Last Updated: February 18, 2022
W2 Onboarder takes data privacy seriously. This privacy policy explains who we are, how we collect, share and use Personal Data, and how you can exercise your privacy rights.
We recommend that you read this privacy policy in full to ensure you are fully informed. However, to make it easier for you to review the parts of this privacy policy that apply to you, we have divided up the document into sections that are specifically applicable to Business Contacts (Section A), Customer Employees (Section B).
If you have any questions or concerns about our use of your Personal Data, then please contact us using the contact information provided at the end of Section D.
Please click the following links to learn more about our privacy policy:
A. W2 Onboarder Privacy Statement for Business Contacts
- Types of Personal Data
- How W2 Onboarder collects Personal Data
- How W2 Onboarder uses Personal Data
- Why and How Personal Data is disclosed by W2 Onboarder
- Cookies and Other Data Collection Technologies
- Communication Preferences
- Access, Correction, Erasure, and Other Individual Rights
- Information Security
- Data Retention
- International Data Transfers
- Privacy Statements of Third Parties
- Forums, Product Reviews and Other Public Areas
- Job Applicants
B. W2 Onboarder Privacy Statement for Customer Employees
- International Data Transfers
- Sensitive Personal Data
- Anti-Money Laundering
C. Changes to this Privacy Policy
D. Contact Us
A. W2 Onboarder Privacy Statement for Business Contacts
This Privacy Statement explains how we use and disclose Personal Data that we collect from Individuals who visit our websites and otherwise engage with us in business activities. If you have additional questions about privacy, please contact us at [email protected].
For information on how W2 Onboarder protects the Personal Data we process for Customers, please see the W2 Onboarder Privacy Statement for Customer Employees, found in Section B.
1. Types of Personal Data
Personal Data is any information that can be used to identify, locate or contact you. Some examples of Personal Data include your name, username, mailing address, telephone numbers, email address, geographic location, creditworthiness, customer account information, or other information about how you use W2 Onboarder websites and applications. Personal Data also includes other information that may be associated with your Personal Data.
2. How W2 Onboarder collects Personal Data
In most cases, we collect Personal Data directly from you. We will ask you for Personal Data when you interact with us, such as registering on our websites, signing up to receive a newsletter, making a purchase, signing up to receive marketing communications, or when you use our services and applications.
If you interact with us online, we use cookies and other technological tools to collect information about your computer and your use of our website and applications. We treat this information as Personal Data when it is associated with your contact information. For more information about cookies and other technologies, please see the section Cookies and Other Data Collection Technologies below.
3. How W2 Onboarder uses Personal Data
W2 Onboarder uses your Personal Data for the following Business Purposes:
(a) Business Purposes for Processing Personal Data. Personal Data pertaining to individuals with whom W2 Onboarder has a direct business relationship may be processed as needed:
(1) To provide the information, product, or service requested by the individual, and as would be reasonably expected by the individual given the context in which the Personal Data were collected, and the information provided in the applicable privacy statement given to the individual (such as for personalization, remembering preferences, or respecting individual rights);
(2) For due diligence, including verifying the identity of the individual, as well as the eligibility of the individual to receive information, products, or services (such as verifying age, employment, or account status);
(3) To send transactional communications (such as requests for information, responses to requests for information, orders, confirmations, training materials, and service updates);
(4) To manage the individual’s account, such as for customer service, finance, and dispute resolution purposes;
(5) For risk management and mitigation, including for audit and insurance functions, and as needed to license and protect intellectual property and other assets;
(6) For security management, including monitoring individuals with access to W2 Onboarder’s websites, applications, systems, or facilities, investigation of threats, and as needed for any security incident notification; and
(7) To anonymize or de-identify Personal Data.
(b) Business-necessary Processing activities. W2 Onboarder may process Personal Data as needed (i) to protect the privacy and security of the Personal Data it maintains, such as in connection with advanced security initiatives and threat detection; (ii) for business structuring activities, including mergers, acquisitions, and divestitures; and (iii) business activities, management reporting, and analysis.
(c) Development and improvement of products and/or services. W2 Onboarder may process Personal Data to develop and improve W2 Onboarder’s products and/or services, and for research, development, analytics, and business intelligence.
(d) Relationship management and marketing. W2 Onboarder may process Personal Data for relationship management and marketing. This purpose includes sending marketing and promotional communications to Individuals who have not objected to receiving such messages as may be appropriate given the nature of the relationship, such as product and service marketing, investor communications, Customer communications (e.g., HR compliance alerts, product updates, and training opportunities and invitations to W2 Onboarder events), customer satisfaction surveys, supplier communications (e.g., requests for proposals), corporate communications, and W2 Onboarder news.
W2 Onboarder may use your Personal Data for additional purposes such as:
- Disaster recovery and business continuity, including transferring the information to an Archive
- Internal audits or investigations
- Implementation or verification of business controls
- Statistical, historical, or scientific research
- Dispute resolution
- Legal or business counseling
- Compliance with laws and company policies
- Insurance purposes
4. Why and How Personal Data is disclosed by W2 Onboarder
W2 Onboarder commits to not provide your Personal Data to Third Parties for their own marketing purposes. We limit our sharing of your Personal Data to:
- W2 Onboarder affiliates, which will only use your Personal Data for the purposes listed above in Section 3.
- Our service providers, who are bound by law or contract to protect your Personal Data and only use your Personal Data in accordance with our instructions.
- Our business partners, but only to the extent you have purchased product or service from such partner, interacted with such partner, or otherwise authorized the sharing. For example, if you are referred to W2 Onboarder from a business partner website, we may provide that partner with your contact information and certain economic and financial information, such as bank account information, to validate the referral. We may also provide your contact information to companies that offer complementary products and services if you request information about these solutions.
- Enforce our rights, protect our property, or protect the rights, property or safety of others, or as needed to support external auditing, compliance and corporate governance functions. We will also disclose Personal Data when required to do so by law, such as in response to a subpoena, including to law enforcement agencies and courts in the United States and other countries where we operate.
Please note that we may also use and disclose information about you that is not personally identifiable. For example, we may publish reports that contain aggregated, anonymized, and statistical data about our Customers. These reports do not contain information that would enable the recipient to contact, locate or identify you. These reports also do not contain identifiable company information.
5. Cookies and Other Data Collection Technologies
To make our Sites and services work properly, we sometimes place small data files called cookies on your device. A cookie is a small text file that a website saves on your computer or mobile device when you visit the site. It enables the website to remember your actions and preferences (such as login, shopping cart, or other preferences) over a period of time, so you do not have to keep re-entering them whenever you come back to the site or browse from one page to another.
Google Analytics. We use Google Analytics. We use the information we get from Google Analytics only to improve the Sites. We do not combine the information collected through the use of Google Analytics with personally identifiable information. Please refer to Google’s Privacy Policy for more information. You may also choose to download the Google Analytics opt-out browser add-on.
Google Ads/Facebook Pixel. We also use Google Ads and Facebook Pixel to deliver tailored advertising on our Sites and other websites that you may visit. You can learn more about how to control advertising cookies by visiting the Network Advertising Initiative’s Consumer Opt-Out link, the DAA’s Consumer Opt-Out link for browsers, or the DAA’s opt-out link for mobile devices. Please note that electing to opt-out will not stop advertising from appearing in your browser or applications and may make the ads you see less relevant to your interests.
Although our websites currently do not have a mechanism to recognize the various web browser Do Not Track signals, we do offer individuals choices to manage their preferences that are provided in the previous sections above. We do expect our third party advertising companies to use reasonable efforts to respect browser Do Not Track signals by not delivering targeted advertisements to website visitors whose browsers have a Do Not Track setting enabled. However, we understand that some companies do not have this capability today. To learn more about browser tracking signals and Do Not Track please visit http://www.allaboutdnt.org/.
6. Communication Preferences
You may limit the information you provide to W2 Onboarder. You may also limit the communications that W2 Onboarder sends to you. To opt-out of commercial emails, simply click the link labeled “unsubscribe” at the bottom of any email we send you. Additionally, you may opt-in or opt-out of communications by emailing us at [email protected].
