Employer of Record Articles

Protecting your Playroll account is essential. By staying vigilant and taking a few simple actions, you can keep your information safe and stay ahead of potential threats.

Steps to Secure Your Account

✅ Change Your Passwords Regularly

Passwords are your first line of defence. Update them frequently — and immediately if you suspect a security issue. Make sure they are strong, unique, and tough to crack. A good rule of thumb? Use a mix of uppercase and lowercase letters, numbers, and special characters.

✅ Monitor Account Activity

Keep a close eye on your account. Look out for anything unusual — like unknown logins, unexpected changes to your settings, or strange transactions. Spotting these early can prevent bigger issues.

✅ Watch for Phishing Attempts

Cybercriminals can be sneaky. Stay sharp when reading emails, texts, or messages asking for your login details or personal information. Never click suspicious links or download attachments from unfamiliar senders.

✅ Stay Informed About Security

Knowledge is power. Follow trusted sources to stay up-to-date on the latest security tips and alerts. Being aware of new scams and threats helps you stay protected.

Taking small, proactive steps today can make a big difference tomorrow. Secure your account, protect your data, and give yourself peace of mind.

1. INTRODUCTION
   1. Playroll is committed to conducting its business with integrity and in an open, honest and ethical manner. In line with that commitment, Playroll expects staff, and others that we deal with, who have serious concerns about any aspect of Playroll’s work to come forward and voice those concerns. It is recognised that most cases will need to proceed on a confidential basis.
   2. Reporting of wrongdoing can be done without fear of victimisation, subsequent discrimination or disadvantage. This Policy is intended to encourage and enable staff to raise serious concerns within Playroll rather than overlooking a problem or 'blowing the whistle' outside.
2. PURPOSE
   1. This Policy aims to:
      1. encourage Employees to report suspected unlawful or unethical behaviour as soon as possible;
      2. reassure Employees that their concerns will be taken seriously and investigated as appropriate and that their confidentiality will be safeguarded; and
      3. reassure Employees that when they report suspected unlawful or unethical behaviour in good faith, they will have the necessary protection.
3. LOCAL LAWS AND REGULATIONS
   1. This policy applies globally, unless any aspect of the Policy is expressly limited by location or is not permitted by local law or regulation.
4. REPORTING PERSONS
   1. This Policy applies to the following categories of “Reporting Persons”:
      1. all employees of Playroll (“Employees”);
      2. contractors and subcontractors of Playroll, as well as persons working under their supervision;
      3. suppliers of Playroll;
      4. shareholders and members of the Board of Directors;
      5. persons whose working relationship with Playroll has ended or is yet to begin (“Applicants”)
   2. The present Policy also applies to colleagues and relatives of Reporting Persons.
5. IMPROPRIETIES AND BREACHES THAT CAN BE REPORTED
   1. Playroll encourages the provision of information by reporting persons  regarding offenses and suspected illegal behaviour, mismanagement incidents or serious  irregularities and omissions in connection with Playroll’s regulations, policy and procedures, financial  reporting and financial statements, whenever the reporting person reasonably believes that the  information disclosed is substantially true.
   2. Reporting Persons are therefore encouraged to make appropriate disclosures where there are reasonable grounds for believing that an impropriety has taken place or is likely to take place.
   3. The above covers the reporting of any serious wrongdoing, in good faith, including but not limited to:
      1. financial malpractice or fraud;
      2. criminal offenses;
      3. failure to comply with legal obligations;
      4. health and safety risks;
      5. environmental damage;
      6. bribery or corruption;
      7. serious breach of company policy;
      8. improper conduct or unethical behaviour;
      9. gross waste, mismanagement or abuse of authority; and
      10. concealment of any of the above.
6.  PROCEDURE FOR REPORTING PERSONS
   1.  A Reporting Person may submit a report here through this form: https://forms.monday.com/forms/aefb480184c1ca8ba8ff40e5bbd14fcd?r=use1
   2. In order to facilitate the proper examination and assessment of the submitted reports, the  Reporting Persons are encouraged to provide all available information, including the facts giving  rise to the suspicion/concern related with the report, indicating the date and nature of the  event, the name(s) of the person(s) involved as well as potential witnesses, or other evidence,  including documents and locations.
   3. Playroll’s legal team will consider, investigate and address, where necessary, the incident in the report raised. The incident will be addressed confidentiality and escalated to the appropriate team if need be.
