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Privacy Policy
Trust, openness, and honesty are essential ingredients in any relationship, here's our promise to you.
Effective date: 27 October 2026
Who we are and what this policy covers
The Payroll Department Inc. ("The Payroll Department," "we," "us," or "our") provides payroll, payroll tax, time and attendance, and related human resources services to businesses from our office in Durango, Colorado. This Privacy Policy explains how we collect, use, share, and protect personal information through our website at payrolldept.biz (the "Site") and in providing our services.
We handle personal information in two roles:
- For our own purposes, when you visit the Site, contact us, or do business with us as a client or prospective client.
- On behalf of our clients, when we process payroll and time records for the employees and contractors of businesses that hire us. In that role we act as a service provider (or "processor") under our client agreements, and the employer decides how that information is used. If you are an employee of one of our clients, your employer's own privacy notices also apply to you.
By using the Site or our services, you acknowledge the practices described here. If you do not agree, please do not use the Site.
Information we collect
What we collect depends on how you interact with us.
| Who you are | What we collect | Where it comes from |
|---|---|---|
| Site visitor | IP address, browser and device type, pages viewed, referring site, dates and times of visits | Automatically, through cookies and server logs |
| Prospective client or contact | Name, business name, title, email, phone, and anything you write in a contact form or email | You |
| Client business | Business legal name, EIN, owner and officer details, bank account and routing numbers for payroll funding, tax account numbers, billing contacts | You and your authorized representatives |
| Employee or contractor of a client | Name, address, date of birth, Social Security number, pay rates, hours worked, deductions, tax withholding elections, direct deposit details, benefits elections, garnishment orders, and employment dates | Your employer, you (through our employee portal), and government agencies |
| Employee using a biometric time clock | A finger or face template used to verify identity at the clock, plus punch times and clock location | The time clock, at enrollment and each punch |
We do not knowingly collect information about health conditions, religion, or other sensitive categories, except as needed to process items such as benefits deductions or court-ordered withholding at an employer's direction.
How we use information
We use personal information only for the purposes below:
- To calculate, process, and deliver payroll, including direct deposits, paychecks, and pay statements
- To calculate, file, and pay payroll taxes and prepare W-2, 1099, and other required forms
- To record time and attendance and verify identity at time clocks
- To administer deductions, benefits, and garnishments at the employer's direction
- To set up and manage client accounts, bill for services, and provide customer support
- To respond to inquiries and send information you have requested
- To operate, secure, and improve the Site and our systems, and to detect and prevent fraud
- To comply with laws, regulations, court orders, and requests from government agencies
We do not use client employee data for our own marketing, and we do not sell personal information.
How we share information
We do not sell or rent personal information, and we do not share it for cross-context behavioral advertising. We share it only as follows:
- With your employer. Payroll and time records belong to the client employer, which can access them through our systems.
- With service providers. Payroll software and hosting providers (such as isolved), banks and ACH processors, check printing and delivery vendors, and IT and security vendors. They may use the information only to perform services for us, under written confidentiality and security obligations.
- With government agencies. The IRS, the Colorado Department of Revenue, the Colorado Department of Labor and Employment, other state and local tax agencies, and child support or garnishment authorities, as required to file and pay taxes and comply with orders.
- At an employer's direction. Benefits carriers, retirement plan administrators, and workers' compensation insurers that the employer has chosen.
- For legal reasons. When required by law, subpoena, or court order, or when needed to protect the rights, property, or safety of our clients, employees, or others.
- In a business transfer. If we are involved in a merger, acquisition, or sale of assets, information may be transferred subject to this Policy.
Biometric information from time clocks
Some clients use time clocks that verify employees by fingerprint or face. This section is our written biometric policy under the Colorado Privacy Act as amended by HB24-1130, in effect since July 1, 2025.
What is collected. The clock converts a finger or face scan into a numeric template. We do not store fingerprint or face images. The template is used only to confirm that the person punching in is the enrolled employee.
