device token from Firebase Cloud Messaging so we can send them.
- Technical information: server logs (IP address, browser and pages requested) for security and troubleshooting, a sign-in cookie, and small preferences stored in your browser (for example the services you picked on our homepage and the time zone you chose for booking).
We do not use advertising or cross-site tracking cookies.
The Time Tracker
On a computer (Windows and Mac). If your employer turns them on for a project, the tracker takes screen captures at random times while your timer runs on that project and, if your employer also turns on webcam photos, a photo from your webcam. The first time you start such a project, the tracker asks you to agree before the timer starts. Each screen capture shows a small preview in the corner of your screen with a shutter sound, and is marked with your name and the time it was taken. Captures are sent to your employer's PaySuiteTT account, where your employer's managers can see them alongside your time. If you're offline, they wait on your computer until they're sent, and they're deleted from your computer without being sent if the timer they belong to has already ended. No captures are taken when no timer is running.
The tracker pauses your timer when your computer sleeps or its screen locks and, if your employer turns it on, after a set time without keyboard or mouse use. To do this it reads only how long it has been since the last input. It doesn't record what you type, click or open.
On a phone (iPhone and Android). The app doesn't take screen captures, doesn't use the camera and doesn't use your location. Your employer can switch off tracking from phones.
On every device. Your sign-in is kept in the device's secure storage (Keychain on Mac and iPhone, Credential Manager on Windows, Keystore on Android). Time not yet sent is kept on the device until it is. The Time Tracker contains no advertising or analytics code and doesn't use Firebase.
How we use it
- To run PaySuiteTT for the business: calculate pay, NIS, PAYE and Health Surcharge, produce payslips, statutory forms, invoices and reports, and email payslips and invoices the business sends.
- To book, confirm, remind you about, move or cancel calls you book with us.
- To keep accounts and data secure, prevent abuse and fix problems.
- To answer support requests and tell you about important changes to the service.
- To meet legal obligations.
We do not sell personal information, and we do not use it for advertising.
Google user data
PaySuiteTT uses Google services in three places, and only for these purposes:
- Sign in with Google: your name, email address and profile picture, to create and sign in to your account.
- Google Calendar (our team only): the PaySuiteTT founders connect their own Google Calendars so the booking page can show when they are free and add booked calls with a Google Meet link. PaySuiteTT reads event times, titles and busy status on the calendars they choose, and creates, moves and cancels only the calls it booked. Customers are never asked for calendar access.
- Gmail (optional, for invoicing): if a business connects Gmail to send invoices from its own address, PaySuiteTT sends those invoices and, if the business turns it on, reads replies in those invoice conversations only.
PaySuiteTT's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Google user data is used only to provide the features above. It is not sold, not used for advertising, not used to train AI models, and people at PaySuiteTT do not read it except with your permission, for security, or where the law requires. Stored Google credentials are encrypted. You can disconnect Google at any time in PaySuiteTT or in your Google account's third-party access settings.
Who we share it with
We share personal information only with service providers that help us run PaySuiteTT, and only what each needs:
- Hetzner, which hosts the servers we run PaySuiteTT and its database on;
- Resend, which delivers our emails (payslips, invoices, booking confirmations and reminders);
- Google, for sign-in, Calendar and Meet for booked calls, and Gmail when a business connects it;
- Firebase Cloud Messaging (Google), for notifications in the PaySuiteTT Android app (not the Time Tracker);
- Cloudflare, whose Turnstile check helps keep bots off our forms.
Inside a business, the people the business invites (such as managers or its accountant) see what their role allows. We may also disclose information if the law requires it, or to protect the rights and safety of our users or the public. Some providers may process data outside Trinidad and Tobago.
How long we keep it
We keep account and business records while the business uses PaySuiteTT, because payroll and tax records have to be kept for years. When a business closes its account, we delete its records on request, subject to anything we must keep by law; copies in our backups are removed as those backups expire. Screen captures and webcam photos are kept for as long as the business keeps the time they belong to, and are deleted when the business deletes that time or closes its account. Booking details are kept while they are useful for the call and follow-up, and deleted on request.
How we protect it
Connections to PaySuiteTT are encrypted (HTTPS). Access to each business's records is limited to the people it invites, enforced in the database itself. Stored Google credentials are encrypted, and databases are backed up regularly. No system is perfectly secure; if a breach affects your information, we will tell you and the business without undue delay.
Your choices
- You can see and update your account details in PaySuiteTT, and ask us for a copy of, a correction to, or deletion of your information.
- You can turn off app notifications in your phone's settings, and disconnect Google at any time.
- You can move or cancel a booked call with the link in your confirmation email, and ask us to delete your booking details.
Email support@illusionxmedia.com for any of these. We will reply within a reasonable time and may need to confirm who you are first.
Delete your account
If your employer set up your account, ask them to remove you, or email support@illusionxmedia.com from the address you sign in with and ask us to delete your account. We'll confirm it's you, delete your sign-in and remove you from the business, and tell you when it's done, normally within 30 days. Your employer may have to keep your time and pay records for as long as payroll and tax law requires; we keep those on the employer's behalf and delete them when the employer asks or closes its account. Business owners can delete their own account under Settings, Profile.
Children
PaySuiteTT is a business service and is not meant for anyone under 18.
Changes to this policy
If we change this policy, we will update the date at the top. For significant changes we will also tell account owners by email or in the app.