This policy (“Policy”) explains how USPayrun (also known as RunPayroll and/or Business Online Payroll) handles, shares, and safeguards business, financial, and personal data (“USPayrun” or “we” or “us”). If you send, receive, or give information to USPayrun for the Services we provide to or for our clients (“Services”), this Policy covers it all. This includes information you give on this website and mobile apps (“Site”). This Policy can be found on the site’s home page and on every login page that asks for personally identifiable information.
We care about the safety of your data and the information you give us. We take reasonable steps to keep the information given to us by or on behalf of our clients or potential clients (“Clients”) and their employees, as well as information from people who visit our site (collectively “You” or “Your”) safe from loss, misuse, alteration, exposure, and deletion without permission. This Policy covers personal information that we collect, use, or share for our own reasons, as well as information that our clients give us as a Service provider. Both online and offline information is kept safe by it. Our clients may give us personal information about their present and potential employees, as well as the dependents and family members of those employees, in order for us to provide our services. We will only take and use Your personal information in ways that are allowed by our clients or that are in line with this policy. Other than what is written here, we do not give you access to personal information about you. People who have shared or sent personal information through the Sites do not get that information from us or sell it to other companies for their own marketing needs.
There may be links to other pages on this site. Users should be aware when they leave our site and read the privacy rules of every site that collects information that can be used to identify them.
What Information is Collected
All the information we gather is just what we need to provide our Services, keep the Site running smoothly, make our Services better, and meet any legal or governmental needs.
Personal information that we might gather falls into the following groups:
- Contact information so that we can get in touch with you or provide the Services
- Account information that is needed to process payments and provide other services
- It is necessary for the Services to have financial and bank account details.
- Last name, date of birth, Social Security number, address, email address, phone number (including cell phone number), and any other information needed to provide the Services.
- Credit card, debit card, or payment card information if it will be used for billing Credit or debt history about creditworthiness or credit history, with the right details
- Information about past jobs and applications sent through our hiring and applicant tracking service
- Geolocation information, such as Your IP address, in order to provide Services or, if geolocation Services are turned on, to track your time and attendance.
- Other sensitive details that are needed to provide certain services
- There are forms on some pages of our site that you can fill out to get information about our goods or services or to get access to useful resources (like white papers and research documents) in exchange for your contact information. In order to fill out one of these forms, you might need to give contact details like your name, phone number, and/or email address. We are the only ones who can use this data. By giving us your contact information, you agree to get emails from us about our goods and services from time to time. You can stop getting our marketing emails whenever you want.
How Personal Information is Gathered and Sent
You may need to give us personal information in order to access or use certain information, features, or Services. The main ways that personal information is gathered, sent, or given are:
- We get information about you from applications, forms, webinars, surveys, and other places you use the Site or the Services
- From you when you use the Site or the Services
- If you give us feedback or comments, ask for information about our Services, or contact our customer service or support departments by phone, email, chat, or other means
- From consumer and business reporting agencies about your creditworthiness or credit history
- Between us and third-party vendors
- From information you post on social media.
How Personal Information is Used
This is how we might use your personal data:
- Help a present, potential, or former employer get the services, transactions, investments, payments, or benefits they want.
- Take care of and improve our site
- Make billing and collecting easier
- Get in touch with clients and customers to let them know about new services or goods or upcoming events. You can do this by texting them on their cell phones if they give you their permission.
- Market our services to customers and clients or for checking how we connect with each other
- Find scam or theft or for other safety reasons
- Follow the rules for law, reports, and regulations
- Take care of, handle, or service accounts
- Offer help or customer service
- Check the customer’s name and make sure they are allowed to receive services, information, and goods.
- Do research and come up with ways to make technology better.
- As part of our Services, we can send financial messages.
- Make our services better, better, or better
- Take care of our Site or Services’ quality and safety maintenance
- For other reasons that are legal and in line with this Privacy Policy
- In any other way we may list when you give us the information or give us permission to use it
Parties or Groups With Whom Information May Be Shared
Information is shared so that we can provide the Services that our clients have asked for, run our business, or do what we need to do to handle Your account correctly and quickly. We might give information to these groups:
- Affiliates, partners, or parent companies of ours
- For government departments to meet legal, reporting, and regulatory needs
- Lawyers, accountants, and auditors
- Our employees, affiliated companies, subsidiaries, contractors, agents, and third-party partners and vendors to do work related to your account, offer more services, do research to see if you are qualified for future services, collect amounts owed, or run our business.
- Outside companies that offer services that you can sign up for on our website or through our services
banking and broking firms to handle transactions linked to payroll and/or securities - To someone who buys or takes over our business in the event that we merge, sell, reorganize, dissolve, or sell or transfer some or all of our assets, whether we are still in business or as part of bankruptcy, liquidation, or a similar process, and personal information held by us is one of the assets transferred. This includes credit bureaus and other similar organizations, as well as law enforcement or government officials.
- We may share information if the law says we have to or if we think it’s necessary to do so in order to follow any court order, law, or legal process, or if it’s part of an investigation into crime, an audit, or an examination.
Health and welfare workers who help people get benefits - As part of offering goods and services and running day-to-day businesses, companies use cloud providers, customer management tools, security providers, and other similar services.
- Any other company we tell you about when you give us your information or that you give us permission to work with
Cookies, Spotlight Images, or Web Beacons
For as long as You are on our site, we may send a piece of information called a “cookie” to your browser. Cookies store information that makes things easier for users, like lowering annoying messages, keeping track of different versions of helper tools, and remembering how users like things to be displayed. Users who reject the cookie will still be able to look around the Site but not use our online application.
