Privacy Policy for Diocese of Austin Use of Paylocity


 

Effective Date: June 1, 2025
Last Updated: June 1, 2025


 

1. Introduction

The Diocese of Austin ("the Diocese," "we," "our," or "us") respects the privacy of all employees, volunteers, contractors, and affiliated personnel ("you") whose personal information is processed in connection with our use of Paylocity, a third-party human capital management platform. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information when using Paylocity for HR, payroll, timekeeping, benefits, and related administrative purposes.


 

2. Information We Collect

In connection with our use of Paylocity, we may collect and process the following types of personal information:

  • Personal Identifiers: Full name, date of birth, Social Security number, employee ID, address, phone number, email address
  • Employment Information: Job title, department, work location, employment history, salary or wage information, timekeeping records, benefits elections
  • Financial Information: Direct deposit information, tax withholding details, compensation, and payroll data
  • Government Identifiers: Social Security number, driver’s license number (where required), tax documentation
  • Benefit and Leave Information: Health insurance elections, FMLA or other leave records, emergency contact information
  • Login and System Data: Username, password, login timestamps, and other activity related to system use

3. How We Use Your Information

We use your personal information in Paylocity to:

  • Process payroll and issue payments
  • Manage employee benefits and deductions
  • Maintain accurate HR records
  • Administer timekeeping and attendance
  • Fulfill legal and tax obligations
  • Communicate with you regarding employment-related matters
  • Ensure compliance with diocesan, state, and federal regulations

4. Information Sharing

Your information may be shared only under the following conditions:

  • With Paylocity: As our HR and payroll service provider, Paylocity has access to personal data only as necessary to perform contracted services on our behalf, under strict confidentiality and security obligations.
  • With Third-Party Benefit Providers: Information may be shared with health insurers, retirement plan administrators, or other benefit vendors for enrollment and claims purposes.
  • With Government Agencies: When required by law, such as tax reporting (e.g., IRS, SSA), unemployment filings, or court orders (e.g., wage garnishments).
  • Within the Diocese: Limited HR and administrative personnel may access data to perform necessary job functions.

We do not sell your personal information.

5. Data Security

The Diocese of Austin and Paylocity implement technical, administrative, and physical safeguards to protect your information against unauthorized access, disclosure, loss, or misuse. These measures include secure access controls, encryption, and regular system audits.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, comply with legal obligations, resolve disputes, and enforce our policies. Retention periods are determined based on diocesan guidelines, employment laws, and IRS requirements.

7. Your Rights

Depending on your location and applicable laws, you may have the right to:

  • Access to the personal information we maintain about you
  • Request corrections or updates
  • Request deletion (subject to legal and operational retention needs)

To exercise these rights, contact the Diocesan Human Resources Department (see Section 9).

8. Third-Party Links and Services

This policy applies solely to the use of Paylocity by the Diocese of Austin. It does not apply to other third-party websites or services that may be linked within Paylocity or Diocesan Communications.

9. Contact Information

If you have any questions about this Privacy Policy or how your information is used, please contact:

Human Resources Department
  Diocese of Austin
  6225 E US 290 HWY SVRD EB
  Austin, TX 78723
  Phone: (512) 949-2400
  Email: human-resources@austindiocese.org

 

10. Policy Updates

This Privacy Policy may be updated from time to time to reflect changes in our practices, legal requirements, or technology. Material updates will be communicated via email or through the Paylocity platform.