Payroll Data Privacy Policy

Effective Date: 06/01/2025


Specialized Real Estate Group ("we," "us," or "our") is committed to protecting the privacy and security of employee personal information. This Payroll Data Privacy Policy outlines how we collect, use, store, and share payroll-related data through our payroll system, including the online portal and mobile application provided by Paylocity.

  

1. Information We Collect

To manage payroll and related employment functions, we collect the following information:

  • Full name, address, contact information
  • Social Security number and tax identification data
  • Banking information for direct deposit
  • Compensation, benefits, and employment details
  • Time punch data, including geolocation
  • Emergency contact and dependent information (if applicable)
  • Employment eligibility and documentation

  

2. How We Use Your Information

Your information is used solely for employment and payroll purposes, including:

  • Processing wages, taxes, and benefits
  • Maintaining accurate time and attendance records
  • Compliance with federal and state employment laws
  • Generating employment and tax documentation (e.g., W-2s, pay stubs)
  • Securely storing employment history

  

3. Sharing Your Information

We do not sell or share your payroll data for commercial purposes. Your information is only shared with:

  • Paylocity, our authorized payroll provider, for payroll processing
  • Government agencies as required by law (e.g., IRS, state tax authorities)
  • Authorized internal personnel (e.g., Human Resources, Accounting)

All third parties are required to maintain confidentiality and adhere to applicable privacy standards.

  

4. Data Access and Storage

Employees can access their payroll data through the Paylocity online portal and mobile app, both of which use secure, encrypted communication.

Payroll data is stored in the cloud and protected by Paylocity’s security infrastructure. Access is restricted to authorized users only.

  

5. Geolocation Data

To ensure accurate timekeeping, geolocation data is collected when employees clock in or out using the Paylocity app. This data is used only for time punch verification and is not used for monitoring or tracking employee movements outside this purpose.

  

6. Data Retention

We retain payroll and employment-related data as long as required by federal and state laws, typically for a minimum of 7 years. Data may be kept longer if there is legal action. After that period, data is securely deleted or anonymized.

  

7. Your Rights and Contact

You have the right to:

  • Request access to your payroll records
  • Request corrections to inaccurate personal data
  • Raise concerns or file complaints regarding data handling

For questions or concerns about your payroll data or this policy, please contact:

Ronda Davis
HR Manager
Email: hr@specializedreg.com

Response to any access or correction requests may take up to 30 days. 

  

8. Changes to This Policy

We may update this policy periodically. Any changes will be communicated via email and posted within the payroll portal.