Privacy Policy

1.Scope of This Policy

This Privacy Policy applies to:

• Visitors to our Site (prospective clients, job applicants, and general visitors); and
• Individuals whose information we process on behalf of our clients in connection with payroll, HR, benefits administration, and related HCM services.

Where Clarity HCM processes personal information on behalf of a client (for example, a client’s employees’ payroll or benefits data), we act as a “service provider” or “processor,” and our client’s own privacy policy and instructions govern that data. This Policy describes our practices as a business generally; where required, a separate Data Processing Agreement between Clarity HCM and the client controls the handling of client and employee data.

2.Information We Collect

a. Information You Provide Directly

• Contact information (name, business name, email address, phone number, mailing address) submitted through contact forms, demo requests, or account registration.
• Information submitted in connection with a request for proposal, sales inquiry, or client onboarding.
• Job application information, if you apply for a position with us.

b. Information We Collect Automatically

• Basic technical and usage data when you visit the Site, such as IP address, browser type, device type, pages viewed, and time/date of visit, collected through functional cookies and similar technologies necessary for the Site to operate (see Section 7, “Cookies”).

c. Information We Process on Behalf of Clients

As part of delivering payroll and HCM services, Clarity HCM may process the following categories of personal information on behalf of, and at the direction of, our clients:

• Identifying information (name, address, date of birth, Social Security number or other government identification numbers);
• Employment information (position, wage/salary, hours worked, employment status, tax withholding elections);
• Banking and financial information (for direct deposit and payroll tax purposes);
• Benefits enrollment and eligibility information, which may include health-related information necessary for benefits administration;
• Information required for compliance with federal, state, and local employment and tax laws (e.g., wage garnishment, unemployment insurance, workers’ compensation).

We collect and process this information solely to provide contracted services to our clients and do not use it for our own independent marketing purposes.

3.How We Use Information

We use the information described above to:

• Operate, maintain, and improve the Site;
• Respond to inquiries and provide requested information about our Services;
• Process job applications;
• Deliver payroll, tax filing, benefits administration, and other HCM services on behalf of clients;
• Comply with applicable federal, state, and local laws, including tax and employment regulations;
• Maintain the security and integrity of our systems;
• Communicate with clients and prospective clients about our Services.

We do not sell personal information, and we do not use client employee data for behavioral advertising.

4.How We Share Information

We may share information with:

• Service providers and subprocessors who assist us in operating the Site or delivering our Services (e.g., hosting providers, payment processors, benefits carriers), under contractual confidentiality and data protection obligations;
• Government agencies, including tax authorities, unemployment agencies, and other regulators, as required to deliver payroll and compliance services or as required by law;
• Benefits carriers and third-party administrators, solely to facilitate enrollment and administration of client-sponsored benefit plans;
• Professional advisors (auditors, attorneys) as needed;
• Successors, in connection with a merger, acquisition, or sale of assets, subject to standard confidentiality protections; and
• Others, where required by law, subpoena, or other legal process, or to protect the rights, property, or safety of Clarity HCM, our clients, or others.

5.Data Security

We maintain administrative, technical, and physical safeguards designed to protect personal information from unauthorized access, use, disclosure, alteration, or destruction. These safeguards include access controls, encryption of sensitive data in transit and, where appropriate, at rest, and regular review of our security practices. No system is completely secure, and we cannot guarantee the absolute security of information transmitted to us.

6.Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this Policy, including to satisfy legal, tax, accounting, and reporting requirements applicable to payroll and employment records, which in many cases require multi-year retention periods under federal and state law. Client contracts and applicable law govern the specific retention and deletion of client employee data.

7.Cookies

The Site uses functional cookies only. These cookies are necessary for the Site to operate properly, such as remembering session information and enabling core website features. We do not currently use analytics, advertising, or marketing tracking cookies on the Site. You can control or disable cookies through your browser settings; however, disabling functional cookies may affect the Site’s performance.

8.Your Privacy Rights

Depending on your state of residence, you may have certain rights regarding your personal information, which may include the right to:

• Confirm whether we process your personal information and access that information;
• Correct inaccurate personal information;
• Request deletion of personal information;
• Obtain a copy of your personal information in a portable format;
• Opt out of the sale or sharing of personal information, or its use for targeted advertising (Clarity HCM does not sell personal information or use it for targeted advertising);
• Appeal a decision regarding a privacy rights request.

These rights may arise under state privacy laws such as the California Consumer Privacy Act (CCPA/CPRA), the Virginia Consumer Data Protection Act, the Colorado Privacy Act, the Connecticut Data Privacy Act, the Utah Consumer Privacy Act, and similar laws in other states, as applicable to your state of residence.

If you are an employee of a Clarity HCM client and wish to exercise rights regarding your payroll or HR data, please contact your employer directly, as they control that information; we will assist our clients in responding to verified requests as required by our service agreements and applicable law.

To submit a privacy rights request related to Site visitor information, contact us using the information in Section 12 below.

9.Children’s Privacy

The Site is intended for business audiences and is not directed to children under 16. We do not knowingly collect personal information from children through the Site. If we learn we have inadvertently collected information from a child under 16, we will take steps to delete it.

10.Third-Party Links

The Site may contain links to third-party websites, including client portals, benefits carrier sites, or partner resources. This Policy does not apply to those third-party sites, and we encourage you to review their privacy policies separately.

11.Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The “Last Updated” date at the top of this Policy indicates when it was last revised. Material changes will be communicated as appropriate, such as by posting a notice on the Site.

12.Contact Us

If you have questions about this Privacy Policy or wish to exercise a privacy right described above, please contact us at: