Privacy Policy
TruluPay is a payroll, time-tracking and HR platform operated by NovaCare Practice Management PLLC, 4320 Cobalt Bloom Ct, Arlington, Texas 76005-1229, United States. This policy covers the TruluPay web application and the TruluPay mobile apps for Android and iOS.
1. Our role, and your employer’s
TruluPay is workplace software. You use it because your employer provides it, and your employer decides what employment information is recorded in it. For that information your employer is the controller and we process it on their behalf. For your account itself, we are the controller.
2. Information we collect
Account and identity. Your name, work email address, your password, and, where you use them, a phone number and a second authentication factor such as a one-time code. Authentication is handled by a specialist authentication provider; we never see or store your password.
Employment and payroll. Your employer, job title, pay rate, hours worked, shifts, timesheets, pay stubs, deductions, expense claims and time-off balances. Bank account and tax details you enter in order to be paid are collected and held by our payroll processing provider, not by us.
Device and diagnostic information. Application version, device or browser type, operating system version, and crash and error reports, used to keep the service working.
What we do not collect. TruluPay contains no advertising and no third-party advertising or tracking software.
3. How we use it
To sign you in; to show your hours, pay, benefits and documents; to let you submit time, expense claims and time-off requests; to let your employer run payroll; to send you messages about your pay and your requests; to meet payroll, tax and employment record-keeping obligations; to detect and prevent fraud; and to keep the service secure and working.
We do not sell personal information. We do not share personal information for advertising or for cross-context behavioural advertising. We do not use your information, and we do not permit our providers to use it, to train artificial intelligence or machine learning models.
4. Who we share it with
Your employer. The organization that provides you with TruluPay can see the employment information held in your record.
Service providers. We use a small number of contracted providers to operate the service, covering authentication, payroll processing and payments, cloud hosting and storage, and transactional email. Each is bound by contract to protect the information and to use it only to provide its service to us.
Legal and safety. Where we are required to by law or legal process, or where necessary to protect our rights, safety or property.
5. The TruluPay mobile apps
The sections above apply to the mobile apps. The following applies only to them.
Location. Where your employer requires it, the app records your device’s location at the single moment you tap Clock In or Clock Out, so your employer can confirm where the punch was made. Location is never collected in the background, is not tracked between punches, and the app does not request background location permission. You may decline the permission or withdraw it later; the app still works and the punch is recorded without a location. Punches and any locations attached to them are visible to your employer.
Camera and photo library. If you attach a receipt to an expense claim or set a profile picture, the app opens your camera or photo library at that moment and stores only the image you choose. It does not browse or upload anything else.
Microphone, contacts and other device data. The app does not use your microphone and does not read your contacts, calendar or messages.
Withdrawing permissions. You can change or withdraw the location, camera and photo permissions at any time in your device settings, without losing access to the app.
6. Where it is stored, and how it is protected
Information is stored in the United States. It is encrypted in transit and at rest, access is restricted to the personnel who need it to do their jobs, and
administrative access is logged. No system is perfectly secure, but we maintain measures appropriate to payroll data.
7. How long we keep it
We keep your employment and payroll records for as long as your employer requires them and for as long as payroll, tax and employment law requires, which in the United States is generally several years after employment ends. Diagnostic information is kept for a short period. Receipt images are kept for the life of the expense record. When information is no longer needed for these purposes it is deleted or anonymised.
8. Your choices and your rights
You can view and correct much of your own information inside the service.
Depending on where you live you may have the right to request a copy of your information, to have it corrected or deleted, to object to or restrict how it is used, and to be free from discrimination for exercising those rights.
To make any of these requests, including deletion of your account and the personal information associated with it, email privacy@trulupay.com from the address on your account, or write to us at the postal address above. We respond within the time the applicable law allows. Because your employer controls your employment record, some requests must be directed to them, and we will tell you promptly if that is the case. Information we are legally required to retain for payroll and tax purposes is kept for the remainder of the required period and then deleted.
9. Children
TruluPay is workplace software for people employed by our customers. It is not directed to children, and we do not knowingly collect personal information from anyone under 13.
10. Changes to this policy
If we change this policy we will update the date at the top of this page, and for significant changes we will notify you in the app or by email.
11. Contact
NovaCare Practice Management PLLC
4320 Cobalt Bloom Ct, Arlington, Texas 76005-1229, United States