Employee Privacy Policy Notice

This policy was last modified on July 1, 2026.

1. Purpose of This Notice

This Privacy Policy Notice explains how we collect, use, retain, and share employee personal information in connection with employment, payroll, benefits administration, and compliance with legal obligations.

2. Information We Collect

We may collect and maintain the following categories of employee information, as applicable:

• Identification information: name, address, date of birth, government-issued identification numbers (e.g., Social Security number where legally required).
• Employment information: job title, department, employment status, compensation, time and attendance records, performance-related information.
• Payroll and financial information: bank account details for direct deposit, tax withholding information, wage and salary records.
• Benefits and insurance information: benefit elections, dependent information, and information required to administer health, retirement, disability, workers’ compensation, or other insurance benefits.
• Compliance and legal information: information required to comply with labor, tax, immigration, workplace safety, and other applicable laws.

3. How We Use Employee Information

Employee information is used solely for legitimate business and employment-related purposes, including:

• Managing the employment relationship;
• Processing payroll and compensation;
• Administering employee benefits and insurance coverage;
• Meeting legal, regulatory, and contractual obligations;
• Maintaining internal records and ensuring workplace safety and security.

4. Information Sharing and Disclosure

We do not sell employee personal information.

We may share employee information only as necessary and appropriate in the following limited circumstances:

• Governmental and regulatory authorities: federal, state, or local agencies when required by law (such as tax authorities, labor departments, or immigration authorities);
• Insurance carriers and benefits providers: health, dental, vision, life, disability, workers’ compensation, or retirement plan providers for purposes of coverage, claims administration, and benefits management;
• Service providers: trusted third parties that perform services on our behalf (such as benefits administrators or carrier claims adjusters), who are contractually obligated to protect the confidentiality and security of the information.

All shared information is limited to what is reasonably necessary for the stated purpose.

5. Data Retention

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

• Fulfill employment, payroll, and benefits purposes;
• Comply with applicable legal, regulatory, tax, and recordkeeping requirements; and
• Resolve disputes or enforce our agreements.

When information is no longer required, it is securely destroyed or anonymized in accordance with our data retention and disposal practices.

6. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect employee information against unauthorized access, disclosure, alteration, or destruction.

7. Employee Rights

Employees may have the right, subject to applicable law, to:

• Access and review certain personal information;
• Request corrections to inaccurate information; and
• Ask questions regarding how their information is handled.

Requests should be directed to Human Resources or the designated privacy contact.

8. Changes to This Notice

We may update this Privacy Policy Notice from time to time. Any material changes will be communicated to employees as required by law.

9. Contact Information

For questions or concerns regarding this Privacy Policy Notice or our privacy practices, please contact:

Payday HR
Human Resources / Privacy Contact
HR@PaydayHR.com
(850) 912-8884