Privacy Policy

Effective Date: 30-10-2025

1. Introduction

Efile Workforce Payroll ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://efileworkforcepayroll.com or use our form filing software application ("the Service").

Please read this policy carefully. By accessing our website or using our Service, you consent to the data practices described in this policy.

2. Information We Collect

2.1. Information You Provide:

• Employer Information: Business name, EIN, address, and contact details.
• Highly Sensitive Filing Data: Employee names, Social Security Numbers, dates of birth, addresses, wage information, and other data required for form filing (e.g., for W-2, 941 forms).
• Account Information: Your username, password, and other credentials.
• Payment Information: We use third-party payment processors. We do not store your full payment card details.

2.2. Information Collected Automatically:

Technical information such as your IP address, browser type, and operating system.

3. How We Use Your Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Performance of a Contract: processing your data where it is necessary to provide the form filing services you have purchased.
• Legal Obligation: processing your personal data where it is necessary for compliance with IRS and state tax filing and recordkeeping laws to which we are subject.
• Legitimate Interests: processing your data for our legitimate business interests (e.g., network security, fraud prevention, customer support), provided your interests and fundamental rights do not override those interests.

Purpose/Activity	Lawful Basis for Processing
To prepare and file your tax forms with government agencies	(a) Performance of a contract with you (b) Necessary to comply with a legal obligation
To manage payments for our services	Performance of a contract with you
To administer and protect our business and this website (security, troubleshooting)	Necessary for our legitimate interests (for running our business, IT security, fraud prevention)

4. How We Share Your Information

We may share your information in the following situations:

• With Government Agencies: To file the forms you have prepared and authorized for submission (e.g., with the IRS and state agencies).
• With Service Providers: With trusted vendors who assist us in payment processing and cloud hosting, under strict contractual obligations.
• For Legal Reasons: Where required by law, subpoena, or to protect our rights and safety.

5. SMS/Text Messaging

If you provide your mobile phone number, we may send you SMS messages for authentication purposes such as One-Time Passwords (OTP) to verify your identity when logging into our Service.

• Information We Collect: Your mobile phone number.
• How We Use It: To send automated authentication messages and security codes.
• Frequency: Message frequency varies based on your login activity.
• Carriers: Supported carriers include, but are not limited to, AT&T, T-Mobile, Verizon, and Sprint.
• Data Rates: Message and data rates may apply.
• Opt-Out: You can opt-out at any time by replying STOP to our messages. For help, reply HELP.
• Support: Contact info@efileworkforcepayroll.com for support.

6. Data Security

We implement administrative, technical, and physical security measures designed to protect your information, especially sensitive Filing Data. However, no method of transmission over the Internet is 100% secure. We do not and will not sell your personal data to third parties. We do not share your personal data with any third party for their own direct marketing purposes.

7. Your Legal Rights

No Fee Usually Required: You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive.

What We May Need From You: We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data. This is a security measure to prevent unauthorized disclosure.

Time Limit to Respond: We try to respond to all legitimate requests within one month. Occasionally it could take us longer if your request is particularly complex or you have made a number of requests.

8. Data Retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.

Data Type	Retention Period	Legal/Business Reason
Tax Filing Data (SSNs, EINs, wage data, filed forms)	3 years from the end of the calendar year the form was filed, plus 1 year in secure archive.	IRS and state recordkeeping requirements (IRC § 6101).
Customer Account Data (name, email, address)	3 years after the last user login or form filing activity.	Legitimate interest (business continuity, customer service).
Technical & Usage Data (IP address, browser info)	12 months from the date of collection.	Legitimate interest (security, analytics).

9. Jurisdiction-Specific Rights

California Residents: California law provides you with specific rights regarding your personal information. You have the right to request access to and deletion of your personal information, and to not be discriminated against for exercising these rights. To exercise your California privacy rights, please contact us at info@efileworkforcepayroll.com.

Nevada Residents: Nevada residents may opt out of the sale of certain personal information. We do not currently sell your data as defined in Nevada law, but you may submit a verified request to info@efileworkforcepayroll.com to opt-out of any future sales.

10. Contact Us