Privacy Policy

1. Introduction

Rhinehart Co. ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and employee time tracking portal.

2. Information We Collect

2.1 Employee Portal Data

For authorized employees using our time tracking portal, we collect:

• Personal Information: Name, employee ID/code, email address, phone number, mailing address
• Employment Data: Hourly rate, salary information, job title, employment status, department/location
• Time & Attendance: Clock in/out times, break times, total hours worked, overtime hours
• Location Data: GPS coordinates when clocking in/out (for geofencing verification)
• Device Information: IP address, browser type, device type, operating system
• Tax & Payroll: Tax withholding information, W-2 forms, W-4 elections, banking details (if applicable)
• Documents: Employment documents, training certificates, acknowledgment forms
• Activity Logs: Portal usage, login attempts, shift corrections, time-off requests

2.2 Public Website Data

For visitors to our public website, we collect:

• Browser type and version
• Operating system and device information
• IP address and approximate location (city/state level)
• Pages visited and time spent on pages
• Referring website URLs
• Contact form submissions (name, email, phone, message)

3. How We Use Your Information

We use collected information for the following purposes:

Employment & Payroll Operations:

• Processing time and attendance records
• Calculating wages, overtime, and payroll taxes
• Generating paystubs and W-2 forms
• Managing paid time off (PTO) and sick leave
• Verifying work site attendance via geofencing
• Processing shift correction requests

Legal & Compliance:

• Complying with federal and state labor laws
• Maintaining employment records as required by law
• Responding to legal requests, audits, or investigations
• Preventing fraud and time theft
• Enforcing our Terms of Service and company policies

Business Operations:

• Communicating with employees about schedules and work assignments
• Providing access to employment documents and benefits information
• Analyzing labor costs and operational efficiency
• Improving our website and portal functionality
• Responding to customer inquiries and service requests

4. Information Sharing and Disclosure

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

We may share information with:

• Payroll Service Providers: To process payroll and tax withholding
• Government Agencies: When required by law (IRS, state labor departments, etc.)
• Legal Counsel: When necessary for legal advice or proceedings
• Insurance Providers: For workers' compensation or benefits administration
• IT Service Providers: Who assist with hosting and maintaining our systems
• Auditors & Accountants: For financial and compliance audits

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy, including:

• Active Employees: Data retained throughout employment relationship
• Former Employees: Employment records retained for 7 years (IRS requirement)
• Tax Records: W-2 forms and payroll records retained for 7 years
• Time Records: Time and attendance data retained for 3-7 years per FLSA
• Website Data: Analytics and logs retained for 12-24 months

7. Your Rights and Choices

As an employee or website user, you have certain rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your data (subject to legal retention requirements)
• Opt-Out: Disable location services (may limit portal functionality)
• Data Portability: Receive your data in a structured, machine-readable format

To exercise these rights, contact us using the information provided at the end of this policy.

8. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience and gather information about how our website and portal are used.

You can control cookies through your browser settings, but disabling cookies may affect portal functionality.

9. Third-Party Links

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

10. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have collected information from a minor, please contact us immediately.

11. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• Right to know what personal information is collected
• Right to know if personal information is sold or disclosed
• Right to opt-out of the sale of personal information (we do not sell data)
• Right to deletion of personal information
• Right to non-discrimination for exercising your rights

Note: CCPA exempts certain employment-related information collected in the employment context.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy with a new "Last Updated" date. Continued use of our services after changes constitutes acceptance of the updated policy.

For significant changes, we will provide notice through the portal or via email to registered users.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: