FieldPay
Privacy Policy
1. Who We Are
FieldPay ("FieldPay," "we," "our," or "us") is a payroll processing service serving agricultural and construction businesses in California. We provide payroll calculation, tax withholding, timecard management, and pay stub generation services through our software platform.
2. Information We Collect
We collect information necessary to process payroll and comply with federal and California tax law:
From contractors and employers:
- Business name and Employer Identification Number (EIN)
- Contact information (name, email, phone)
- Tax rates and workers' compensation insurance rates
From employees (provided by your employer):
- Full legal name, home address, Social Security Number
- Employment information: hire date, hourly rate, job classification
- Federal W-4 and California DE-4 withholding elections
- Workers' compensation classification code
From foremen and timecard users:
- Name, email address, and hashed password
- Timecard entries: hours worked, job codes, work dates, locations
Usage and technical data:
- Login timestamps and IP addresses (for security purposes)
- Browser type and device information
3. How We Use Your Information
- Calculate gross wages, overtime, piece-rate pay, and net pay
- Calculate and apply federal and California tax withholdings
- Generate pay stubs and paycheck records
- Calculate employer payroll tax obligations (Social Security, Medicare, FUTA, SUI, ETT, Workers' Compensation)
- Provide payroll history, tax liability summaries, and reporting to authorized users
- Secure accounts and detect unauthorized access
- Comply with federal and California recordkeeping requirements
4. How We Share Your Information
We do not sell your personal information to third parties.
Service providers: Payroll records and pay stub PDFs are stored on Amazon Web Services (AWS S3) using encrypted storage. AWS processes data on our behalf and is subject to their data processing agreements.
Authorized employer representatives: Payroll data is accessible to the contractor or employer who engaged FieldPay on behalf of their employees, and to FieldPay administrative staff for support and processing purposes.
Legal requirements: We may disclose information when required by law, court order, or lawful request from tax authorities (IRS, California EDD) or other government agencies.
5. Data Retention
Payroll records are retained for a minimum of four (4) years in accordance with California and federal recordkeeping requirements. Employee personal information is retained for the duration of the employment relationship and for the legally required period thereafter.
You may request deletion of personal data that is not subject to legal retention requirements by contacting us at the address below.
6. Security
We implement reasonable technical and organizational safeguards to protect your information, including:
- Encrypted storage on AWS S3 (private bucket, no public access)
- Passwords stored using industry-standard hashing (never in plain text)
- Access controls limiting data access to authorized personnel and account holders
- Network-level restrictions limiting database access to the application server only
- HTTPS encryption for data in transit
No method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security of your information.
7. California Privacy Rights (CCPA)
If you are a California resident, you have the right to:
- Know what personal information we collect about you and how it is used
- Request deletion of your personal information, subject to legal retention requirements
- Non-discrimination for exercising your privacy rights
To exercise these rights, contact us at the address in Section 10. Note: As a payroll service provider operating under contract with your employer, much of the personal information we process is collected and used to fulfill that contractual and legal obligation, which may limit certain CCPA rights.
8. Children's Privacy
Our services are intended for use by businesses and their adult employees. We do not knowingly collect personal information from individuals under the age of 18.
9. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify affected parties of material changes by email or through the platform. Continued use of our services after notice of changes constitutes acceptance of the updated policy.
10. Contact Us
For privacy-related questions or to exercise your California privacy rights, contact:
FieldPay
[Address TBD]
[City, CA ZIP TBD]
Email: privacy@fieldpay.net