Privacy Policy

1. Introduction

PayrollShield (“we,” “our,” or “us”) is committed to protecting the privacy and security of your personal information and the payroll data you process through our platform. This Privacy Policy describes how we collect, use, disclose, and protect information when you use the PayrollShield service (“Service”).

2. Information We Collect

Account Information: When you create an account, we collect your email address and an encrypted password. If your organization uses single sign-on (SSO), we receive your identity from the identity provider.

Payroll Data: When you upload payroll files for review, we process the data fields necessary for change detection, including employee identifiers, compensation amounts, and deduction components. Payroll data is scoped to your organization and not shared across accounts.

Usage Data: We collect information about how you interact with the Service, including pages viewed, features used, review decisions, and timestamps. This data helps us improve the product and troubleshoot issues.

Technical Data: We automatically collect IP addresses, browser type, device identifiers, and similar technical information through standard web server logs and analytics tools.

3. How We Use Your Data

We use your information to:

• Provide, operate, and maintain the PayrollShield Service
• Perform payroll change detection and generate materiality assessments
• Provide contextual review guidance for flagged changes using expert-written rule metadata
• Maintain audit trails of review sessions and approval decisions
• Send transactional communications (account verification, security alerts)
• Improve the Service through aggregated, anonymized usage analytics
• Comply with legal obligations

4. Data Storage & Security

All data is encrypted at rest using AES-256 and in transit using TLS 1.3. Payroll data is stored in isolated, organization-scoped databases with row-level security enforced at the database layer.

We retain payroll data only for as long as necessary to provide the Service. You may request deletion of your data at any time by contacting us. Upon account termination, all payroll data is permanently deleted within 30 days.

5. Data Sharing

We do not sell your personal information or payroll data. We may share information with:

• Infrastructure providers that host and operate the Service (subject to data processing agreements)
• AI service providers for CSV column mapping during file import (only column headers are sent; not used for model training)
• Law enforcement when required by applicable law, court order, or government regulation

6. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a machine-readable format
• Object to or restrict certain processing activities
• Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at privacy@payrollshield.cloud.

7. Cookies

We use essential cookies to maintain your authentication session and preferences. We do not use advertising or third-party tracking cookies. Analytics, if enabled, use anonymized, cookieless measurement.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on our website and, where appropriate, by email. Your continued use of the Service after changes constitutes acceptance.

9. Contact

For privacy-related questions or requests, contact us at:
privacy@payrollshield.cloud