Client Employee Privacy Notice

Who This Notice Covers

This Client Employee Privacy Notice (the “Notice”) applies to individuals employed by client companies for whom VertiSource, Inc., doing business as VertiSource HR (“VertiSource HR,” “we,” “our”) delivers some or all payroll, benefits, and HR administration, whether under a Professional Employer Organization (PEO) co-employment arrangement, an Administrative Services Only (ASO) arrangement, or another service arrangement such as payroll-only administration. Our role varies with the services the client employer selects and the governing client agreement.

The VertiSource HR website Privacy Policy applies to website visitors. This Notice describes our practices for personal information processed in connection with services provided to client-company employees. The written service agreement between VertiSource HR and the client employer governs the service relationship; this Notice describes privacy practices and does not expand or modify that agreement.

VertiSource HR’s own internal employees and independent contractors receive a separate internal privacy notice through onboarding. Applicants for employment with VertiSource HR are covered by the Applicant Privacy Notice.

Information We Collect

The personal information we process depends on the services the client employer selects. In general, it falls into these categories:

• Identifiers and contact information;
• Payroll, tax, and compensation information;
• Benefits, dependent, and beneficiary information;
• Employment and HR records;
• Timekeeping and work-location information. Where enabled by the client, timekeeping records may include location information associated with a clock-in or clock-out; we process that information to provide timekeeping, payroll, support, and related compliance services;
• System access and security information for the platforms we operate or administer;
• Information a law, regulator, or court requires us to collect or maintain.

Biometric timekeeping

Some client-elected timekeeping systems use biometric authentication. VertiSource HR does not receive or store the biometric identifiers or templates used for authentication; we receive the resulting timekeeping records needed to provide payroll and related services. Where applicable law places obligations on VertiSource HR for a particular technology or service arrangement, we comply with them. Questions about biometric enrollment, or requests for an alternative time-reporting method, should go first to your employer’s HR representative; requests that cannot be resolved there may be sent to HR@VertiSourceHR.com.

How We Use and Disclose This Information

We use client-employee information to deliver the contracted payroll, benefits, HR, workers’ compensation, timekeeping, and related services; to meet the tax, reporting, safety, and other legal obligations that come with those services; to support and secure the systems used to deliver them; and to respond to legal process.

We disclose client-employee information to these categories of recipients, in each case under obligations appropriate to the data and purpose: the client employer; the service providers and vendors that support the services; benefits, insurance, and retirement providers; government and regulatory authorities; professional advisers; and others where required or permitted by law.

Retention

Employment-related personal information is retained for as long as needed to deliver the contracted services and to meet the recordkeeping obligations that apply to employment, payroll, tax, benefits, safety, and workers’ compensation records. After the applicable retention period, records are securely destroyed or de-identified.

Your Rights and How to Contact Us

Depending on where you live and whether the applicable law applies to VertiSource HR’s processing, you may have rights over your personal information, such as rights to know, access, correct, or delete it. Many state consumer-privacy laws exclude some or all personal data processed in an employment context. Employees also retain any rights provided by applicable federal and state employment laws, including any right to inspect their personnel file where state law provides one.

Routing of requests. Client-company employees should direct most requests first to their employer’s HR representative; many requests, such as correcting a name or address, are resolved fastest at that level. Escalations and requests that cannot be resolved that way should be submitted to HR@VertiSourceHR.com with “Employee Privacy Request” in the subject line. Some deletion requests cannot be honored because federal and state law requires certain employment records to be retained for minimum periods. We do not retaliate against any employee for exercising a privacy right under applicable law.

We may update this Notice from time to time; the “Last Updated” date above reflects the most recent change, and client employers may also communicate changes through their own channels.