   4. The applicable Reporting Person shall assist the legal team with its investigations where requested.
   5. On conclusion of the investigation, the legal team will provide a written whistle blower report and a plan of action, if necessary.
   6. Reporting Persons are encouraged to report their concerns as soon as they become aware of them.
   7. The identity of the Reporting Person who discloses the incident shall remain confidential unless such Reporting Person waives confidentiality, or the identity of the Employee is vital for the incident to be resolved. In the event of the latter, the legal team shall ensure that the Reporting Person is provided with the necessary protection and that he/she is notified prior to disclosure.
   8. If the Reporting Person is an Employee, he/she is required to keep his/her disclosure confidential. It follows that such Employee shall not make such disclose public or known to his/her co-employees.
7. EXTERNAL REPORTING  
   1. This Policy does not prevent the reporting of improprieties or relevant information to external channels maintained by competent authorities, in accordance with applicable laws.
8. DISCIPLINARY ACTION FOR EMPLOYEES
   1. Playroll takes all reports made under this Policy seriously. Any Employee who knowingly makes a false or malicious allegation, or who provides information that they know to be untrue or misleading, will be subject to disciplinary action, up to and including termination of employment.
   2. Disciplinary action may also be taken against any Employee who:
      1. Refuses to cooperate or deliberately obstructs an investigation;
      2. Retaliates, victimises or threatens a Reporting Person or any other person participating in an investigation;
      3. Breaches the confidentiality of a whistleblowing report or investigation; or
      4. Fails to report a known serious impropriety or breach of this Policy when it would have been reasonable to do so.
   3. The severity of disciplinary measures will depend on the nature and seriousness of the misconduct, in accordance with Playroll’s disciplinary procedures and applicable laws.
   4. Conversely, no disciplinary or retaliatory action will be taken against any person who has raised a concern in good faith, even if the report is not substantiated upon investigation.
9. PROTECTION FROM RETALIATION
   1. Playroll strictly prohibits any form of retaliation, reprisal or discrimination against a Reporting Person who raises a concern or provides information in good faith under this Policy.
   2. Any Employee or third party found to have retaliated against a Reporting Person, Playroll may take the appropriate action, including but not to disciplinary action.
   3. Examples of retaliation include, but are not limited to:
      1. dismissal;
      2. demotion;
      3. transfer;
      4. denial of promotion;
      5. reduction in pay or benefits;
      6. harassment; and
      7. ostracism.
   4. Playroll will take all reasonable steps to protect Reporting Persons from such conduct and will endeavour to remedy any adverse consequences that may result.
10. CONFIDENTIALITY AND ANONYMITY
    1. All reports and investigations will be handled as confidentially as possible.
    2. Playroll will not disclose the identity of a Reporting Person without their explicit consent, unless required by law or necessary for the investigation.
    3. Anonymous reporting is permitted, but may limit the ability of Playroll to investigate or provide feedback to the Reporting Person.
11. INVESTIGATION OUTCOME AND FEEDBACK
    1. Upon conclusion of an investigation, the Reporting Person will be informed, where necessary, appropriate and/or required by law, of the outcome or any actions taken, provided that this does not compromise confidentiality or the rights of others.
    2. Where an allegation is substantiated, Playroll will endeavour to take appropriate corrective or disciplinary measures.
12. RECORD-KEEPING AND DATA PROTECTION
    1. All reports, investigation notes, and related documentation will be securely stored and handled in accordance with Playroll’s data protection policies and applicable privacy laws.
    2. Data will be kept only as long as necessary for the purposes of investigation, resolution, and compliance with legal or regulatory requirements.
    3. Access to such records will be limited to authorised personnel.
13. AWARENESS AND ACCESS
    1. Playroll will host this Policy and the reporting link on its website and therefore it is easily accessible to all potential Reporting Persons.
14. POLICY REVIEW AND GOVERNANCE
    1. This Policy will be reviewed annually, or sooner if required by changes in law or regulation, to ensure its effectiveness and continued alignment with best practices.
    2. Responsibility for maintaining and updating this Policy rests with Playroll’s Legal and Compliance teams.
15. CONTACT INFORMATION
    1. For any questions or concerns regarding this Policy, please contact legal@playroll.com

1. INTRODUCTION

1.1. Playroll is committed to compliance with data protection laws, regulations and rules.  

1.2. Individuals have the right to access and receive a copy of their personal data, and other supplementary information. This Data Subject Access Request Policy (“Policy”) explains how a Data Subject can exercise its privacy rights. 

2. PURPOSE

2.1. This Policy sets out how Playroll identifies and manages its “Data Subject Access Request” (“DSAR”) responsibilities in accordance with its legal and regulatory obligations, and outlines both the procedural and technical mechanisms Playroll provides to facilitate these requests securely and efficiently.

2.2. Data subjects have the right to be informed about:  

2.2.1. the purposes of the processing; 

2.2.2. the categories of personal data concerned;  

2.2.3. the recipients to whom the personal data has been or will be disclosed to, particularly recipients in third countries or international organisations; 

2.2.4. the envisaged period for which personal data will be stored; 

2.2.5. the existence of the right to request rectification or erasure of personal data, or restriction of processing of personal data from the Controller; 

2.2.6. their right to lodge a complaint with a supervisory authority. For data subjects in the United Kingdom, this means the right to complain to the Information Commissioner’s Office (“ICO”) — see the “How to Complain” section below for details of the prior internal step required by the Data (Use and Access) Act 2025; 

2.2.7. where personal data is not collected from the data subject, any information regarding the source; and 

2.2.8. the existence of automated decision-making. 

3. SCOPE 

This Policy shall apply to Playroll, its employees (permanent and temporary), shareholders, directors (executive and non-executive), officers, contractors, subcontractors, suppliers and agents, together as well as any other Data Subject that Playroll processes, including employees hired in its capacity as employer of record for the benefit of Playroll’s Clients, contractors that it engages, and in relation to individuals whose information is stored on Playroll’s Global Payroll Platform, that is, identifiable individuals throughout the Playroll ecosystem.  

4. DEFINITIONS

Unless otherwise expressly stated, or the context otherwise requires, the words and expressions listed below shall, when used in this Policy or in any Annexures and Schedules attached hereto, have the following meanings: 

4.1. “Applicable Data Protection Law” means any data privacy, security or protection laws or regulations to the extent applicable to the processing of Personal Data under this policy, including any binding laws or regulations ratifying, implementing, adopting, supplementing or replacing the foregoing; in each case, to the extent in force, and as such are updated, amended or replaced from time to time;  

4.2. “Controller” means the natural or legal person, public authority, agency or other body which alone, or jointly with others, determines the purposes and means of the processing of personal data, and shall also include, but not be limited to, business, responsible party, or any other term used in other Data Protection Laws with the same corresponding meaning; 

4.3. “Data Subject” means identified or identifiable natural person(s), and shall also include, but not be limited to, contactors, employees hired by Playroll in its capacity as employer of record, for the benefit of Clients, or any other term used in other Applicable Data Protection Laws with the same corresponding meaning; 

4.4. “information” means any content, data or other information transmitted to or from, or stored on Playroll’s information technology system. This shall refer to information that belongs to Playroll and/or its clients;  

4.5. “personal data” has the meaning given to it in the General Data Protection Regulation and shall also include, but not be limited to, personal information, or any other term used in other Applicable Data Protection Laws with the same corresponding meaning;  

4.6. “Policy” means this Data Subject Access Request Policy; 

4.7. “processing” means any operation or set of operations which is performed upon Personal Data or sets of Personal Data, by manual or automated means (including the collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction of Personal Data); 

4.8. “processor” means a natural or legal person, public authority, agency, or other body which processes personal data on behalf of the Controller, and shall also include, but not be limited to, Service Provider, Operator, or any other term used in other Data Protection Laws with the same or similar corresponding meaning; and 

5. DSAR PROCEDURE 

The following procedure with apply:   

5.1. Data Subjects may submit a Data Subject Access Request (“DSAR”) by completing the online DSAR Form available here:

https://forms.monday.com/forms/f46a55bf97af2c22061a2ab00fd3bb08?r=use1 

5.2. Upon receiving a Data Subject Access Request, Playroll will log it and acknowledge receipt promptly, and in any event within the timeframe required by Applicable Data Protection Law. For UK data subjects, Playroll will acknowledge receipt within 30 calendar days of receiving the request. 

5.3. The Legal Team will check and confirm the identity of anyone making a subject access request to ensure the information is only given to the person who is entitled to it. If the identity of the requestor has not already been provided, the person receiving the request will ask the requestor to provide at least two forms of identification, one of which must be a photo identity and the other confirmation of address. 

5.4. If the requestor is not the Data Subject, written confirmation that the requestor is authorised to act on behalf of the data subject is required. 

5.5. Any third-party information within the information collected must be anonymised.  

5.6. Information should be summarised instead of whole documents being provided where possible.   

5.7. All information collected must be reviewed to determine if it is permitted to be provided to the subject access requestor.  

5.8. Exempted data that must be redacted or excluded from the response includes, but is not limited to:  

5.8.1.  Information that would adversely affect the rights and freedoms of others;  

5.8.2. Management forecasting/planning - If a reorganisation is planned and there are documents that identify the employee, but these also outline the likelihood of certain other employees being made redundant, there may be a substantial risk of prejudice; 

5.8.3. Confidential references - A reference, given confidentially, in relation to an employee’s employment is exempt from a data subject access request;  

5.8.4. Settlement negotiations;  

5.8.5. Legal advice/proceedings;  

5.8.6. Information about other people;  

5.8.7. Publicly available information; and 

5.8.8. Opinions given in confidence or protected by copyright law. 

5.9. The Legal Team will ensure that a written response will be sent back to the requestor. 

5.10. We will respond within one calendar month of receiving your request (or of receiving any identity verification we have asked for). Where your request is particularly complex, or you have submitted multiple requests, we may extend this period by up to a further two months. If we do so, we will notify you within the first month and explain why.

5.11. The Legal Team will only provide information via channels that are secure. When hard copies of information are posted, they will be sealed securely and sent by recorded delivery.  

5.12. After the response has been sent to the requestor, the subject access request will be considered closed and archived by the Legal Team. 

5.13. There are situations where individuals do not have a right to see information relating to them. For instance: 

5.13.1. If the information is kept only for the purpose of statistics or research, and where the results of the statistical work or research are not made available in a form that identifies any of the individuals involved. 

5.13.2. Requests made for other, non-data protection purposes can be rejected. 

5.13.3. If the Legal Team refuses a subject access request on behalf of Playroll, the reasons for the rejection must be set out in writing, provided to the requestor, and retained on record by Playroll.  

6. HOW TO COMPLAIN

If you are unhappy with the way Playroll has handled your personal data — including how we have responded to your DSAR — you have the right to complain. This section explains how.

Step 1: Raise your complaint with Playroll first

We would always like the opportunity to resolve your concern directly. Please submit your complaint using the same form as a DSAR, at https://forms.monday.com/forms/f46a55bf97af2c22061a2ab00fd3bb08?r=use1, or by emailing legal@playroll.com. You can also complain by post or by any other means — we must accept and consider your complaint however it reaches us.

We will acknowledge your complaint within 30 calendar days of receiving it. We will then investigate and provide you with a written outcome without undue delay, explaining our conclusions and any steps we have taken. If you are still not satisfied, you may ask us to review our decision before approaching a supervisory authority.

Step 2: Complain to your supervisory authority

You always have the right to complain to the relevant supervisory authority. You do not have to complete Step 1 first, though we encourage you to give us the chance to put things right. The relevant authority depends on where you are located:

6.1. United Kingdom: the Information Commissioner’s Office (ICO) — https://ico.org.uk/make-a-complaint/. Note: the DUA Act 2025 (in force 19 June 2026) requires that you first raise the complaint with Playroll (Step 1 above) before the ICO will ordinarily accept it for investigation. However, you may go directly to the ICO at any time.

