Digi Pay
Digi Pay
DigiPay – Payment Request Management Application
Last Updated: June 2, 2026
DigiPay ("the App", "we", "our", or "us") is a payment request management application designed to facilitate internal financial workflows within organizations. This Privacy Policy explains how we collect, use, store, and protect information when you use our application.
By using DigiPay, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please discontinue use of the App.
This Privacy Policy applies to all users of the DigiPay application, including:
Users – Individuals who create and submit payment requests.
Unit Heads – Managers who create user accounts within their unit and review/approve or reject payment requests.
Admins – Organizational administrators who oversee unit-level operations and escalated approvals.
Super Admins – Top-level administrators responsible for system-wide configuration and final approvals.
When a Unit Head creates user accounts, the following information may be collected:
Full name
Email address
Employee ID or designation
Unit or department name
Assigned role (User, Unit Head, Admin, Super Admin)
When a payment request is submitted, the following information is collected:
Request title and description
Amount requested
Purpose and category of spending
Supporting documents or attachments (if any)
Date and time of submission
Current status of the request (Pending, Approved, Rejected)
As payment requests move through the hierarchical approval process, we record:
Approver/reviewer identity at each stage
Approval or rejection action and timestamp
Comments or remarks added during review
Escalation history (if applicable)
We may automatically collect:
Device type and operating system
App version
IP address (for security and audit purposes)
Log data including access times and actions performed
We use the collected information for the following purposes:
To facilitate payment request workflows – Creating, submitting, routing, approving, or rejecting payment requests through the hierarchical approval chain.
To manage user accounts – Unit Heads may create and manage accounts for their team members.
To provide role-based access control – Ensuring each user can only access features and data appropriate for their role.
To maintain audit trails – Recording all actions taken on payment requests for organizational accountability and compliance.
To send notifications – Alerting relevant parties when a request is submitted, updated, approved, or rejected.
To ensure security – Detecting unauthorized access or suspicious activity within the platform.
To improve the App – Analyzing usage patterns (in aggregated, non-identifiable form) to enhance features and performance.
We do not sell, rent, or trade your personal information to third parties. Information may be shared in the following limited circumstances:
Payment request data is visible to users involved in the approval hierarchy. Specifically:
A User can view their own submitted requests and status updates.
A Unit Head can view requests submitted by users within their unit.
An Admin can view requests escalated to or managed within their scope.
A Super Admin has visibility across all units and requests for organizational oversight.
We may engage trusted third-party service providers (e.g., cloud hosting, push notification services) who process data on our behalf. These providers are contractually obligated to handle data securely and only for the specified purpose.
We may disclose information when required by law, court order, or regulatory authority, or to protect the rights, safety, and property of the organization or its users.
We retain your data for as long as your account is active or as required for organizational compliance and audit purposes.
Active account data is retained throughout the duration of your employment or affiliation with the organization.
Payment request records are retained for a minimum period as required by applicable financial regulations or as configured by your organization's Super Admin.
Deleted accounts may have associated request data retained in anonymized or archived form for audit purposes.
You may request deletion of your personal data by contacting your organization's Admin or Super Admin, subject to applicable legal and compliance obligations.
We implement industry-standard security measures to protect your information, including:
Role-based access control (RBAC) – Users can only access data relevant to their designated role.
Encrypted data transmission – All data transmitted between the App and servers is encrypted using TLS/SSL protocols.
Secure authentication – Access to the App requires authenticated login credentials.
Audit logging – All significant actions (submissions, approvals, rejections, account changes) are logged for security review.
Server-side security – Data is stored on secured servers with access restricted to authorized personnel only.
While we take all reasonable measures to protect your data, no system is completely immune to security risks. We encourage users to maintain strong passwords and report any suspicious activity to their Admin immediately.
Depending on your jurisdiction, you may have the following rights regarding your personal data:
Right to Access – Request a copy of the personal data we hold about you.
Right to Correction – Request correction of inaccurate or incomplete personal data.
Right to Deletion – Request deletion of your personal data, subject to legal and audit retention requirements.
Right to Data Portability – Request your data in a portable, machine-readable format.
Right to Restrict Processing – Request that we limit how we use your data in certain circumstances.
To exercise any of these rights, please contact your organization's Admin or Super Admin, who will coordinate the request accordingly.
DigiPay is intended for use by organizational employees and professionals. We do not knowingly collect personal information from individuals under the age of 18. If such information is inadvertently collected, it will be promptly deleted upon discovery.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or organizational policies. When we make significant changes:
The updated policy will be published within the App with a revised "Last Updated" date.
Users may be notified via in-app notification or email.
Continued use of the App after any changes constitutes acceptance of the updated Privacy Policy.
If you have any questions, concerns, or requests regarding this Privacy Policy or how your data is handled, please contact:
DigiPay Support
Email: contact@digitalkstechno.com
Organization Admin / Super Admin: Please contact your internal system administrator.
This Privacy Policy is effective as of the date listed above and supersedes all previous versions.