Privacy Policy
This policy explains how WageWizard collects, uses, discloses, and protects personal information.
Effective August 27, 2026
This Privacy Policy applies to WageWizard’s websites, hosted certified payroll software, support, and related services (collectively, the “Service”). It does not apply to third-party products, websites, or services that have their own privacy policies. If your employer or another organization provides your data to WageWizard, that organization may be the business or controller responsible for the data, and WageWizard may process it on the organization’s behalf.
1. Information we collect
The information we collect depends on how you use the Service and may include:
| Category | Examples |
|---|---|
| Account and identity information | Name, business email, password hash, organization membership, role, and account status. |
| Company and project information | Business name, address, contact details, contractor and public-works registration identifiers, project details, awarding body, and contract information. |
| Workforce and payroll information | Employee names and addresses, Social Security numbers or last four digits, classifications, wage rates, hours, deductions, benefits, payroll amounts, and certified payroll records. |
| QuickBooks Online information | Connected company identifiers and name, OAuth scopes and encrypted tokens, employees, customers or jobs, and time activities selected for synchronization or import. |
| Files and workflow evidence | Uploaded payroll files, mapping settings, generated XML, checksums, validation results, audit events, submission references, notes, and receipt evidence. |
| Billing information | Plan, subscription state, transaction references, and payment-provider customer or subscription identifiers. Stripe processes payment cards; WageWizard does not receive full card numbers. |
| Communications | Support requests, emails, feedback, and records of our responses. |
| Device and usage information | IP address, browser and device information, request and error logs, timestamps, security events, and cookies or similar technologies needed to operate the Service. |
2. Sources of information
We collect information directly from you and other authorized users; from files you upload; from your employer, organization, payroll personnel, accountants, or administrators; from services you choose to connect, such as QuickBooks Online and Stripe; and automatically from your browser, device, and use of the Service. We may also receive publicly available project or prevailing-wage information from government sources.
3. How we use information
We use personal information to:
- provide accounts, organization workspaces, imports, review tools, document generation, and audit records;
- connect to QuickBooks Online and synchronize or import information at an authorized user’s direction;
- authenticate users, administer roles, maintain sessions, and prevent fraud, abuse, and security incidents;
- process subscriptions and maintain billing and entitlement records;
- provide support, service notices, filing reminders, and other requested communications;
- monitor reliability, diagnose errors, maintain backups, and improve the Service;
- enforce agreements, protect rights and safety, and comply with legal obligations; and
- create aggregated or deidentified information that does not reasonably identify an individual.
We do not use Customer Data obtained from QuickBooks to advertise to you or to train a general-purpose artificial-intelligence model.
4. QuickBooks Online data
When an authorized organization administrator connects QuickBooks Online, Intuit provides an authorization code and company identifier. WageWizard exchanges the code for access and refresh tokens, stores the tokens in encrypted form, and uses them to retrieve the accounting information required for the workflows the administrator initiates. WageWizard currently requests the QuickBooks Online Accounting scope.
WageWizard may periodically synchronize employee information for an active connection. Other information, such as customers, jobs, or time activities, is retrieved when an authorized user initiates the related synchronization or payroll-import workflow. QuickBooks generally provides only a masked employee Social Security number; any full Social Security number maintained in WageWizard is entered or imported separately and encrypted at rest.
You can revoke access from your Intuit account. Revocation stops future access but does not automatically remove information previously imported into payroll and audit records. Contact support@wagewizard.com to request disconnection or deletion, subject to the retention considerations below.
5. How we disclose information
We may disclose personal information:
- to authorized users of the same customer organization, according to configured roles and permissions;
- to Intuit, Stripe, and other integrations when you direct the Service to communicate with them;
- to vendors that provide hosting, storage, email delivery, payment processing, monitoring, security, support, and related infrastructure under contractual restrictions;
- to professional advisers, auditors, insurers, and financing sources when reasonably necessary;
- to government authorities or other parties when required by law or reasonably necessary to protect rights, safety, and the integrity of the Service; and
- in connection with a merger, financing, acquisition, reorganization, bankruptcy, or sale of all or part of our business, subject to appropriate protections.
WageWizard does not sell personal information for money and does not share personal information for cross-context behavioral advertising. We do not disclose Social Security numbers, payroll records, or QuickBooks data except to provide the Service, at the customer’s direction, or as required by law.
6. Retention and deletion
We retain information for as long as reasonably necessary to provide the Service, maintain requested payroll and submission evidence, comply with legal, tax, accounting, security, and contractual obligations, resolve disputes, and enforce agreements. Retention depends on the type of information, the customer’s instructions, account status, backup cycles, and applicable recordkeeping requirements.
When information is no longer required, we take reasonable steps to delete or deidentify it. Information may remain for a limited period in secured backups or where retention is required by law. Because customers may rely on WageWizard as part of a payroll-record workflow, deleting imported records can affect their ability to retain required evidence. We may ask an organization administrator to confirm the scope and consequences of a deletion request.
7. Security
We use administrative, technical, and physical safeguards designed to protect personal information. These include access controls, role-based permissions, encrypted network connections, encryption of full Social Security numbers and connector tokens at rest, backups, and security logging. No transmission or storage system is completely secure, and we cannot guarantee absolute security. Please notify us promptly if you believe an account or Customer Data has been compromised.
8. Privacy rights and choices
Depending on where you live and subject to applicable exceptions, you may have rights to request access to, correction of, deletion of, or a portable copy of personal information; to know the categories, sources, purposes, and recipients of personal information; to withdraw consent where processing relies on consent; and to appeal a denied request. You may also have a right to limit certain uses of sensitive personal information. WageWizard uses sensitive information, including Social Security numbers and payroll data, only for the Service and other permitted business purposes—not to infer characteristics about individuals.
We will not discriminate against you for exercising a privacy right. To submit a request, email support@wagewizard.com. We may verify your identity and authority before responding. If WageWizard processes your information for a customer organization, we may direct the request to that organization or assist it in responding. Authorized agents may submit requests where permitted by law, subject to verification.
10. Children’s privacy
The Service is designed for businesses and is not directed to children under 18. We do not knowingly collect personal information directly from children through account registration. Customer organizations are responsible for determining whether they may lawfully include information about minor employees in payroll records and for providing any required notices or obtaining required permissions.
11. Processing location
WageWizard and its service providers may process information in the United States and other locations where they operate. These locations may have privacy laws different from those where you live. Where required, we use appropriate safeguards for cross-border transfers.
12. Changes to this policy
We may update this Privacy Policy as the Service and legal requirements change. We will post the updated policy here and revise the effective date. If changes materially affect how we handle personal information, we will provide additional notice when required by law.
13. Contact us
Questions, privacy requests, and complaints may be sent to support@wagewizard.com. Please do not include Social Security numbers, passwords, payment-card details, or other highly sensitive information in email.