Legal
Privacy Policy
Your privacy matters to us. This policy explains what data we collect, how we use it, and the rights you have over your information.
Last updated:
1. Overview
Payflow (“we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, share, and protect personal information when you use our website, platform, and services (collectively, “the Service”).
By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the Service.
This policy applies to all users of Payflow, including visitors, registered users, and enterprise customers.
2. Information We Collect
We collect information in three ways: information you provide, information collected automatically, and information from third parties.
Information You Provide
Account information: name, email address, company name, role, and password
Billing information: payment method details, billing address, and tax identification (processed securely by our payment providers)
Financial data: payroll details, transaction records, and compliance documents you upload or connect to the Service
Communications: messages you send to our support team, feedback, and survey responses
Information Collected Automatically
Usage data: pages visited, features used, time spent, and actions taken within the Service
Device data: IP address, browser type, operating system, and device identifiers
Log data: access times, error logs, and referring URLs
Information from Third Parties
Integration partners: data from connected accounting, banking, or payroll tools when you authorize the connection
Identity verification providers: information used to verify your identity for compliance purposes
3. How We Use Your Information
We use the information we collect to:
Provide the Service: process payroll, file taxes, monitor compliance, and generate reports
Improve the Service: analyze usage patterns, fix bugs, and develop new features
Communicate with you: send transactional emails, respond to support requests, and share product updates
Ensure security: detect fraud, prevent abuse, and protect the integrity of the Service
Comply with legal obligations: meet tax, audit, and regulatory requirements
Personalize your experience: tailor dashboards, recommendations, and AI insights to your workflow
We do not sell your personal information to third parties.
4. How We Share Your Information
We share your information only in the following circumstances:
Service providers
Trusted vendors who help us operate the Service (e.g., cloud hosting, payment processing, email delivery, analytics). These providers are contractually obligated to protect your data.
Integration partners
When you connect third-party tools (e.g., QuickBooks, Stripe, Gusto), data is shared with those tools as needed to provide the integration.
Legal requirements
When required by law, court order, or government request, or to protect the rights, property, or safety of Payflow, our users, or the public.
Business transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your data is transferred and becomes subject to a different privacy policy.
With your consent
When you explicitly authorize us to share your information for a specific purpose.
We do not sell, rent, or trade your personal information.
5. Data Security
We take the security of your data seriously. Our safeguards include:
Encryption: all data is encrypted in transit (TLS 1.3) and at rest (AES-256)
Access controls: role-based permissions and multi-factor authentication for all internal access
Infrastructure: SOC 2 Type II certified data centers with 24/7 monitoring
Compliance: PCI-DSS compliant payment processing and GDPR-ready data handling
Regular audits: third-party security assessments and penetration testing
While we implement industry-standard security measures, no system is completely immune to risk. If you suspect unauthorized access to your account, contact us immediately at security@payflow.com.
6. Data Retention
We retain your information for as long as your account is active or as needed to provide the Service. Specific retention periods:
Account data: retained while your account is active and for 30 days after cancellation (to allow data export)
Financial records: retained for 7 years to comply with tax and audit requirements
Support communications: retained for 3 years for quality and dispute resolution
Usage logs: retained for 12 months for security and analytics
After the applicable retention period, your data is securely deleted or anonymized.
7. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
Access: request a copy of the personal information we hold about you
Correction: request correction of inaccurate or incomplete information
Deletion: request deletion of your personal information (subject to legal retention requirements)
Portability: request export of your data in a machine-readable format
Restriction: request that we limit how we process your information
Objection: object to certain types of processing (e.g., marketing)
Withdraw consent: withdraw consent at any time where processing is based on consent
To exercise any of these rights, contact us at privacy@payflow.com. We will respond within 30 days. You may also lodge a complaint with your local data protection authority.
8. Cookies & Tracking
We use cookies and similar tracking technologies to:
Keep you signed in
Remember your preferences
Analyze how the Service is used
Improve performance and security
Types of cookies we use
Essential cookies: required for the Service to function (cannot be disabled)
Analytics cookies: help us understand usage patterns
Preference cookies: remember your settings and choices
Marketing cookies: used only with your consent
You can manage cookie preferences from your browser settings or our cookie banner. Disabling certain cookies may affect the functionality of the Service.
For more details, see our [Cookie Policy].
9. International Data Transfers
Payflow is based in [Country] and processes data on servers located in [Region]. If you access the Service from outside [Country], your information may be transferred to, stored, and processed in a country where data protection laws may differ from those in your jurisdiction.
When we transfer data internationally, we rely on approved safeguards, including Standard Contractual Clauses (SCCs) and adequacy decisions, to ensure your information remains protected.
10. Children’s Privacy
The Service is not intended for children under 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected such information, we will delete it promptly. If you believe a child has provided us with personal information, contact us at privacy@payflow.com.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect.
The “Last updated” date at the top of this page reflects the most recent revision. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy, contact us at:
Email: privacy@payflow.com
Address: 210 Bishopsgate, 2nd Floor, London, EC2M 4NR, United Kingdom
We aim to respond to all privacy inquiries within 5 business days.