Privacy Policy

Last updated June 21, 2026. Early-access draft; counsel review required before general availability.

Runbook Payroll is in active development. This policy describes the intended privacy posture for the public site, early-access app, and Payroll Correctness Review. If a signed agreement says something different, that agreement controls.

Our privacy rule

Payroll data is sensitive. We collect the minimum information needed to operate the service, review a payroll question, protect the product, and comply with legal obligations. We do not sell payroll data, do not use payroll data for advertising, and do not train AI models on customer payroll records.

Information we collect

Site and inquiry data. Name, email, role, company type, team size, current payroll provider, scenario, urgency, evidence availability, preferred contact method, referral source, and the message you submit.

Account data. Email address, authentication information, company membership, user role, and basic account activity.

Company and payroll data. Business profile, EIN or tax identifiers when required for payroll setup, locations, pay schedules, worker names, compensation facts, hours, deductions, tax elections, year-to-date figures, approvals, corrections, payroll records, and related evidence references.

Review metadata. Payroll Correctness Review case id, scope, stage, price/payment status, evidence checklist, provider references, status labels, reviewer notes, packet status, and product learning.

Technical data. Device/browser data, IP-derived security signals, logs, diagnostic data, and usage events needed to keep the service reliable and secure.

Public forms and payroll documents

Public forms are for metadata only. Do not submit Social Security numbers, bank details, worker addresses, payroll registers, paystubs, tax notices, provider exports, or other sensitive payroll documents through a public form or email unless Runbook has confirmed a secure intake path.

For early Payroll Correctness Reviews, raw documents should stay in the approved document provider. Runbook records document names, provider references, evidence labels, and packet logic. Supabase should not store raw payroll evidence during this validation phase.

How we use information

We use information to:

respond to inquiries and qualify early-access or review requests;
scope and deliver Payroll Correctness Reviews;
operate, secure, debug, and improve Runbook;
compute, explain, and preserve payroll records when payroll features are enabled;
communicate about account, product, security, payment, or support matters;
comply with law, enforce terms, and protect customers, workers, Runbook, and the public.

AI assistance

Runbook may use AI-assisted features for routing, extraction, drafting, or explanation when a user invokes them. AI may propose values or summaries, but it does not approve payroll and does not perform payroll calculation. Payroll math must come from deterministic engine logic and human-approved source facts.

Service providers

We may use infrastructure, hosting, authentication, database, analytics, email, payment, document-management, security, and AI service providers. Providers may process information only to provide services to Runbook and must be appropriate for the sensitivity of the data they handle.

Current or planned providers may include Supabase for application data and authentication, Vercel or similar hosting, Stripe or invoicing tools for payments, Dropbox as an interim document provider, SmartVault as a future document portal, and AI processors for explicit AI-assisted features.

Sharing

We may share information:

with service providers that support Runbook;
with your authorized users, company administrators, advisors, or reviewers;
when you direct us to share a packet, export, or record;
to comply with legal process or protect rights, safety, security, or integrity;
in connection with a financing, merger, acquisition, reorganization, or sale of assets, subject to appropriate protections.

Retention

We keep information only as long as needed for the service, a review, security, legal compliance, dispute resolution, accounting, or product records. Payroll and employment-tax records may require longer retention than ordinary site inquiries. If we no longer need sensitive data, we delete, de-identify, or archive it according to the applicable record policy and legal requirements.

Security

We use administrative, technical, and physical safeguards designed for sensitive business and payroll data. This includes access controls, least-privilege practices, encryption in transit, planned encryption at rest where provider-supported, review of service providers, and operational rules that limit where raw payroll evidence may live.

No system is perfectly secure. If we learn of a security incident affecting personal information, we will investigate, take appropriate steps, and notify affected parties when required.

Your choices and requests

You may ask us to access, correct, export, or delete personal information, subject to legal, payroll, tax, security, and recordkeeping limits. Company administrators may also control authorized access to company records.

Contact: matt.heintz@gmail.com.

Children

Runbook is for businesses and is not directed to children under 13. Do not use Runbook to submit children's personal information except where lawfully required for payroll or employment records and only through approved payroll workflows.

Changes

We may update this policy as Runbook moves from validation to live payroll. Material changes will be reflected by a new update date and, where appropriate, notice through the site, app, or account email.