6.2. European Union: the supervisory authority in the EU member state where you live or work, or where you believe an infringement has occurred.

6.3. South Africa: the Information Regulator — https://inforegulator.org.za.

6.4. Other jurisdictions: the relevant data protection authority in your country. Playroll operates globally and complies with Applicable Data Protection Law in each territory in which it operates.

For any questions about this Policy or how to exercise your rights, please contact us at legal@playroll.com.

7. ABOUT THE SUBMISSION PROCESS 

7.1. The Online DSAR Form allows Data Subjects to describe the incident and upload relevant and supporting documents.

7.2. Data Subjects must ensure that the information provided through the online form is accurate and complete. Failure to provide sufficient identifying details or documentation may result in delays or inability to process the request.

7.3. Requests submitted through the online portal are automatically logged and acknowledged by Playroll’s Legal Team.

7.4. All personal information collected via the DSAR portal shall be processed only for the purpose of identifying, verifying, and fulfilling the DSAR request, in accordance with this Policy and Applicable Data Protection Law.

8. REVIEW AND AMENDMENTS 

This policy may be amended from time to time,  the latest version of which will be applicable to the Data Subject.  

Learn how both employees and clients can update their email addresses in Playroll to ensure secure access and accurate communication.

Changing your account email ensures you continue receiving important system updates and can log in without interruption. This guide includes two sections: one for employees and one for clients, each with a simple, secure process.

For Employees

✅ Step 1 – Log Into Your Account

Log in to your Playroll account and click the Profile tab from the left-hand navigation menu.

✅ Step 2 – Go to Change Email

Scroll to the bottom of the Profile page and click Change Email.

✅ Step 3 – Enter Your New Email

Type your new email address, confirm your current password, and click Change Email to save.

For Clients

✅ Step 1 – Log Into Your Admin Account

Access the Playroll admin dashboard using your client credentials.

✅ Step 2 – Go to Profile Settings

Click on your profile icon and select Settings from the dropdown menu.

✅ Step 3 – Change Your Email

Update the email address, confirm the change, and save. You will now use the new email for future logins and communications.

After You Update

After changing your email, use it for all future logins and account-related communication. All account data and access remain intact.

Forgot your Playroll password? Use the “Forgot password” link to request a reset and regain access via your email.

How to Reset Your Password

✅ Step 1: Click "Forgot Password"

On the login screen, select the "Forgot password" link. Alternatively, you can go directly to https://app.playroll.com/reset to begin the password reset process.

✅ Step 2: Enter Your Email Address

On the reset page, enter the email address associated with your Playroll account to receive a password reset link.

✅ Step 3: Check Your Email

After submitting your email address, you will receive a password reset link in your inbox. Follow the link to create a new password and regain access to your account.

Still Having Trouble?

If you don’t receive the reset email or run into any issues, please contact support@playroll.com and our team will assist you.

Missing Playroll’s monthly cut-off date affects when updates or payments are processed. To ensure timely payments and accurate records, it’s critical to meet this deadline. Below are the specific impacts of missing the cut-off:

Consequences of Late Submissions

• New employees: If added after the cut-off date, their first salary will be processed the following month.
• Expense approvals: Expenses approved after the 10th will only be paid with the next month’s salary unless an out-of-cycle processing fee is applied.
• Salary adjustments: Changes to salary made after the 10th will reflect in the following month’s payroll unless processed out of cycle.
• Bonuses and commissions: Additions submitted after the 10th will only apply in the next month.
• Contractual changes: Modifications such as job title, manager, or leave balances will take effect the following month if submitted after the deadline.

All employment agreements facilitated by Playroll are governed by the local labor laws of the country in which the employee is hired. This ensures full legal compliance with jurisdiction-specific employment standards and protections.

Territory-Specific Compliance

Each employment contract is customized to reflect the legal requirements of the hiring country, including:

• Minimum wage standards
• Notice periods and termination procedures
• Working hours and overtime
• Leave entitlements
• Statutory benefits and protections

Why Local Law Matters

Governing employment contracts under local law ensures legal enforceability and minimizes the risk of non-compliance. This protects both the employee and the employer from legal disputes.

