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E WORKFORCE PAYROLL INC. – PRIVACY POLICY

Last Updated: 11-12-2025

  1. Introduction and Scope
    E WORKFORCE PAYROLL INC. (“we,” “us,” “our,” or “E WORKFORCE PAYROLL “) is committed to protecting the privacy and security of the information we process. This comprehensive Privacy Policy (“Policy”) describes our practices concerning the collection, use, disclosure, and safeguarding of your information when you interact with our website at https://eworkforcepayroll.com(the “Site”) and our cloud-based payroll software services accessible at https://app.eworkforcepayroll.com/account/login(the “Services”). It also explains your privacy rights.

By using our Site or Services, you agree to the collection and use of information in accordance with this Policy. IF YOU DO NOT AGREE WITH THE TERMS OF THIS POLICY, YOU MUST NOT ACCESS OR USE OUR SITE OR SERVICES.

  1. Definitions and Roles
    2.1. “Client”means a business entity that has contracted with E WORKFORCE PAYROLL to use the Services for payroll processing.
    2.2. “Client Employee”means an individual whose personal data is processed by the Services on behalf of a Client.
    2.3. “Personal Data” means any information that identifies, relates to, describes, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual or household.
    2.4. Data Controller determines the purposes and means of processing Personal Data.
    2.5. Data Processor processes Personal Data on behalf of a Data Controller.
    2.6. Our Dual Roles:
    a) Data Processor: For our Clients, we act as a Data Processor. We process Client Employee Data strictly according to the Client’s instructions as set forth in our service agreement with the Client. The Client is the Data Controller for this data and is solely responsible for its accuracy, legality, and for obtaining all necessary consents from its employees.
    b) Data Controller: For Personal Data we collect from visitors to our Site, potential clients, and business contacts for our own commercial purposes (e.g., marketing, sales, client support), we act as the Data Controller.
  2. Information We Collect
    3.1. Information We Process as a Data Processor (Client Employee Data):
    This data is provided by our Clients or by you, the employee, at the Client’s direction, and is essential for us to provide payroll services. This includes, but is not limited to:
  • Identifiers: Full legal name, home address, personal email address, telephone number, date of birth, Social Security Number (SSN), driver’s license or state ID number.
  • Financial Information: Bank account and routing numbers for direct deposit, salary/wage information, bonus and commission data, tax withholding information (e.g., W-4 forms), garnishment orders.
  • Employment Information: Employee ID, hire date, termination date, job title, department, work location, hours worked, vacation and sick leave balances.
  • Benefits Information: Contributions to retirement plans (e.g., 401(k)), health savings accounts (HSA), and other pre-tax or post-tax deductions.

3.2. Information We Collect as a Data Controller:

  • Business Contact Information: When you request a demo, contact support, or register on our Site, we collect your name, company name, business email address, business phone number, and job title.
  • Multi-Factor Authentication (MFA): To enhance the security of your account, we use a third-party service provider (Twilio) to facilitate multi-factor authentication. When you enable this feature, we will collect and process your mobile phone number solely for the purpose of sending authentication codes via SMS. This phone number is stored securely and is not used for marketing purposes.
  • Technical Information and Log Data: When you visit our Site, we automatically collect information sent by your browser or device. This may include your computer’s Internet Protocol (IP) address, browser type and version, the pages of our Site that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.
  • Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track activity on our Site and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.
  • Payment Information: For Clients, we collect billing information necessary for processing payments, which may include credit card numbers, billing address, and other financial data. This information is processed directly by our secure third-party payment processors.
  1. How We Use Your Information
    4.1. Purposes as a Data Processor (For Client Employee Data):
    We use this data solely to provide the Services as instructed by our Clients, which includes:
  • Calculating wages, deductions, and net pay.
  • Processing and facilitating direct deposits via ACH.
  • Preparing, filing, and remitting payroll taxes to federal, state, and local authorities.
  • Generating and delivering electronic pay stubs and year-end tax forms (e.g., W-2, 1099).
  • Administering wage garnishments and other legal deductions.
  • Providing time and attendance tracking and reporting.
  • Enabling employee self-service portal functionality.

