Privacy Policy

1. Introduction

PayrollPro, Inc. ("we," "us," or "our") operates PayrollPro, an intelligent payroll processing platform. This Privacy Policy explains how we collect, use, disclose, and protect information about you and your employees when you use our Service. By using the Service, you agree to the collection and use of information in accordance with this policy.

Payroll data is among the most sensitive categories of personal information. We treat it accordingly — with strict access controls, encryption at every layer, and a firm policy of never selling or sharing your data with third parties for advertising or marketing purposes.

2. Information We Collect

Company and Administrator Information

When you register for the Service, we collect your company name, employer identification number (EIN), business address, state tax IDs, payroll frequency, and contact information for the account administrator. We also collect payment information (processed securely via PayPal or Stripe — we never store raw card numbers or bank account numbers).

Employee Payroll Data

To process payroll, we collect employee names, Social Security Numbers (SSNs), addresses, dates of birth, compensation details, tax withholding elections (W-4 data), direct deposit bank account information, benefit deductions, garnishment orders, and time and attendance records. This data is provided by you as the employer and is processed solely for payroll and HR administration purposes.

Usage and Technical Data

We automatically collect server logs, IP addresses, browser type, device information, and usage patterns within the Service for security monitoring, fraud prevention, and product improvement. This data is not linked to individual employee records.

3. How We Use Your Information

We use the information we collect for the following purposes:

• →Processing payroll runs, calculating tax withholdings, and generating pay stubs and tax forms (W-2, 1099)
• →Facilitating direct deposit payments to employee bank accounts
• →Generating state tax registration packets and compliance documentation
• →Providing time and attendance tracking and schedule management
• →Sending payroll confirmation notifications and compliance alerts to account administrators
• →Processing payments for the Service via PayPal and Stripe
• →Calculating and paying affiliate commissions
• →Detecting and preventing fraud, unauthorized access, and security incidents
• →Complying with applicable federal, state, and local laws and regulations
• →Responding to support requests and account inquiries

We do not use your payroll data or employee data for advertising, marketing profiling, or any purpose other than those listed above.

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal information or your employees' personal information to any third party. We share data only in the following limited circumstances:

Service Providers

We share data with trusted service providers who assist us in operating the Service, including cloud infrastructure providers (for data storage and processing), payment processors (PayPal and Stripe, for billing), and email delivery services (for payroll notifications). All service providers are contractually bound to use your data only for the purposes we specify and to maintain appropriate security measures.

Legal Requirements

We may disclose information if required to do so by law, court order, or governmental authority, including in response to IRS or state tax agency requests related to payroll tax compliance. We will notify you of such requests to the extent permitted by law.

Business Transfers

In the event of a merger, acquisition, or sale of all or substantially all of our assets, your data may be transferred to the acquiring entity. We will notify you of any such transfer and the acquiring entity will be bound by this Privacy Policy.

5. Data Retention

Payroll records are subject to federal and state retention requirements. We retain payroll data for a minimum of 7 years from the date of processing, in compliance with IRS recordkeeping requirements under IRC Section 6001 and the Fair Labor Standards Act. State-specific retention requirements may extend this period.

Upon account cancellation, your data is retained for 90 days to allow for data export, after which it is permanently deleted from our systems (except as required by law). You may request an export of your complete payroll records at any time by contacting [email protected].

6. Security

We implement the following security measures to protect payroll data:

7. Your Rights — GDPR and CCPA

Depending on your location, you may have the following rights regarding your personal information:

For California Residents (CCPA)

You have the right to know what personal information we collect, the right to delete personal information we hold about you (subject to legal retention requirements), the right to opt out of the sale of personal information (we do not sell personal information), and the right to non-discrimination for exercising your CCPA rights. To exercise these rights, contact [email protected].

For EU/EEA Residents (GDPR)

You have the right to access, rectify, erase, restrict processing of, and port your personal data. You have the right to object to processing and to withdraw consent where processing is based on consent. Our legal basis for processing payroll data is the performance of a contract (Article 6(1)(b) GDPR) and compliance with legal obligations (Article 6(1)(c) GDPR). To exercise your rights, contact [email protected]. You also have the right to lodge a complaint with your local data protection authority.

8. Cookies and Tracking

We use session cookies solely for authentication purposes — to keep you logged in during your session. We do not use tracking cookies, advertising pixels, or third-party analytics scripts that collect personal information. We do not use Google Analytics or similar services that share your usage data with third parties.

9. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, contact [email protected] and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by posting a notice on the Service at least 14 days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the updated policy.

11. Contact Us

For privacy-related questions, data access requests, or to report a security concern, contact our Privacy Officer at [email protected] or write to PayrollPro, Inc., Privacy Officer, Wilmington, Delaware.

For security incidents requiring immediate attention, email [email protected]. We respond to security reports within 24 hours.