This baseline policy should be reviewed by counsel before accepting broad production use or enterprise customer contracts.
Overview
WageDocket provides certified payroll workflow software for contractors and construction payroll teams. This Privacy Policy explains how we collect, use, protect, and share information when you visit our website, join the waitlist, use the application, contact us, or otherwise interact with WageDocket.
WageDocket is not a payroll processor, tax preparer, law firm, or government filing portal. Our product helps users import payroll data, validate certified payroll requirements, generate export artifacts, record external submissions, and maintain an audit trail.
Information We Collect
Website and waitlist information: name, email address, company name, employee count, state, message content, and related technical information such as IP address, browser, and request metadata.
Account and organization information: user names, email addresses, roles, organization names, company settings, contact details, certifying official details, contractor registration identifiers, and related configuration data.
Payroll workflow information: employee and worker identifiers, names, addresses, phone or email fields when provided, SSN last four digits or DOB fallback where needed for filing workflows, wage classifications, apprentice status, demographic fields required by supported filing workflows, hours, rates, gross wages, deductions, net pay, fringe or supplemental benefit details, project details, payroll numbers, signature records, artifacts, submission records, and audit events.
Support information: messages, attachments, diagnostic details, and any other information you choose to provide when requesting help.
How We Use Information
We use information to operate WageDocket, authenticate users, manage organizations, process imports, validate payroll workbooks, generate certified payroll artifacts, record external submission details, provide support, improve the product, prevent abuse, secure the service, and communicate about account or product matters.
For waitlist submissions, we use the submitted information to evaluate beta fit, contact you about WageDocket access, and respond to questions.
Data Minimization
We try to collect and retain only the information needed to provide the product, support users, maintain compliance records, secure the service, and meet legal or contractual obligations. Certified payroll workflows can require sensitive employee and wage data, so users should avoid uploading information that is not needed for the relevant workbook, project, artifact, or submission record.
Where possible, WageDocket uses limited identifiers such as worker IDs, SSN last four digits, or DOB fallback fields instead of full Social Security numbers. Users should not upload full SSNs unless a specific workflow explicitly requires them.
How We Share Information
We do not sell personal information. We do not submit filings directly to government portals unless that capability is separately implemented and disclosed.
We may share information with service providers that help operate the product, such as cloud hosting, object storage, email delivery, logging, security, and support tools. These providers are used only to support WageDocket operations.
We may disclose information if required by law, legal process, government request, security investigation, or to protect the rights, property, or safety of WageDocket, our users, or others.
Data Security
We use administrative, technical, and physical safeguards intended to protect information handled by WageDocket. These include HTTPS, security headers, restricted SSH access, access controls, role-based permissions, private infrastructure networking, local database backups with restore validation, audit trails, and limited production access.
Our baseline security program is informed by public guidance from the Federal Trade Commission, New York SHIELD Act guidance, and New Jersey breach-notification practices. We assess reasonably foreseeable risks, limit service-provider access, protect transmission and storage, test restore procedures, and adjust safeguards as the product and business change.
No internet service can guarantee perfect security. Users are responsible for using strong passwords, limiting account access to authorized personnel, reviewing generated artifacts, and keeping exported files secure after download.
AI-Assisted Features
If AI-assisted import or workflow guidance is enabled, WageDocket may send limited, sanitized context to an AI provider to generate assistive recommendations. The product is designed to redact obvious sensitive fields such as SSNs, birth dates, addresses, phone numbers, emails, tokens, passwords, and secrets before AI requests.
AI guidance is assistive only. WageDocket validation, generated artifacts, user review, and official agency requirements remain authoritative. Users should not paste unnecessary personal, payroll, or confidential business information into AI prompts.
Data Retention
We retain account, organization, payroll workflow, artifact, submission, and audit information for as long as needed to provide the service, comply with legal or contractual obligations, resolve disputes, maintain compliance records, and enforce our agreements.
Waitlist and marketing contact information may be retained until you ask us to delete it or until it is no longer needed for the purposes described in this policy.
Backup files are retained for operational recovery and may contain the same categories of data stored in the production database. Local backups are rotated on a short schedule unless a longer retention period is needed for security, legal, or operational reasons.
Security Incidents
If we discover a security incident that may involve personal information, we will investigate, take steps to contain and remediate the issue, preserve relevant records, and provide legally required notices. Depending on the facts, this may include notices to affected organizations, individuals, law enforcement, regulators, or other required parties.
Users must notify us promptly at hello@wagedocket.com if they suspect unauthorized access to their WageDocket account, organization, artifacts, exports, or credentials.
Your Choices
You may request access, correction, or deletion of certain information by contacting us. Some records, including audit trails, generated artifacts, and compliance records, may need to be retained where required for legal, security, or business purposes.
You can opt out of non-essential marketing communications by contacting us at hello@wagedocket.com. Transactional account, security, and service messages may still be sent when needed to operate the product.
Children
WageDocket is a business software product and is not intended for children. We do not knowingly collect personal information from children.
Changes
We may update this Privacy Policy as the product, law, or our practices change. The updated version will be posted on this page with a new effective date.
Contact
Questions about this Privacy Policy or WageDocket data practices can be sent to hello@wagedocket.com.