4.2. Purposes as a Data Controller (For Our Business Operations):

  • To Provide and Maintain Our Site and Services: To create and manage your account, provide customer support, and operate our business.
  • For Communication: To contact you with informational messages, service-related notices, and responses to your inquiries.
  • For Marketing: To send you marketing communications about our products and services, in accordance with your preferences. You can opt-out at any time.
  • For Security and Account Authentication: To protect your account through security features like multi-factor authentication (MFA), including sending one-time codes via SMS through our service provider, Twilio.
  • For Improvement and Analytics: To understand and analyze how you use our Site and Services to improve functionality and user experience.
  • For Security and Fraud Prevention: To monitor and protect the security of our Site and Services, detect and prevent fraud, and address other malicious activities.
  • To Comply with Legal Obligations: To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.
  1. How We Share and Disclose Information
    WE DO NOT AND WILL NOT SELL CLIENT EMPLOYEE DATA OR THE PERSONAL DATA OF OUR BUSINESS CONTACTS.

5.1. Disclosures of Client Employee Data (As a Processor):
We disclose this data only as directed by the Client or as necessary to provide the Services:

  • To the Client (The Employer): All data pertaining to an employee is accessible to the authorized representatives of that Client.
  • To Government Agencies: As required by law, we disclose data to the IRS, state tax agencies, and other regulatory bodies for tax filing and compliance purposes.
  • To Financial Institutions: We transmit banking information to our regulated payment processing partners, including our designated ACH/direct deposit processor to facilitate direct deposit payments.
  • To Service Providers (Sub processors): We engage specialized vendors who help us provide the Services (e.g., cloud hosting infrastructure (Azure), tax calculation software providers, payment processors, customer support platforms. These vendors are contractually bound to strict data protection, confidentiality, and security terms.
  • For Legal Reasons: We may disclose information if we believe in good faith that such action is necessary to (I) comply with a legal obligation, (ii) protect and defend our rights or property, (iii) prevent or investigate possible wrongdoing in connection with the Services, (iv) protect the personal safety of users of the Services or the public, or (v) protect against legal liability.

5.2. Disclosures for Our Business (As a Controller):
We may share business contact and technical information with our service providers for analytics, marketing, and operational purposes, under strict confidentiality agreements.

5.3. Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or sale of all or a portion of our assets, your information may be transferred as a business asset.

  1. Data Security: Our Commitment and Your Acknowledgement
    we implement a comprehensive, defense-in-depth security strategy involving administrative, technical, and physical safeguards designed to protect the confidentiality, integrity, and availability of Personal Data. These measures include, but are not limited to:
  • Password Encryption: Passwords are encrypted in transit using (PBKDF2).
  • Access Controls: Strict role-based access controls, mandatory multi-factor authentication (MFA) for administrative access, and principle of least privilege.
  • Network Security: Stateful firewalls, intrusion detection/prevention systems, and regular security monitoring and threat intelligence.
  • Policies and Training: Comprehensive internal data security policies and mandatory privacy and security training for all employees.
  • Business Continuity: Secure, geographically redundant data backup and disaster recovery procedures.

YOUR ACKNOWLEDGEMENT: NO SYSTEM CAN BE COMPLETELY SECURE. YOU EXPRESSLY ACKNOWLEDGE AND AGREE THAT THE TRANSMISSION OF DATA OVER THE INTERNET IS INHERENTLY INSECURE, AND WE CANNOT AND DO NOT GUARANTEE THE ABSOLUTE SECURITY OF YOUR DATA. YOU PROVIDE DATA AT YOUR OWN RISK.

  1. Data Retention
    We retain Personal Data only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy any legal, accounting, or reporting requirements. Our retention practices are guided by:
  • Our Contract with the Client: We retain Client Employee Data for the duration of our service agreement and for a reasonable period thereafter as required for legal and regulatory compliance.
  • Legal Obligations: U.S. federal and state laws require the retention of payroll and tax records for specific periods (e.g., the Fair Labor Standards Act requires payroll records to be kept for at least three years).
  • Business Needs: We retain business contact information for as long as we have an ongoing relationship with you or your company, or as needed for legal and marketing purposes.

Upon expiration of the retention period, data is securely deleted or anonymized.

