Privacy Policy

Primary Health Solutions

1. Purpose

Primary Health Solutions ] (“the Organization”) is committed to protecting the privacy and security of personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard personal information, including information collected through electronic communications such as email, internet usage, and SMS/text messaging services administered through Paylocity.

2. Information We Collect

We may collect and process the following types of information:

• Employee and applicant information (name, address, phone number, email address, employment details)
   
• Client and business partner contact information
   
• Payroll, benefits, and tax-related information
   
• Communications data (including email and SMS messages sent or received through company systems)
   
• Technical and usage information from company-owned devices and systems
   

All information collected is limited to legitimate business purposes.

3. Use of Information

We use personal information to:

• Administer payroll, benefits, and HR functions
   
• Communicate employment-related updates
   
• Provide operational and organizational communications
   
• Maintain internal records
   
• Comply with legal and regulatory obligations
   
• Ensure appropriate and secure use of company technology resources
   

SMS/text messaging may be used for employment-related communications, including scheduling, onboarding updates, payroll notifications, and other legitimate business purposes.

Message frequency may vary. Standard message and data rates may apply.

4. SMS Communications & Consent

Where SMS/text messaging is used:

• Messages are sent for business and employment-related purposes only.
   
• Individuals may opt out of SMS communications at any time by replying STOP.
   
• For assistance, individuals may reply HELP or contact [Insert HR Contact Information].
   
• We do not sell, rent, or share phone numbers for third-party marketing purposes.
   
• SMS consent is not a condition of employment or service.
   

All SMS communications are administered through secure third-party providers, including Paylocity, in accordance with their data protection standards.

5. Internet & Electronic Communications Monitoring

As outlined in our HRM 2.08 Internet Usage Policy:

• Company-provided equipment, systems, and internet access remain the property of the Organization.
   
• All data composed, transmitted, accessed, or received via company systems is considered organizational property.
   
• The Organization reserves the right to monitor, retrieve, and review electronic communications, including internet usage and SMS communications conducted through company systems.
   
• Messages sent, received, or stored on company equipment are not considered private.
   

Use of electronic systems must be job-related and compliant with organizational policies.

6. Data Protection & Security

We implement administrative, technical, and physical safeguards to protect personal information, including:

• Secure system access controls
   
• Password protection requirements
   
• Anti-virus and malware protection
   
• Monitoring for unauthorized system access
   
• Limiting access to personal information to authorized personnel only
   

Employees are responsible for protecting passwords, avoiding unauthorized downloads, and complying with security protocols.

7. Prohibited Use

Use of company communication systems, including SMS and internet services, is strictly limited to lawful and business-related activities. Prohibited conduct includes, but is not limited to:

• Sending discriminatory, harassing, obscene, threatening, or unlawful content
   
• Sharing confidential or proprietary information without authorization
   
• Unauthorized software downloads
   
• Violating copyright or licensing laws
   
• Engaging in political, gambling, or non-business-related activities
   
• Misrepresenting personal views as those of the Organization
   

Violations may result in disciplinary action, up to and including termination.

8. Disclosure of Information

We may disclose personal information:

• To payroll and HR service providers such as Paylocity
   
• To regulatory authorities or law enforcement when legally required
   
• To authorized internal personnel with a legitimate business need
   

We do not sell personal information.

9. Data Retention

Personal information is retained only as long as necessary to fulfill business, legal, and regulatory requirements.

10. Your Rights

Individuals may:

• Request access to their personal information
   
• Request correction of inaccurate information
   
• Withdraw consent to SMS communications at any time
   

Requests may be directed to:
HRPHS@myprimaryhealthsolutions.org

11. Updates to This Policy

We may update this Privacy Policy periodically. Updates will be posted with a revised effective date.