Session cookies let us limit pop-up windows to a single browser window at a time. We use Java coding along with cookies and “spotlight images” or “web beacons” to keep track of how many people visit our site and how many people respond to our emails. A “spotlight image” or “web beacon” is a clear GIF or 1-by-1 pixel picture that can read certain types of information from your computer, like your cookie number, the time and date you viewed a page, or when you were. If you don’t want to accept cookies, you can turn off that feature in your computer browser.
During your engagement, a Service may automatically gather data from what you do or your device, such as:
- Information about your computer, device, and connection, like the type and version of browser you’re using, the operating system and any other software you have loaded on it, the mobile platform and unique device identifier, as well as technical identifiers like IP addresses, error reports, and performance data
- Usage data includes things like features, settings, date and time stamps, and the pages a person visits.
Third parties, like Google Analytics, Marketo, and Pardot, may also serve cookies on our site. This helps us track how many people visit, figure out how they behave, and show them more relevant ads. You can read more about how these third parties use information from sites that use their service by going to their privacy rules.
If you don’t want this information to be tracked, you can use a web browser that has “Do Not Track” feature or go to a site like the Digital Advertising Alliance Consumer Choice Page and choose not to be tracked. Visit (http://www.aboutads.info/choices) choices to learn more.
If you are just looking around our sites, we send information about your computer and the pages you visit to us. This information can be used in a group. This kind of data is also known as clickstream data or movement data. We study, analyze, and report on this data so that we can improve our Sites’ layout, page structure, and page content so that people can find information faster and get more out of our Sites when they do find what they are looking for. You may also be tracked as you use our Site’s pages and content. This information is used to show you more relevant content and make Site suggestions.
If you don’t want to share information about your visit, you can do the following while you’re on our site:
- Before visiting our site, make sure that cookies are turned off in your browser. You can also choose not to fill out any web forms on our site or sign up for or buy any of our goods or services.
- You can choose not to “opt-in” to some of the programs on our sites
- You can choose not to fill out any polls on our site.
Data Retention
We keep personal information for as long as it takes to provide the Services and complete the transactions that Clients ask us to do or that we do on their behalf. We also keep it for other important reasons, like meeting our legal obligations, keeping business and financial records, resolving disputes, keeping things safe, finding and stopping fraud and abuse, upholding our agreements, and any other important business reason.
How to Use Non-Personal Information That Is Collected
It’s possible for us to gather broad, non-personal statistical data about the people who use our Site and Services in order to learn more about how they use our Site and how they interact with our Services. We may also remove or group together some personal data we get from or about people who use our Site and Services. We are not limited in how we use or share this information.
Children Under 13 Years of Age
Because we care about kids’ privacy, we don’t use any personal information from kids younger than 13 that we know of. Please be aware that if we find out that we have personal information on a child younger than 13, we will get rid of it.
All the information about dependents that is needed to sign up for benefits is usually given by the employee or supervisor and is kept safe according to this Policy.
Your California Privacy Rights
Under California Civil Code 1798, people who live in California and have a business relationship with a third party can ask for information about how their personal information is shared with third parties for direct marketing reasons. If you live in California and want more information, please get in touch with your service provider.
Communication Preferences
You can tell us you no longer want to receive our marketing emails by following the unsubscribe steps at the bottom of any email we send you. This is true even if you chose to receive them or provided us with your contact information in some other way. Also, to follow the rules of the CAN-SPAM Act, we include our real mailing address in all marketing emails so that people can write to us or opt out of receiving emails.
If we don’t have enough information to handle your request, we may get in touch with you to ask for more details or information.
Security
We keep your information safe by taking reasonable steps to keep it private, correct, and accessible. We also keep investing in our award-winning security features, such as physical and personnel security, system security, access control, and monitoring, data backup and business continuity management, and vulnerability and intrusion detection. In particular, we:
- Keep rules and guidelines for who can physically and mentally access our offices, systems, and records.
- Use physical, electronic, and procedural safety measures that are in line with best practices in the business.
- Use backups, virus protection and monitoring, firewalls, and other computer hardware and software to keep your information safe from people who shouldn’t have access to it or who might change it.
- Protect private data sent over the internet by encrypting it. Only allow employees who have a business reason to know to see client information. This can be done through official approval processes, access controls, and internal auditing.
- require our new workers to take information security training when they start working for us and then every year after that. They must also use what they’ve learnt on the job every day.
- Give our workers ongoing training and education about best practices for security, such as internal phishing simulations for testing and learning.
- Use cutting edge tools to back up and restore your data.
- Regular security risk assessments and internal audits are ways to make sure that rules are being followed.
There are steps and tools that we use to help protect the safety and integrity of Your information, but You are also responsible for keeping it safe and secure. You can ask us for account information that lets you get into certain parts of our Site or Services, or we can give it to you. You are the only one who can keep Your account information and the information and services you can access through Your account and the Site safe and private. You may not give or sell your account information to anyone else unless you are authorised to do so. If you think someone is using your account fraudulently or abusively, or if you lose, have your credentials stolen, or have had them hacked in any way, you should change your credentials right away and let us and your workplace know.
It’s too bad that sending information over the internet isn’t completely safe. We do our best to keep Your personal information safe, but we can’t promise that the information you send us will be safe. It is your own risk to send any sensitive information. If you get around any of the Site’s privacy settings or security steps, you are not responsible to us.
Changes to This Privacy Policy
This Policy may be changed from time to time if laws change, technology changes, our privacy practices change, or we find new ways to use your information that weren’t covered in this Policy. Changes take place as soon as they are posted, and if you continue to use this site or our services, that means you agree to the changes. Please look over this Policy often.
Contact Information
If You have any comments, concerns or questions about this Privacy Policy, please contact USPayrun at:
Last Updated October 2, 2024