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Privacy Policy
Privacy Policy
Last Updated: April 28, 2026
Payroll Specialists, Inc. DBA Payroll Freedom (“Payroll Freedom,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit our website, communicate with us, or use our payroll, HR, time and attendance, and related business services.
By using our website or services, you agree to the practices described in this policy.
1. Who This Policy Applies To
This policy covers personal information collected from:
- Visitors to mypayrollfreedom.com
- Prospective clients who fill out forms, request meetings, use our pricing calculator, or otherwise contact us
- Clients of Payroll Freedom and their authorized representatives
- Employees of our clients whose payroll, HR, and benefits information is processed on our clients’ behalf
If you are an employee of one of our clients, your employer is the party that controls your personal information. We process that information on your employer’s instructions. For questions about your own personal data held in your employer’s payroll system, contact your employer directly.
2. Information We Collect
Information You Provide to Us
We collect personal information you submit directly through our website, by phone, by email, or in the course of doing business with us. This may include:
- Name, business name, job title
- Email address, phone number, mailing address
- Business details (industry, size, payroll frequency, employee count)
- Information you submit through our contact forms, request-a-meeting forms, sign-up forms, and pricing calculator
- Communications you send to us
- Payment and billing information
Information We Collect on Behalf of Clients
In the course of providing payroll, HR, time and attendance, and benefits services, we process personal information about our clients’ employees, contractors, and dependents. This may include:
- Names, addresses, phone numbers, and email addresses
- Social Security numbers and tax identification numbers
- Bank account and direct deposit information
- Wage, salary, and compensation data
- Tax withholding information (W-4, state forms)
- Time and attendance records
- Benefits enrollment information
- Employment status, hire/termination dates, and related employment information
This information is provided by our clients (employers) and is processed by us as a service provider on their behalf.
Information Collected Automatically
When you visit our website, we and our service providers may automatically collect:
- IP address and approximate location
- Browser type, operating system, and device information
- Pages visited, time spent on pages, and referring URLs
- Cookies and similar tracking technologies (see Section 7)
3. How We Use Your Information
We use personal information for the following purposes:
- To provide our services — processing payroll, filing taxes, managing time and attendance, administering HR and benefits, and supporting related business needs
- To respond to inquiries and communicate with prospective and existing clients
- To send service-related communications (account updates, processing notices, important changes)
- To send marketing communications about our services, where permitted (you can opt out at any time)
- To improve our website and services through analytics and user feedback
- To comply with legal obligations, including tax, employment, and recordkeeping requirements
- To prevent fraud and protect our business and clients
- To enforce our agreements and protect our legal rights
4. How We Share Information
We share personal information only as needed to provide our services and as required by law. Specifically, we may share information with:
Government Agencies
- The IRS, Social Security Administration, and state and local tax authorities (for required filings)
- Other government agencies as required by law (child support enforcement, wage garnishment orders, unemployment agencies, etc.)
Financial Institutions
- Banks and ACH networks for direct deposit and tax payment processing
Service Providers
We share information with trusted third-party service providers who help us operate our business, including:
- iSolved — our payroll and HR processing platform
- HubSpot — our customer relationship management (CRM) and marketing automation system
- Cloud hosting, IT, and security providers
- Banking, payment processing, and accounting service providers
- Retirement plan, benefits, and insurance carriers (when applicable to a client engagement)
- Email and communication service providers
- Professional advisors (accountants, attorneys, auditors)
These providers are contractually required to use personal information only for the purposes for which we engaged them, and to protect it appropriately.
Business Transfers
If we are involved in a merger, acquisition, financing, or sale of assets, personal information may be transferred as part of that transaction.
Legal Requirements
We may disclose information when required by law, subpoena, court order, or to protect our rights, property, or safety, or that of our clients or others.
With Your Consent
We may share information for any other purpose with your consent.
We do not sell personal information.
5. How We Protect Your Information
We use commercially reasonable administrative, technical, and physical safeguards to protect personal information against unauthorized access, disclosure, alteration, and destruction. These include encryption of sensitive data, access controls, secure network infrastructure, employee training, and contractual safeguards with service providers.
No method of transmission over the internet or electronic storage is 100% secure. While we work to protect your information, we cannot guarantee absolute security.
6. How Long We Keep Information
We retain personal information for as long as needed to:
- Provide our services
- Comply with legal, tax, and regulatory recordkeeping requirements (typically a minimum of seven years for client and payroll records)
- Resolve disputes and enforce agreements
Marketing and prospect information is retained on an ongoing basis unless you request deletion or opt out.
When information is no longer needed, we securely delete or anonymize it.
7. Cookies and Tracking Technologies
Our website uses cookies and similar tracking technologies to function properly, analyze website usage, and support marketing efforts. The technologies in use may include:
- Strictly necessary cookies — required for the website to function
- Analytics cookies (e.g., Google Analytics) — to understand how visitors use our site
- Marketing and advertising cookies (e.g., HubSpot tracking) — to support marketing communications and measure campaign effectiveness
- Other tracking technologies that may be used by our service providers
You can control cookies through your browser settings. Disabling cookies may affect website functionality. You can also opt out of Google Analytics by installing the Google Analytics Opt-Out Browser Add-on.
8. Your Rights and Choices
Depending on where you live, you may have rights regarding your personal information, including:
- Access — request a copy of personal information we hold about you
- Correction — request correction of inaccurate information
- Deletion — request deletion of your information (subject to legal retention requirements)
- Opt out of marketing — unsubscribe from marketing emails using the link in any email or by contacting us
- Restriction or objection — request that we limit or stop certain processing
To exercise these rights, contact us using the information in Section 11.
Important note for our clients’ employees: If you are an employee whose payroll information we process on behalf of your employer, please direct requests about your information to your employer first. We will work with your employer to respond appropriately.
9. State-Specific Disclosures
California Residents
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know, delete, correct, and opt out of certain data practices. We do not sell or share personal information for cross-context behavioral advertising. To exercise your rights, contact us at info@mypayrollfreedom.com.
Illinois Residents
We comply with applicable Illinois privacy laws. We do not collect biometric identifiers (such as fingerprints, voiceprints, or facial geometry) covered by the Illinois Biometric Information Privacy Act (BIPA) through our website or in the course of providing standard payroll services. If you are a client whose service includes biometric time clocks, separate disclosures and consents will be provided.
Other States
We monitor and comply with applicable state privacy laws as they apply to our business.
10. Children’s Privacy
Our website and services are intended for businesses and adults. We do not knowingly collect personal information from children under 13. If we learn we have collected such information, we will delete it.
11. Contact Us
If you have questions about this Privacy Policy or our privacy practices, or if you’d like to exercise any of your rights, please contact us:
Payroll Specialists, Inc. DBA Payroll Freedom
469 N. Lake Street
Mundelein, IL 60060
Phone: (847) 566-0902
Email: info@mypayrollfreedom.com
12. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last Updated” date at the top of the policy. Material changes will be communicated through our website or by direct notice where appropriate. Your continued use of our website or services after changes are posted constitutes your acceptance of the updated policy.