Notice and consent. The employer is responsible for notifying employees and obtaining their consent before enrollment. We provide clients with a consent form for this purpose. Employees may ask their employer about an alternative way to clock in, such as a PIN or badge.
No sale or other use. We never sell, lease, or trade biometric identifiers, and we do not use them for any purpose other than time verification. We disclose them only to the vendors that host and maintain the time clock system, or as required by law.
Retention and deletion. We permanently destroy a biometric identifier at the earliest of:
- When the employer tells us the employee has left or no longer uses the clock, or the purpose for collection is otherwise satisfied
- 24 months after the employee's last interaction with the clock
- 45 days after we determine the identifier is no longer necessary
Security incidents. Biometric data is encrypted in storage and transit. If we discover a security incident affecting biometric data, we will notify the affected employer promptly so that individuals can be notified as Colorado law requires, and we will follow our incident response plan.
Access and updates. Employees may ask their employer, or contact us, to review or re-enroll their biometric template.
Cookies and website analytics
The Site uses cookies and similar technologies to keep it working, remember your preferences, and understand how visitors use it. We use Google Analytics and HubSpot to measure traffic in aggregate. We do not use advertising cookies or allow third parties to track you across other sites for advertising.
You can block or delete cookies in your browser settings; some Site features may not work without them. We honor Global Privacy Control (GPC) browser signals as an opt-out of any sale or targeted advertising, although we do not engage in either.
Our client and employee portals are operated by our payroll software provider, and their sign-in pages are governed by that provider's privacy terms as well as this Policy.
Data security and retention
We protect personal information with administrative, technical, and physical safeguards designed for the sensitivity of payroll data. These include encryption in transit and at rest, multi-factor authentication, role-based access limited to staff who need it, employee confidentiality agreements and training, vendor security reviews, and a written information security program consistent with the FTC Safeguards Rule. No system is perfectly secure, so we cannot guarantee absolute security.
If a breach affects your personal information, we will notify you, or the employer that engaged us, as required by Colorado law (C.R.S. § 6-1-716) and other applicable law.
We keep personal information only as long as needed for the purposes in this Policy or as required by law. Payroll and tax records are generally kept for at least four years after the related tax filing, consistent with IRS and Colorado recordkeeping rules, or longer if a client agreement or legal hold requires it. Website analytics data is kept for 12 months. When information is no longer needed, we securely delete or destroy it.
Your privacy rights
Depending on where you live and how we hold your information, you may have the right to:
- Confirm whether we process your personal information and get a copy of it
- Correct inaccurate information
- Delete information, subject to legal retention requirements
- Opt out of the sale of personal information, targeted advertising, and certain profiling (we do none of these)
- Appeal our decision on your request
Employees of our clients. We hold your payroll and time records on behalf of your employer. Please send requests to your employer first; if you contact us, we will forward your request to them and assist as they direct. Some payroll records cannot be deleted because tax and wage laws require us to keep them.
How to make a request. Email info@payrolldept.biz or call (970) 259-6960. We will verify your identity before acting and respond within 45 days, extendable once by another 45 days when reasonably necessary. You may use an authorized agent with proof of authority.
Appeals. If we deny your request, you may appeal by replying to our decision with "Appeal" in the subject line. We will respond within 45 days. If you are not satisfied, you may contact the Colorado Attorney General.
We will not discriminate against you for exercising these rights.
Children's privacy
The Site is not directed to children under 13, and we do not knowingly collect information from them through it. We process payroll data for minors only when they are employees of our clients, at the employer's direction.
Changes to this policy
We may update this Policy from time to time. We will post the revised version here with a new effective date, and for material changes we will notify clients by email before they take effect.
Contact us
The Payroll Department Inc.
2530 Colorado Ave #2B
Durango, CO 81301
Email: info@payrolldept.biz
Phone: (970) 269-6960