Privacy Policy
Last updated October 14, 2026. DRAFT — not yet in force.
This policy explains what Certify Wage LLC collects through CertifyWage, why, and the choices people have. It is written for three groups: the contractor companies that are our customers, the people who use the app on their behalf (office staff, foremen, subcontractor contacts), and the workers whose hours and pay appear on certified payrolls.
What we collect
- Account data: name, work email, phone, role, company name and address, and (if the company subscribes) billing status. Card numbers go directly to Stripe; we never see them.
- Worker payroll data entered by the customer: worker name, the last four digits of an identifying number, labor classification, hours by day, rates, gross and net pay, deductions, and apprenticeship status — the fields on Form WH-347. We do not collect full Social Security numbers and the Service rejects them where it can detect them.
- Field data: daily report text and photos; optional GPS coordinates when a foreman chooses to stamp an entry (controlled by the phone's location permission).
- Subcontractor submissions: the certified payroll files a subcontractor uploads, including the worker data on them.
- Technical data: IP address, browser or device type, timestamps, and an audit log of actions in the account (who changed what, when), kept for the customer's own records.
Why we use it
To provide the Service: build and check certified payrolls, collect subcontractor payrolls, keep the records the customer is required to keep, secure accounts, send invites and reminders the customer asked for, bill subscriptions, and support customers. We do not sell personal data, do not advertise, and do not use customer data to train AI models. Where a customer turns on automatic PDF reading, the PDF is sent to the AI provider the customer chose (using the customer's own key when provided) solely to extract the figures; that provider's terms govern its handling.
Who sees it
- The customer's own users, according to the roles the customer sets. A subcontractor sees only its own submissions and the job it was invited to.
- Service providers who host and operate the Service under contract: cloud hosting and database, file storage, email delivery, payment processing (Stripe), error monitoring. Each is bound to use data only to provide its service to us.
- Government agencies only when the customer itself submits a certified payroll to them, or when we are legally compelled.
Retention
Payroll records and audit trails are kept for at least three years after the related job is closed, matching the federal retention rule (29 C.F.R. § 5.5), then deleted on a schedule or on the customer's written instruction. Account data is deleted or anonymized within 30 days of a verified deletion request, except what must remain on retained payroll records.
Your choices
- Users can delete their own account from inside the app (Settings → Delete my account) or by email; this erases personal fields and disables the login.
- Workers whose data appears on a payroll should contact their employer, who controls that record; we will assist the employer.
- Subcontractors can ask the inviting contractor to deactivate their portal access at any time.
- Location and camera permissions are optional and controlled on the device.
Security
Data is encrypted in transit (TLS) and at rest. Passwords are hashed with Argon2; two-factor authentication is available and required for anyone who signs payrolls. Connector keys are encrypted with a key held separately from the database. Access is logged. Each customer's data is isolated from every other customer's by design and tested automatically.
Children
The Service is for businesses and is not directed to anyone under 18.
Changes and contact
We will post changes here and notify account owners of material changes. Questions: privacy@[domain]. Certify Wage LLC, [address].