Privacy Policy

At Malta Calculator, we respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our payroll and payslip services.

1.1 Data controller

The data controller responsible for your personal data is Codevera Labs Ltd, registered in Malta under number C 116774, with its registered address at 86, Triq il-Merkanti, Valletta VLT 1177, Malta ("we", "us"). Codevera Labs Ltd owns and operates maltacalculator.com. You can contact us about any privacy matter at [email protected].

When a business uses our payroll and payslip tools, that business is the controller of its employees' data and Codevera Labs Ltd processes that data on its behalf as a processor.

This policy applies to all users of Malta Calculator and complies with the General Data Protection Regulation (GDPR) and Malta's Data Protection Act.

🇲🇹 Malti: F'Malta Calculator, nirrispettaw il-privatezza tiegħek u nimpenjaw ruħna li nipproteġu d-data personali tiegħek. Din il-Politika ta' Privatezza tispjega kif niġbru, nużaw, u nipproteġu l-informazzjoni tiegħek.

2.1 Automatically Collected Information

When you visit our website, we collect usage data through Vercel Web Analytics (cookieless) and, if you accept analytics cookies, Google Analytics 4 and PostHog. This includes:

• IP address (anonymized/masked)
• Browser type and version
• Device type (desktop, mobile, tablet)
• Operating system
• Pages visited and time spent
• Referring website
• Geographic location (country/region level only)
• Clicks and the steps you take in the payroll tools (for example "company created" or "payslip issued"), so we can see where people get stuck

Page addresses are stripped of calculator inputs before they are sent, so the salary figures you type are not collected. With your consent, PostHog may also record anonymised session replays of how the site is used. Every form field and all text in the payroll admin area (names, salaries, payslip figures) is masked in these recordings, and payslip pages opened by employees are never recorded.

If something breaks, Sentry receives a technical error report (error message, stack trace, browser and page). For signed-in users this report includes only the pseudonymous account ID, not your name or email.

2.2 Calculation Data

2.2a Deadline Reminder Emails

If you sign up for FS3/FS7 deadline reminders, we store your email address, the page you signed up on and when you confirmed and unsubscribed. We use it only to send those reminders (three emails at most per tax year) through Resend, after you confirm by clicking the link in our first email. Every reminder has a one-click unsubscribe link; after you unsubscribe we keep only the record that you opted out, so we do not email you again. The legal basis is your consent, which you can withdraw at any time.

2.2b Share by Email

When you use "Share by email" on a calculator, tool or guide, we send one email with a link to that page to the address you enter, through Resend, with your optional name and short note. We do not store the recipient's address, your name or the note. To stop abuse we keep, for 30 days, a salted one-way hash of your IP address and of the recipient's address with the page and time, and we check each request with Cloudflare Turnstile. The legal basis is our legitimate interest in offering the feature and preventing spam.

2.2c AI Assistant

When you ask the AI assistant a question, the question and the figures needed to answer it are sent to Anthropic, which runs the AI model and does not use them to train its models. If you are not signed in, we do not save your chat on our servers; your browser keeps the last chat on your device until you start a new one. If you are signed in, we save your chats so you can see and continue them, and, unless you turn it off, the assistant remembers a few details you give it (birth year, family status, salary, SSC years and category) so you don't have to repeat them. You can see, change and delete these at any time on the assistant page. Chats are deleted automatically 12 months after their last message, and all chats and remembered details are deleted with your account and included in your data export. Please don't enter ID card numbers or other sensitive details. The legal basis is the performance of the service you asked for.

2.2d AI features for employers

The payroll assistant, AI payslip explanations and employee reply drafts send Anthropic only the payroll figures needed for the answer. Employee names are replaced with references such as E1 before anything leaves our servers, and ID card numbers, SSC numbers, addresses and email addresses are not sent. Excel and CSV employee imports are read in your browser; if you ask the AI to match columns, only the column titles are sent. PDF employee import is the one exception: after you confirm it on screen, the PDF you upload, including the employee details in it, is sent to Anthropic only to extract the employee list. We do not store the PDF or the extracted rows, and nothing is saved until you confirm the import. The employer is the controller for this employee data and we process it on their behalf under our DPA.

2.3 Information We Do NOT Collect From Calculator Users

If you only use the free calculators, we do not collect:

• Names or personal identifiers
• Email addresses (unless you contact us)
• Bank account or payment information
• Social security numbers or ID card numbers
• Employer information

2.4 Business Accounts (Payroll & Payslips)

If you create a business account, we store your account email and name, your company details (name, address, tax number, logo) and the employee and payslip data you enter, so that we can provide the service. Legal basis: performance of a contract (GDPR Art. 6(1)(b)).

2.5 Payment Information

Subscription payments are processed by Stripe. Card details are entered on Stripe's secure checkout and are never stored on our servers. We receive and keep your Stripe customer ID, subscription status, plan, billing email and invoice history for accounting and tax purposes. Legal basis: contract and legal obligation (GDPR Art. 6(1)(b) and (c)).

2.6 Google Sign-In Authentication

• Email address: Used to identify your account and send account and billing emails
• Display name: Used to personalize your experience
• Profile picture URL: Used to display your avatar (optional)
• Google User ID: Used for secure account identification

Google API Services User Data Policy

What We Do NOT Do With Google Data

• We do NOT sell or rent your Google account information
• We do NOT use your data for advertising purposes
• We do NOT share your information with data brokers
• We do NOT access any data beyond what is listed above

We use the collected information for:

• Analyzing website traffic and usage patterns
• Improving website performance and user experience
• Understanding which calculators are most popular
• Identifying and fixing technical issues
• Ensuring website security

Legal Basis (GDPR Article 6): Analytics cookies, GA4 and session replays are used only with your consent (Art. 6(1)(a)), which you can withdraw at any time via "Cookie settings" in the footer. Error reports (Sentry), cookieless visit counts, and usage events of signed-in business accounts that are linked only to a pseudonymous account ID are processed on the basis of our legitimate interest in keeping the service working and improving it (Art. 6(1)(f)).

We use the following third-party services:

Each third-party service has its own privacy policy governing data handling. The full list of sub-processors that handle payroll data for business customers, with their locations, is in our Data Processing Agreement.

We implement appropriate security measures:

• HTTPS Encryption: All data transmitted is encrypted via TLS/SSL
• No Financial Data Storage: We don't store sensitive calculation inputs
• Secure Hosting: Enterprise-grade infrastructure on Vercel
• Regular Updates: Security patches applied promptly

Under GDPR, you have the following rights:

To exercise these rights, contact us through our contact form. The Malta supervisory authority is the Information and Data Protection Commissioner (IDPC).

Business accounts: you can download all of your company data (Settings → Export data) and delete your account yourself (Settings → Delete account). Everything is permanently deleted 30 days after the request. If you are an employee whose payslips were issued through Malta Calculator, your employer is the controller of that data; please send your request to them, or to us and we will forward it.

• Calculator inputs: Not retained (processed in real-time only)
• Analytics data: 14 months (Google Analytics default); PostHog events up to 12 months
• Session replays: 30 days
• AI assistant chats (signed-in users): 12 months after the last message, or earlier if you delete them; remembered details until you remove them or delete your account
• Error reports (Sentry): 90 days
• Server logs: 30 days (security purposes)
• Business account and payroll data: until you delete the account, then 30 days before permanent deletion (see the DPA)

Some third-party services may transfer data outside the European Economic Area (EEA). Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or adequacy decisions.