Effective July 25, 2026 · Last updated July 25, 2026
PaycheckHQ ("PaycheckHQ," "we," "us," or "our") provides payroll, tax filing, HR, and employee self-service software. This Privacy Policy explains what information we collect through our website, employer dashboard, employee portal, and API, how we use and share it, and the choices available to you.
This policy applies to three groups of people: employers (the businesses that sign up for and administer PaycheckHQ), employees (people paid through an employer's PaycheckHQ account), and agency partners (accountants and HR firms that manage payroll for multiple client businesses under white-label arrangements). Where our practices differ between these groups, we say so below.
Name, work email, phone number, company name, and password (stored as a salted hash, never in plain text) when an employer or agency creates an account.
To run payroll and file taxes, employers submit sensitive information on behalf of themselves and their employees, including:
We treat SSNs, TINs, and bank account numbers as highly sensitive data: encrypted at rest and in transit, access-logged, and never included in analytics or marketing exports.
IP address, browser type, device identifiers, pages visited, and timestamps, collected automatically when you use our website or product, primarily for security and product-improvement purposes.
Information you provide when you contact support by phone, chat, or the contact form, including the content of your message and any files you share with us.
We use industry-standard security controls including encryption in transit (TLS) and at rest, role-based access controls, multi-factor authentication for account access, and continuous monitoring. Every action taken on payroll and employee records is logged in a tamper-evident audit trail. No system is completely secure, and we encourage you to use a strong, unique password and enable multi-factor authentication on your account.
We retain payroll, tax, and employment records for as long as required by applicable federal and state law — generally a minimum of seven years for payroll and tax records, consistent with IRS and Department of Labor recordkeeping requirements. Account and usage data is retained for as long as the account is active, plus a limited period afterward for legal, tax, and dispute-resolution purposes, after which it is deleted or anonymized.
Depending on your location, you may have the right to access, correct, export, or request deletion of your personal information, and to opt out of certain processing. California, Virginia, Colorado, Connecticut, and other states have enacted comprehensive privacy laws that grant residents specific rights over their personal data.
To exercise a privacy right not available in-product, contact us using the details in Section 12. We will verify your identity before fulfilling any request involving payroll or tax data.
PaycheckHQ is intended for use by working adults and businesses. We do not knowingly collect personal information from children under 16. If we learn we have collected such information, we will delete it.
PaycheckHQ is designed for United States payroll and tax compliance and is intended for use within the United States. If you access our services from outside the U.S., your information will be transferred to and processed in the United States.
We may update this Privacy Policy from time to time. If we make material changes, we will notify employers by email and update the "Last updated" date above. Continued use of PaycheckHQ after a change takes effect constitutes acceptance of the updated policy.
Questions about this Privacy Policy or how we handle your data can be sent to privacy@paycheckhq.com, or through our contact page. You can also reach our support team at (877) PAY-CHQHQ, Monday–Friday, 8am–8pm ET.
Looking for the terms that govern your use of PaycheckHQ?
Read the Terms of Service →