Employee Privacy Policy


1. Introduction

Trivium Life Services (“Company,” “we,” “our,” or “us”) is committed to protecting the privacy and security of personal information. This Privacy Policy describes how we collect, use, disclose, and safeguard personal information of:

  • Employees and job applicants
  • Contractors and service providers
  • Website visitors
  • Vendors and business partners

This policy is designed to comply with applicable federal and state privacy laws and to support our use of third-party service providers, including payroll and human capital management platforms such as Paylocity.


2. Information We Collect

We may collect the following categories of personal information:

A. Identifiers

  • Full name
  • Home address
  • Email address
  • Phone number
  • Date of birth
  • Social Security Number
  • Driver’s license or government-issued ID
  • Employee ID number

B. Employment Information

  • Resume and employment history
  • Education records
  • Background check results (where permitted by law)
  • Tax withholding information (W-4, state equivalents)
  • Direct deposit banking information
  • Timekeeping and attendance records
  • Performance evaluations
  • Compensation and benefits data

C. Financial Information

  • Bank account and routing numbers
  • Payroll records
  • Benefit deductions
  • Garnishment information

D. Health & Benefits Information

  • Benefits enrollment information
  • Dependent information
  • FMLA or leave documentation
  • Workers’ compensation records
  • (Health information is handled in accordance with applicable privacy and employment laws.)


E. Technology & Website Data

  • IP address
  • Device information
  • Browser type
  • Cookies and usage analytics
  • Login credentials for employee portals


3. How We Use Personal Information

We use personal information for legitimate business purposes, including:

  • Payroll processing and tax reporting
  • Benefits administration
  • Time and attendance tracking
  • Human resources management
  • Regulatory compliance
  • Hiring and onboarding
  • Communication with employees and clients
  • Maintaining workplace safety and security
  • Business operations and recordkeeping
  • We do not sell personal information


4. Third Party Service Providers

We may share personal information with trusted third-party service providers as necessary to operate our business, including:

  • Payroll and human capital management providers (such as Paylocity)
  • Benefits administrators
  • Insurance carriers
  • Retirement plan administrators
  • Background screening providers
  • IT and cloud storage providers
  • Government agencies as required by law

These service providers are contractually required to maintain the confidentiality and security of personal information and may only use such information for authorized business purposes.


5. Regulatory and Legal Disclosures

We may disclose personal information when required to:

  • Comply with federal, state, or local laws
  • Respond to subpoenas or court orders
  • Cooperate with law enforcement
  • Protect the rights, property, or safety of Trivium Life Services, employees, or others


6. Data Security

Trivium Life Services implements reasonable administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, disclosure, alteration, or destruction.

These safeguards may include:

  • Secure payroll and HR platforms
  • Encryption of sensitive data
  • Role-based access controls
  • Multi-factor authentication
  • Secure file storage
  • Employee confidentiality agreements

Despite these measures, no system can guarantee absolute security.


7. Data Retention

We retain personal information only as long as necessary to:

  • Fulfill employment or business purposes
  • Meet legal and tax obligations
  • Comply with regulatory requirements

After retention requirements expire, data is securely deleted or destroyed.


8. Employee and Applicant Rights

Depending on applicable state law, individuals may have rights to:

  • Access personal information
  • Request correction of inaccurate information
  • Request deletion (subject to legal exceptions)
  • Obtain copies of certain records

Requests may be submitted to the contact information listed below.


9. Cookies and Online Tracking (website only)

If you visit our website, we may use cookies or similar technologies to:

  • Improve website functionality
  • Analyze usage trends
  • Enhance user experience

You may adjust your browser settings to refuse cookies, though some website features may not function properly.


10. Changes to this Policy

We may update this Privacy Policy periodically. Changes will be posted with an updated effective date. Continued use of our services constitutes acceptance of the revised policy.


11. Contact Information

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact: HRteam@triviumlifeservices.org or 712-256-7888.