Last Updated: January 1, 2024
Paylocity Corporation (“Paylocity”, “our”, “we” and “us”)”) has instituted the following policy related to any biometric data that we possess as a result of our operations or of our clients’ and client employees’ use of our products and services. Our clients are responsible for developing and complying with their own biometric data retention and destruction policies as may be required under applicable law.
As used in this policy, “biometric data” includes “biometric identifiers” and “biometric information” as defined in the Illinois Biometric Information Privacy Act, 740 ILCS § 14/1, et seq. “Biometric identifier” means a retina or iris scan, fingerprint, voiceprint, or scan of hand or face geometry. Biometric identifiers do not include writing samples, written signatures, photographs, human biological samples used for valid scientific testing or screening, demographic data, tattoo descriptions, or physical descriptions such as height, weight, hair color, or eye color.
“Biometric information” means any information, regardless of how it is captured, converted, stored, or shared, based on an individual’s biometric identifier used to identify an individual. Biometric information does not include information derived from items or procedures excluded under the definition of biometric identifiers.
Our clients are responsible for compliance with applicable law governing any collection, storage, use, and/or transmission of biometric data they conduct or facilitate. To the extent required by law, our clients will obtain written authorization from each employee for the benefit of the client, Paylocity and/or Paylocity’s authorized licensors or vendors to collect, store, use, and/or transmit biometric data prior to the collection of such data.
Paylocity and/or its vendors also may collect, store, use and/or transmit biometric data during the course of conducting Paylocity’s operations and of providing products or services to Paylocity’s clients and client employees. With respect to biometric data collected, stored, used and/or transmitted by Paylocity and/or its vendors, to the extent required by law, Paylocity and/or its vendors will obtain written authorization from each prior to the collection of such data.
Paylocity and/or its vendors will collect, store, use and/or transmit any biometric data solely for identifying employees, recording time entries, identity verification, workplace security, and fraud prevention. Neither Paylocity nor its vendors will sell, lease or trade any biometric data that it receives from clients or client employees as a result of their use of Paylocity’s services.
To the extent that our clients use our timekeeping devices and/or attachments to collect, capture, or otherwise obtain biometric data relating to an employee, they agree that they must first:
Paylocity, its vendors, and/or its clients will not sell, lease, trade, or otherwise profit from employees’ biometric data; provided, however, that Paylocity may be paid for products or services used by Paylocity’s vendors or clients that utilize such biometric data.
Paylocity will not disclose or disseminate any biometric data to anyone other than its authorized vendors and clients without/unless:
Paylocity shall retain any client’s employee’s biometric data collected via our timekeeping devices and attachments only until the first of the following occurs:
With regards to any biometric data generated by Paylocity and/or its vendor during the course of conducting Paylocity’s operations and of providing products or services to Paylocity’s clients and client employee, Paylocity shall retain such data until the initial purpose for such collection has been satisfied or within 3 years of the individuals last interaction with Paylocity, whichever occurs first.
Paylocity and its vendors shall use a reasonable standard of care to store, transmit, and protect from disclosure any paper or electronic biometric data collected. Such storage, transmission, and protection from disclosure shall be performed in a manner that is the same as or more protective than the manner in which Paylocity stores, transmits, and protects from disclosure other confidential and sensitive information, including personal information that can be used to uniquely identify an individual or an individual’s account or property, such as genetic markers, genetic testing information, account numbers, PINs, driver’s license numbers and social security numbers.