Privacy Notice

1. Scope and roles

This notice covers ZentroPayroll websites, accounts, support, payroll workflows, and connected accounting services. For employer payroll data, the employer client generally decides why and how worker data is used and ZentroPayroll processes it to provide the service. For account administration, security, billing, and product operations, the ZentroPayroll operator may determine the processing purpose.

2. Information we collect

• Account data: name, work email, company, password hash, verification status, role, policy acceptance, and session/security records.
• Employer data: legal and trade names, workplaces, pay schedules, authorized contacts, subscription, and provider identifiers.
• Worker and payroll data: worker profile, employment classification, compensation inputs, payment preference, payroll totals, taxes, benefits, deductions, reimbursements, payment status, and filing/requirement status.
• Integration data: organization and account identifiers, approved account mappings, journal payloads, synchronization state, and encrypted credentials.
• Technical data: IP-derived security fingerprints, timestamps, request logs, device/browser information provided by infrastructure, and audit events.
• Support data: messages, attachments, correction requests, and communications.

Sensitive onboarding details such as bank information, tax identifiers, and identity documents should be collected in the designated hosted payroll-provider experience when available, rather than stored in general support messages.

3. Sources and purposes

We receive information from clients and their users, workers they administer, payroll infrastructure providers, Stripe billing, ZentroBooks connections, email delivery services, and hosting/security systems. We use it to verify accounts; isolate tenants; authorize roles; configure, calculate, fund, and monitor payroll; support filings and payments; bill clients; create client-approved accounting entries; prevent misuse; respond to support; meet legal obligations; and improve reliability.

4. Disclosure and subprocessors

Information may be disclosed to service providers only as needed for their contracted function, including approved payroll infrastructure providers when activated, Stripe for SaaS billing, Amazon Web Services and Microsoft Azure for hosting, databases, secrets, networking, delivery, and logging, an operator-configured email provider, and ZentroBooks for client-authorized accounting sync. We may also disclose information to professional advisers, authorities when legally required, or a successor in a corporate transaction subject to appropriate protections. ZentroPayroll does not sell personal information or share it for cross-context behavioral advertising as those terms are commonly defined.

5. Retention and deletion

Account and tenant records are retained while the service relationship is active. Payroll, tax, payment, audit, consent, and accounting records may be retained longer to support statutory, contractual, dispute, security, and reconciliation needs. One-time tokens expire automatically; sessions expire or are revoked; obsolete credentials are replaced. At termination, data is deleted or returned according to the agreement and legal retention requirements. Backups age out under the applicable backup schedule.

6. Choices and rights

Depending on location, individuals may request access, correction, deletion, portability, or information about processing and may appeal or complain to an authority. Workers should generally submit payroll-record requests through their employer, which controls the employment relationship. We verify request identity and authority before acting and may retain data where legally permitted or required. Marketing communications include opt-out controls; operational payroll and security messages are not marketing.

7. California notice at collection

At or before collection, the categories and purposes are those listed in Sections 2 and 3. Categories may include identifiers, customer records, commercial/subscription information, internet or network activity, professional or employment-related information, financial/payroll information, and inferences used only for accounting suggestions or security. Retention follows Section 5. California residents may exercise applicable access, correction, deletion, and opt-out rights without discriminatory treatment.

8. Security, children, and changes

We use layered safeguards described in the Security Overview, but no system is risk-free. The service is for businesses and authorized adult users, not children. Material notice changes will be posted with a new effective version and, where required, sent electronically or presented for renewed acceptance.