Please note that if you are currently receiving services from W2 Onboarder and you have decided to opt-out of promotional emails, this will not impact the messages we send to you for purposes of delivering such services.
If you have questions about your choices or if you need assistance with opting-out, please contact us via email to [email protected]. You may also write us at the address in the Contact Us section below. If you send us a letter, please provide your name, address, email address, and information about the communications that you do not want to receive.
7. Access, Correction, Erasure, and Other Individual Rights
W2 Onboarder respects your right to access, correct, and delete your Personal Data, or object to the processing of your Personal Data. If you have an online account, you may log into your account to access, update, or delete the information you have provided to us. Additionally, you may contact [email protected] to request access to your data, and to exercise any of the individual rights afforded to you by applicable data protection laws and regulations. You may also write to us at the address in the Contact Us section below. If you send us a letter, please provide your name, address, email address, and detailed information about the changes you would like to make. W2 Onboarder will respond to requests as soon as possible and in accordance with applicable data protection laws and regulations.
8. Information Security
We implement a variety of security measures to maintain the safety of your personal information when you enter, submit, or access your personal information. For example, when possible, we use encryption to transfer and store data. We further limit access to this data using access controls and confidentiality commitments.
However, no website, application, or transmission can guarantee security. Thus, while we have established and maintain what we believe to be reasonable procedures to protect the confidentiality, security, and integrity of personal information obtained through the Sites, we cannot ensure or warrant the security of any information you transmit to us.
9. Data Retention
We retain information from or about you for so long as necessary to fulfill the purposes outlined in this Privacy Policy. When the information is no longer necessary for these purposes, we delete it or keep it in a form that does not identify you, unless we are required by law to keep this information for a longer period. When determining the retention period, we take into account various criteria, such as the type of products and services requested by or provided to you, the nature and length of our relationship with you, possible re-enrolment with our products or services, the impact on the services we provide to you if we delete some information from or about you, mandatory retention periods provided by law and the statute of limitations.
10. International Data Transfers
W2 Onboarder is headquartered in the United States of America. Your Personal Data may be accessed by or transferred to our affiliates and service providers in the United States or elsewhere in the world.
11. Privacy Statements of Third Parties
This Privacy Statement only addresses the use and disclosure of information by W2 Onboarder. Our suppliers, business partners, and other third-party websites that may be accessible through our website have their own privacy statements and data collection use and disclosure practices. We encourage you to familiarize yourself with the privacy statements provided by third parties prior to providing them with information or taking advantage of an offer or promotion.
W2 Onboarder does not collect or store any personally identifiable information belonging to any end user, i.e., employees of W2 Onboarder’s business clients who access and use W2 Onboarder’s SAAS applications. This information is stored in our business client’s Salesforce instance and is not accessible to W2 Onboarder. If and to the extent that our business client or Salesforce has access to the personally identifiable information belonging to any end user, their use of that information will be governed by their privacy policy as applicable.
B. W2 Onboarder Privacy Statement for Customer Employees
In the ordinary course of its business, W2 Onboarder’s SAAS application processes sensitive personal data on behalf of your employer, which could include passports, driver’s licenses, social security numbers, and tax id numbers. W2 Onboarder is committed to protecting the personal information of all persons who utilize our services. To that end, W2 Onboarder does not collect or store any personally identifiable information belonging to any end user, i.e., employees or customers of W2 Onboarder’s business clients who access and use W2 Onboarder’s SAAS applications. This information is stored in our business client’s Salesforce instance and is not accessible to W2 Onboarder.
If you have questions about your privacy rights, please contact your employer’s human resources department.
C. Changes to this Privacy Policy
We may change or update this Privacy Policy from time to time. When we do, we will post the revised Privacy Policy on this page with a new “Last Updated” date.
D. Contact Us
If you wish to contact us or have any questions about or complaints in relation to this Privacy Policy, please contact us at the following contact details: [email protected]