Privacy Policy

1. Introduction

MAPS – Melanesian Accounts & Payroll Solutions ("MAPS", "we", "our", or "us") is committed to protecting the privacy and confidentiality of the personal information entrusted to us by our clients, their employees, business partners, and visitors to our website.

As a Papua New Guinea owned and operated business, we understand the importance of handling personal information responsibly. This Privacy Policy explains how we collect, use, store, protect, disclose, and manage personal information when providing our accounting, payroll, bookkeeping, taxation, consulting, software implementation, and related business services.

By using our website or engaging our services, you acknowledge and agree to the practices described in this Privacy Policy.

2. Scope

This Privacy Policy applies to:

  • Visitors to the MAPS website

  • Current and prospective clients

  • Employees and representatives of our clients

  • Individuals whose payroll information is processed by MAPS

  • Suppliers and contractors

  • Job applicants

  • Any person who communicates with MAPS electronically, by phone, or in person

3. Information We Collect

Depending on the services you use, we may collect the following categories of information.

Personal Information

Examples include:

  • Full name

  • Residential and postal address

  • Telephone numbers

  • Email address

  • Date of birth

  • National Identification details where required

  • Employment information

  • Position title

  • Tax Identification Number (TIN)

  • Superannuation information

  • Bank account details

  • Salary and wage information

  • Leave balances

  • Payroll history

Business Information

Where you represent a business, we may collect:

  • Company name

  • Business registration details

  • Tax information

  • Financial records

  • Accounting data

  • Banking information

  • Company contacts

Technical Information

When visiting our website, we may automatically collect:

  • IP address

  • Browser type

  • Device information

  • Operating system

  • Pages viewed

  • Referral website

  • Date and time of visit

  • Website usage statistics

4. How We Collect Information

We collect information through a variety of lawful methods including:

  • Directly from you

  • Through our website

  • Client registration forms

  • Payroll onboarding forms

  • Accounting documentation

  • Email correspondence

  • Telephone conversations

  • Support requests

  • Software integrations

  • Third-party providers authorised by you

  • Publicly available business records where appropriate

5. Why We Collect Information

We collect personal information to:

  • Provide payroll services

  • Prepare financial reports

  • Deliver accounting services

  • Process employee salaries

  • Calculate taxes and deductions

  • Generate payslips

  • Process leave entitlements

  • Meet taxation obligations

  • Respond to enquiries

  • Improve customer service

  • Provide software support

  • Verify identity

  • Manage client accounts

  • Deliver consulting services

  • Comply with legal and regulatory obligations

  • Improve our website and services

We only collect information that is reasonably necessary to provide our services.

6. Payroll Information

Payroll processing involves sensitive personal information.

When providing payroll services, MAPS may process:

  • Employee personal details

  • Salary information

  • Leave records

  • Tax deductions

  • Superannuation contributions

  • Employment history

  • Banking details

  • Payroll reports

  • Allowances

  • Overtime

  • Bonuses

  • Termination payments

We process payroll information solely for the purpose of delivering payroll services as instructed by our clients.

7. Accounting Information

To provide accounting services we may collect:

  • Financial transactions

  • General ledger information

  • Accounts payable

  • Accounts receivable

  • Bank reconciliations

  • Tax records

  • Financial statements

  • Budgets

  • Asset registers

  • Audit documentation

8. Website Cookies

Our website may use cookies and similar technologies to improve your browsing experience.

Cookies help us:

  • Remember preferences

  • Improve website functionality

  • Analyse website traffic

  • Understand visitor behaviour

  • Improve website performance

Most browsers allow you to disable cookies. However, some website features may not function correctly if cookies are disabled.

9. Website Analytics

We may use website analytics tools to better understand how visitors use our website.

Analytics information may include:

  • Number of visitors

  • Most visited pages

  • Time spent on pages

  • Browser information

  • Device information

  • Geographic region

  • Website performance metrics

Analytics information is generally aggregated and does not directly identify individual users.

10. Marketing Communications

Where appropriate, MAPS may send information about:

  • New services

  • Product updates

  • Payroll updates

  • Legislative changes

  • Tax updates

  • Business newsletters

  • Educational resources

  • Events and webinars

You may opt out of receiving marketing communications at any time using the unsubscribe instructions or by contacting us directly.

11. Disclosure of Information

We do not sell personal information.

We may disclose personal information where necessary to:

  • Government agencies

  • Tax authorities

  • Superannuation providers

  • Banking institutions

  • Software providers supporting our services

  • Cloud hosting providers

  • Professional advisers

  • External auditors

  • Regulators

  • Law enforcement agencies where legally required

We only disclose information necessary for the relevant purpose.

12. Third-Party Service Providers

MAPS may use reputable third-party providers to support our operations including:

  • Cloud hosting providers

  • Backup services

  • Email platforms

  • Accounting software

  • Payroll software

  • Payment processors

  • Cybersecurity services

  • IT support providers

These providers are required to protect information in accordance with contractual confidentiality obligations and applicable legal requirements.

13. International Data Transfers

Some technology providers may store or process information outside Papua New Guinea.

Where information is transferred internationally, MAPS takes reasonable steps to ensure appropriate safeguards are in place to protect personal information.

14. Information Security

MAPS is committed to protecting client information through appropriate administrative, physical, and technical safeguards.

Security measures may include:

  • Multi-factor authentication

  • Strong password policies

  • Encryption of sensitive data where appropriate

  • Secure cloud platforms

  • Firewalls

  • Anti-malware protection

  • Regular software updates

  • Access controls

  • Staff confidentiality agreements

  • Audit logging

  • Secure backups

  • Security awareness training

While we implement robust security measures, no system connected to the internet can be guaranteed to be completely secure.

15. Data Retention

We retain personal information only for as long as necessary to:

  • Deliver our services

  • Meet legal obligations

  • Resolve disputes

  • Maintain business records

  • Meet taxation and financial reporting requirements

When information is no longer required, it is securely destroyed, anonymised, or permanently deleted where practical.

16. Your Rights

Subject to applicable laws, you may request to:

  • Access your personal information

  • Correct inaccurate information

  • Update your records

  • Request deletion where appropriate

  • Withdraw consent where applicable

  • Object to certain processing activities

  • Request a copy of your information

  • Lodge a complaint regarding privacy

Requests may require verification of identity before processing.

17. Accuracy of Information

We encourage clients to ensure that all information provided to MAPS remains accurate, complete, and current.

Promptly notifying us of any changes helps ensure payroll and accounting records remain accurate.

18. Children's Privacy

MAPS does not knowingly collect personal information directly from children through its website.

If we become aware that personal information relating to a child has been collected without appropriate authority, we will take reasonable steps to remove it.

19. Links to Other Websites

Our website may contain links to external websites.

MAPS is not responsible for the privacy practices, security, or content of third-party websites.

Users should review the privacy policies of any external sites they visit.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in legislation

  • New technologies

  • Changes to our services

  • Business improvements

  • Security enhancements

The latest version will always be published on our website with the updated effective date.

21. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your privacy rights, please contact us.

MAPS – Melanesian Accounts & Payroll Solutions

Email:info@maps.com.pg

Website:www.maps.com.pg

Postal Address:
PO Box 162
Foodworld Gordons
Moresby North East, NCD 121
Papua New Guinea

Our Commitment

At MAPS, protecting your information is fundamental to the trust our clients place in us. We are committed to maintaining the confidentiality, integrity, and security of personal and financial information while delivering professional accounting and payroll solutions that help businesses across Papua New Guinea operate with confidence.

Proudly PNG Owned & Operated