Playroll’s payroll cut-off date is the 10th of each month. You may make changes up until the end of the day on the 10th.

Any changes made after the cut off will not be taken into account for invoicing or payroll purposes until the following month. 

Failure to make changes before the cut-off may result in delays or inaccuracies in payroll processing.

The employment relationship functions similarly to a traditional employment setup, with your employee working directly under your management and day-to-day supervision. Playroll acts as the legal employer, handling all administrative, legal, and payroll-related responsibilities.

Your Role as the Client

As the client, you will:

• Oversee the employee’s daily tasks, performance, and objectives
• Define and negotiate employment terms with the employee
• Determine compensation, working hours, and job responsibilities
• Approve/reject leave and expense applications logged by the employee through the Playroll portal

Playroll’s Role

Playroll manages the following on your behalf:

• Employment contracts and legal compliance based on local labor laws
• Monthly payroll processing and tax filings
• Employee benefits administration

Employee’s Role

The employee reports directly to you and follows your internal policies and performance expectations. For administrative tasks such as pay-related queries, the employee communicates with Playroll.

An Employer of Record (EoR), also known as a global Professional Employer Organization (PEO), is a third-party organization that serves as the legal employer on behalf of another company in a foreign country.

What Does an EoR Do?

By acting as the legal employer, an EoR enables businesses to hire international talent without setting up a legal entity in the employee’s country. The EoR is responsible for:

• Issuing legally compliant employment contracts
• Administering payroll and tax withholdings
• Managing statutory benefits and leave entitlements
• Ensuring ongoing compliance with local labor laws

Client Responsibilities

While the EoR handles legal employment matters, the client retains full control over the employee’s day-to-day work, responsibilities, and performance management.

Benefits of Using an EoR

• Quick and compliant international hiring
• No need to establish a local entity
• Reduced administrative and legal overhead
• Enhanced global expansion flexibility

Playroll charges a monthly fee based on the territory where you intend to hire. This fee structure ensures transparency and adaptability to local employment regulations.

Where to find Playroll's pricing

You can easily view the costs associated with each territory directly within the Playroll platform. Follow these steps:

1. Navigate to the main panel on the left-hand side of your screen and click on the Tools dropdown menu.

2. Select Playroll Fee List. This will open a detailed view listing all available countries and their corresponding monthly fees.

To estimate the total cost of hiring an employee in any supported country, use the Playroll cost calculator. It provides a detailed breakdown of employer costs based on country-specific tax rates, social contributions, and other mandatory expenses.

How to Access the Cost Calculator

1. Log into the Playroll platform.
2. Navigate to the Tools section.
3. Select Cost Calculator and input the required job and salary details.

The tool will generate an estimate including:

• Gross salary
• Employer taxes and contributions
• Employee deductions
• Total cost to company

Why Use the Cost Calculator?

• Gain visibility into all hiring-related expenses
• Plan and forecast budgets accurately
• Compare costs across different hiring territories

Employees must be added to the Playroll platform at least 10 days before their intended start date. Submissions made less than 10 days in advance will not be accepted.

Why This Timeframe Matters

This 10-day window ensures there is sufficient time to:

• Complete onboarding documentation
• Verify legal employment eligibility
• Set up payroll and benefits accurately
• Ensure compliance with local employment regulations

Steps to Add a New Employee

1. Log into the Playroll platform.
2. Navigate to the Add Memeber section.
3. Select Add Employee and complete the required fields.

Yes, Playroll can sponsor work visas in most supported territories. Visa sponsorship is subject to local regulations and eligibility criteria specific to each country.

Where Does Playroll Offer Visa Sponsorship?

To see a full list of countries where visa sponsorship is available, visit our Visa Territory List.

How to Get Support

For country-specific guidance and to initiate the sponsorship process, please contact your assigned Customer Success Manager. They will provide detailed requirements and timelines for the territory in question.

What to Consider

• Each country has different visa categories and employer obligations.
• Eligibility may vary based on employee nationality, job role, and other legal conditions.
• Processing times can differ and may affect planned start dates.