Greenshades Software, Inc. Privacy Policy

Last Modified: October, 2016

Overview

Green Shades Software, Inc. (Greenshades) is committed to protecting the privacy of our employees, our customers and their employees. As part of this commitment, Greenshades has established this privacy policy (Privacy Policy) that demonstrates our due diligence to privacy laws.

This Privacy Policy covers how Greenshades collects, uses, and protects the personal, payroll, or tax return information (Private Information) we gather through the use of the Greenshades products and websites. Greenshades’ clients and their employees provide us with vast amounts of Private Information as needed to provide benefit enrollment, including information about current, prospective, and former employees as well as employee dependents and family members. Protecting the privacy of this Private Information is critical to Greenshades. Greenshades is also committed to transparency. We want you to understand how we collect and use Private Information so you can interact with Greenshades with confidence.

Greenshades will collect and process your Private Information only as instructed or permitted by our client (the employer) or you. Greenshades will at all times maintain reasonable and appropriate security controls to protect your information.

Personal Information Sharing

Greenshades does not use or disclose Private Information for purposes other than those for which it is collected, unless required by law. Greenshades does not sell any Private Information to third parties for marketing or any other commercial purposes.

Greenshades may disclose your Private Information to the employer and to third parties, including affiliates, subsidiaries, and vendors, when instructed by the employer or otherwise necessary to fulfill the purposes for which the information was collected. These entities are all contractually bound to limit use of your Private Information as needed to perform the services. We will also disclose Private Information when required to do so by law, such as in response to a subpoena, including to law enforcement agencies and courts in the United States.

Greenshades does not collect or maintain information from those actually known to be under the age of 13, and no part of our website is (or affiliated websites are) structured to attract anyone under the age of 13.

If you have questions about your privacy rights, please contact your employer’s human resources department. If you believe that Greenshades has not handled your Private Information properly, or that Greenshades has breached its privacy obligations, then your complaint may be directed to Greenshades Security Office at security@greenshades.com. The Security Office will investigate any complaint and notify you of the outcome of its investigation within a reasonable time.

Our Commitment to Your Privacy

The security of your Private Information is very important to Greenshades. We have reasonable physical, administrative, and technical safeguards in place to protect your Private Information from unauthorized access. In addition, Greenshades uses standard security protocols and mechanisms to transmit and store Private Information. When you see or enter Private Information on our site, we encrypt it using Transport Layer Security (TLS) technology. Additionally, Greenshades reviews its security policies and procedures on a regular basis and updates them as needed to maintain their relevance.

Retention and Disposal

Greenshades retains Private Information only as long as necessary to fulfill the stated purposes or as legally required and thereafter appropriately disposes of such information. Greenshades will specify minimum and maximum retention periods for the various records containing Private Information.

Private Information is securely destroyed when it is no longer necessary or relevant for the identified purpose or to fulfill a legal or business requirement. Greenshades will either physically or electronically erase the Private Information or make it anonymous in a non-recoverable manner.

More about how we protect your information

We protect the confidentiality and security of your Private Information by using industry-recognized security safeguards such as firewalls, coupled with carefully developed security procedures and practices to protect your information from loss, misuse, or unauthorized alteration. Whenever we ask for Private Information, such as tax information, we encrypt it as it is transmitted to us.

Our employees are trained and required to safeguard your information. Using physical, electronic, and procedural safeguards, we restrict access to Private Information to those employees and agents for business purposes only. Additionally, we use internal and external resources to review the adequacy of our security procedures.

Greenshades does not solicit personal information via email. If you receive an email message that appears to come from Greenshades that requests personal information, then please forward it immediately to security@greenshades.com. Do not reply or click on any links. These emails are often hoaxes (“phishing” e-mails), part of identity theft and fraud scams.

Online Preparation and Electronic Filing of Tax Returns

You may use Greenshades products and services to assist you with the preparation and electronic filing of your State and Federal W2 Filings. “Tax return information” is information that you provide to prepare a tax return using “Year-End Forms.” Some personal information you give us outside the tax return preparation process is similar to information entered by you when preparing your actual filing and may be governed by other regulations or policies.

Greenshades discloses or uses your tax return information only in accordance with applicable laws as follows: assist in preparing, preparing, obtaining or providing services in connection with preparing your tax return; or providing you with the products and services you specifically request or consent to.

As an approved transmitter of electronically filed federal and state income tax returns, we follow stringent security guidelines to protect the security and privacy of your tax return information. Electronically filed tax returns are encrypted during transmission to us. When transmitting your tax return from Greenshades to the IRS and State Tax Filing Agencies, we use the most secure transmission technology supported by those agencies. To provide customer technical support when troubleshooting e-filing related problems, such as acknowledgements or rejected returns, we may ask you to resubmit your tax return to us.

Changes to this Policy

Greenshades may update this Privacy Policy from time to time to reflect changes to our privacy practices, and reserves the right to change this Privacy Policy at our discretion without notice. All updates to this Privacy Policy will be posted on this webpage.