Privacy Policy

1. Data controller

The controller is P4 Software (part of Grupo Barrdega), located at Avenida de los Periodistas, Betania, Panama City, Republic of Panama. Contact email: sales@p4.software · Tel. +507 209-6996.

2. Our role: controller and processor

We distinguish two situations under Law 81:

• As controller: for data of site visitors and of account holders (the person who signs up and administers the client company).
• As processor (custodian): for the employee and payroll data a client company loads into nominaHQ. In that case, the client company is the controller of that data, and we process it on its behalf and under its instructions, solely to provide the service.

3. Data we process

a) From site visitors

The nominahq.cloud site uses no tracking cookies or third-party analytics. If you contact us via the form, email or WhatsApp, we process the data you provide (name, email, company and your message).

b) From account holders

When you create an account we process your name, email, password (stored encrypted), your company details and the billing data managed by our payment processor.

c) From employees (loaded by the client)

To compute payroll, the client company loads employee data: name, national ID, CSS number, salary, bank details and payroll items. This data is processed as a processor, as set out in section 2.

4. Purposes and legal basis

We process data to: (i) provide and administer the nominaHQ service; (ii) manage your account and support; (iii) process payments; (iv) meet legal obligations; and (v) send you service information. The legal basis is, as applicable, performance of the contract, your consent, legitimate interest, or compliance with a legal obligation, under Law 81. We do not sell your data or use it for third-party advertising.

5. Processors and third parties

We rely on providers who process data on our behalf under confidentiality and security agreements:

• Microsoft Azure — cloud infrastructure and hosting.
• Microsoft Forms — contact and request forms.
• Stripe — payment processing (inside the application).

Some of these providers may process data outside Panama. In those cases we require adequate protection safeguards, under Law 81. We may also disclose data when required by a competent authority or by law.

6. Retention

We keep data while your account is active and for as long as needed to fulfill the purposes of this policy and applicable legal and accounting obligations. After termination, you may request export or deletion of your data, except data we must retain by law.

7. Security

We apply reasonable technical and organizational measures: encryption in transit (HTTPS/TLS), hashed passwords, data isolation per company (each client has its own separate database) and Microsoft Azure infrastructure. No system is 100% foolproof, but we work continuously to protect your information.

8. Your rights

Under Law 81, as a data subject you have the right to access, rectify, cancel (delete), object to processing, and to portability of your data. To exercise them, write to sales@p4.software; we will respond within the legal timeframes. If the data belongs to employees loaded by a client company, address your request to that company (controller) and we will support it as processor. You may also turn to ANTAI (Panama's National Authority for Transparency and Access to Information) as the data protection authority.

9. Cookies

The nominahq.cloud site uses no tracking cookies. The application uses an essential session cookie to keep you signed in. More details in our Cookie Policy.

10. Minors

nominaHQ is a service for businesses and is not directed at minors. We do not knowingly collect data from minors through the site.

11. Changes to this policy

We may update this policy. We will post the current version on this page with its last-updated date. Material changes will be communicated through reasonable means.

12. Contact

For any question about this policy or your data: sales@p4.software · +507 209-6996 · Avenida de los Periodistas, Betania, Panama City.