FieldPay

Privacy Policy

1. Who We Are

FieldPay ("FieldPay," "we," "our," or "us") is a payroll and field-operations platform and service for agricultural businesses in California. We provide payroll processing, tax withholding calculation, new-hire onboarding, crew time tracking, job costing, invoicing, and related back-office services through our software and staff.

2. Information We Collect

We collect only what is necessary to run payroll, meet federal and California requirements, and provide the services:

From employers and contractors (our clients):

• Business name, Employer Identification Number (EIN), and California employer payroll tax account number
• Contact information for authorized users (name, email, phone)
• Workers' compensation policy details, classification codes, and rates
• Bank account details used for paycheck printing (stored encrypted)
• Business records the client chooses to keep in FieldPay: expense records and receipt images, equipment/asset records and purchase documents, invoices, and job-cost data

From workers — provided by the employer, or entered directly by the worker through FieldPay's electronic onboarding:

• Full legal name, home address, phone, and Social Security Number
• Federal W-4 and California DE 4 withholding elections
• Electronic signature record for those elections: the typed legal name, date and time of signing, the network (IP) address used, and language preference
• Employment details: hire date, pay rate, job classification, workers' compensation class
• Work records: hours, work dates, ranches/locations, tasks, and production data (such as piece counts or harvest weights) recorded by the crew's foreman or through FieldPay Time
• Sick-leave accrual and usage balances
• Signed W-4 / DE 4 forms — whether uploaded by the employer or generated by FieldPay from the worker's electronic onboarding — stored encrypted

What we deliberately do not collect: FieldPay does not accept or store I-9 forms or identity documents (IDs, Social Security cards, passports). Our onboarding collects tax-withholding information only.

Usage and technical data: login timestamps and IP addresses (for security), browser and device information.

3. Electronic Onboarding and Signatures

New hires may complete their own W-4 and California DE 4 elections on a device handed to them in the field or office, in English or Spanish. The worker signs by typing their legal name after being shown the applicable federal and state perjury statements. FieldPay generates the official IRS and EDD forms from those entries and retains them (encrypted) so they can be reproduced for the worker, the employer, or a tax authority on request. The signature record (typed name, timestamp, IP address) is retained with the form.

4. How We Use Information

• Calculate wages — regular, California overtime and double-time, piece-rate, and sick pay
• Calculate federal and California withholdings and employer payroll taxes (Social Security, Medicare, FUTA, SUI, ETT, workers' compensation)
• Prepare tax deposits and payroll tax filings (e.g., Forms 941, 940, DE 9, DE 9C, W-2) from processed payroll
• Generate pay stubs, paychecks, and payroll records
• Provide the employer's own reporting: job costs by ranch/crop, invoicing, expense and asset records
• Send transactional messages (account invitations, password resets, operational digests) — we do not send marketing to workers
• Secure accounts, detect unauthorized access, and keep audit records
• Meet federal and California recordkeeping obligations

5. How We Share Information

We do not sell personal information. Ever.

Service providers: FieldPay runs on Amazon Web Services (AWS). Application data, encrypted documents, and generated PDFs are stored in private, encrypted AWS storage; transactional email is delivered through AWS. AWS processes data on our behalf under its data processing terms.

Your employer: if you are a worker, payroll and time data about you is available to the employer who engaged FieldPay — that is the purpose of the service. Sensitive identifiers are not shown to field users: Social Security numbers appear to employer-side users only as the last four digits.

FieldPay staff: access sensitive data only for payroll processing and support, under least-privilege access controls with multi-factor authentication, and every access to a Social Security number or bank detail is logged.

Legal requirements: we disclose information when required by law or lawful request from tax authorities (IRS, California EDD) or other government agencies.

6. Data Retention and Disposal

Payroll and employment records are retained for at least four (4) years as required by federal and California law; certain evidentiary records are kept up to seven (7) years under our internal retention schedule.

When retention periods lapse, sensitive identifiers (such as the recoverable form of a Social Security number) are permanently destroyed on a documented disposal schedule with an auditable disposal log. Records subject to litigation or audit holds are preserved until the hold is released. Nothing is destroyed automatically — every disposal is human-reviewed.

You may request deletion of personal data not subject to legal retention through the "Delete my data" page at time.fieldpay.net/legal/delete-my-data or by emailing privacy@fieldpay.net.

7. Security

• Social Security numbers and bank details are encrypted at rest with field-level encryption; they are never stored in plain text
• Tax documents (W-4 / DE 4) are encrypted such that only FieldPay's payroll system can decrypt them — the employer-facing and field-facing applications cannot read them, even in the event of an application flaw, because the database itself denies them access
• Multi-factor authentication is required for FieldPay staff, with step-up verification to view any Social Security number or bank detail — and every such access is written to an append-only audit log
• Encrypted disks, HTTPS everywhere, hardened session controls, automatic lockouts on repeated failed logins, and continuous security monitoring with alerting
• Daily encrypted backups, a written incident-response procedure, and a documented information security program

No method of storage or transmission is 100% secure; we cannot guarantee absolute security.

8. California Privacy Rights (CCPA/CPRA)

California residents have the right to know what personal information we hold, to correct it, to request deletion (subject to legal retention), and to non-discrimination for exercising these rights. Contact us as described in Section 11. Because FieldPay processes most worker information as a service provider under contract with the employer — to run legally required payroll — some requests may need to be directed to, or completed with, your employer.

9. Children's Privacy

Our services are intended for businesses and their adult workers. We do not knowingly collect personal information from individuals under 18.

10. Changes to This Policy

We may update this policy from time to time and will notify affected parties of material changes by email or through the platform. Continued use after notice constitutes acceptance.

11. Contact Us

FieldPay
[Address TBD]
[City, CA ZIP TBD]
Email: privacy@fieldpay.net