  1. Your Privacy Rights
    Your rights depend on your relationship with us.
  • If you are a Client Employee: Your personal data is controlled by your Employer. Please direct any requests to access, correct, or delete your data to your company’s HR or payroll department. We will assist our Clients in fulfilling these requests as required by our data processing agreements with them, but we cannot directly action employee requests without the Client’s authorization.
  • If you are a Client or Website Visitor: Depending on your jurisdiction, you may have the right to:
    • Access the personal data we hold about you.
    • Correct inaccurate or incomplete data.
    • Delete your personal data, subject to certain exceptions.
    • Opt-Out of receiving our marketing communications.
    • Data Portability, to receive your data in a structured, machine-readable format.
    • Object to or restrict certain processing activities.
    • Not be discriminated against for exercising your rights.

To exercise any of these rights, please submit a verifiable consumer request to us by emailing Info@eworkforcepayroll.com. We will respond in accordance with applicable law. We may need to verify your identity before processing your request.

  1. State-Specific Privacy Disclosures
    9.1. California Consumer Privacy Statement
    This section supplements our Privacy Policy for California residents and applies solely to consumers who reside in the State of California.
  • Categories of Personal Information Collected: In the preceding 12 months, we may have collected the following categories of personal information: Identifiers; California Customer Records personal information categories; Commercial information; Internet or other electronic network activity information; and Professional or employment-related information.
  • Business Purposes for Use: We use this information for the business purposes outlined in Section 4 of this Policy, including performing services, security, debugging, short-term transient use, and internal research.
  • Disclosure for a Business Purpose: We may have disclosed the above categories of personal information to third parties for business purposes, such as with service providers and data analytics providers.
  • No Sale or Sharing: We do not sell or share personal information for cross-context behavioral advertising as those terms are defined under the CCPA/CPRA.
  • Retention: We retain each category of personal information as described in Section 7 of this Policy.
  • Your California Rights: You have the right to know, correct, and delete your personal information, and to not be discriminated against. To exercise these rights, see Section 8.

9.2. Colorado, Connecticut, Utah & Virginia Consumer Privacy Statement
This section supplements our Privacy Policy for residents of Colorado, Connecticut, Utah, and Virginia.

  • Your Rights: You have the right to: confirm whether we process your personal data; access, correct, or delete your data; obtain a portable copy; and opt-out of the processing of your personal data for targeted advertising.
  • Appeal Process: If you are a Colorado, Connecticut, or Virginia consumer and we refuse to take action on your request, you may appeal our decision within a reasonable period after receiving notice of the refusal by contacting us at Info@eworkforcepayroll.com.

9.3. Nevada Privacy Rights
E WORKFORCE PAYROLL INC. does not currently sell your “covered information” as defined under Nevada law (NRS 603A). Nevada residents may submit a verified request to opt-out of any future sales by contacting us at Info@eworkforcepayroll.com.

  1. International Data Transfers
    E WORKFORCE PAYROLL INC. is headquartered in the United States. Your Personal Data may be transferred to and processed in the United States and other destinations outside your country of residence. The data protection laws of these countries may differ from those in your country. By using our Services, you consent to this transfer, storing, and processing.
  2. Changes to This Privacy Policy
    We may update our Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the “Last Updated” date. We may also provide notice to you through other means, such as via email. Your continued use of the Services after the effective date of the revised Privacy Policy constitutes your acceptance of the terms.
  3. SMS/Text Messaging for Authentication

To enhance the security of your account, we offer multi-factor authentication via SMS text messages. By choosing to use this feature, you expressly consent to receive automated text messages from us for the sole purpose of identity verification.

  • Information We Collect and Use: We use your mobile phone number solely to send authentication-related messages, such as One-Time Passcodes (OTP).
  • Message Frequency: The frequency of messages is variable and depends entirely on your use of the login feature for our Services.
  • Supported Carriers: Supported carriers include, but are not limited to, AT&T, T-Mobile, Verizon, and Sprint. Carrier support may change, and we are not liable for delivery delays or failures.
  • Costs: Message and data rates may apply, depending on your mobile carrier and service plan. You are solely responsible for any such charges.
  • Opt-Out: You can opt-out of receiving authentication SMS messages at any time by replying STOP to any message you receive from us. Please note that opting out will disable the SMS-based multi-factor authentication feature for your account, which may reduce its security.
  • Support: For assistance with the SMS service, you can reply HELP or contact us directly at info@eworkforcepayroll.com.
  1. Contact Us
    If you have any questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us at:

E WORKFORCE PAYROLL INC.
93 Christiana RD
New Castle, DE 19720
Email: Info@eworkforcepayroll.com

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