Sign in
Effective version 2026-09-09

Data Retention Summary

How ZentroPayroll determines retention periods for payroll, tax, account, security, consent, and support records.

Pre-production legal draftThis document must be approved by qualified counsel before live payroll, paid subscriptions, or public commercial launch. Production readiness remains blocked until that approval is recorded.

Retention principles

We retain information only for an active service need, a documented client instruction, security and reconciliation, dispute handling, or an applicable legal obligation. Retention is assigned by data category, system of record, legal owner, deletion method, and any hold that temporarily prevents deletion.

Payroll and tax baseline

IRS guidance generally requires employers to retain employment tax records for at least four years. The U.S. Department of Labor generally requires payroll records for at least three years and records supporting wage calculations for two years under the FLSA. State, local, contractual, litigation, audit, correction, and agency requirements can require longer retention. ZentroPayroll therefore applies the longest applicable approved rule rather than deleting a payroll record solely because one baseline period ended.

Other record categories

  • Account, role, and tenant records are retained while needed to administer the service and for a limited period after closure.
  • Policy acceptances, payroll approvals, provider events, security events, and accounting delivery evidence are retained to prove authorization, integrity, and reconciliation.
  • Expired tokens and sessions are invalidated promptly; their security evidence may remain for the approved security-log period.
  • Support, privacy, accessibility, and complaint records are retained according to the request type and applicable response or dispute period.
  • Backups age out under the approved backup schedule unless a documented legal or incident hold applies.

Deletion, return, and holds

At service termination, data is returned or deleted according to the customer agreement, provider capabilities, and legal requirements. A verified rights request is applied to systems where ZentroPayroll controls deletion; employer-controlled payroll requests are coordinated with the employer. Deletion may be delayed for required tax, wage, fraud, security, payment, or legal records, and the reason will be explained where required.