Introduction
XENOPHIA SYSTEMS LLC ("XENOPHIA SYSTEMS," "we," "us," or "our") is committed to protecting the privacy of our clients, their employees, and visitors to our website (xenophiasys.com). This Privacy Policy describes how we collect, use, disclose, and safeguard information in connection with our payroll processing, tax preparation, and HR administration services.
By using our website or engaging our services, you acknowledge the practices described in this Policy. If you do not agree with this Policy, do not access our website or use our services.
Information We Collect
We collect personal information necessary to provide payroll, tax filing, and HR services, including:
- Employee Data: Names, Social Security Numbers, addresses, date of birth, compensation rates, bank account information for direct deposit, federal and state withholding elections (W-4), and benefit enrollment information.
- Business Data: Employer Identification Numbers (EINs), state tax account numbers, NAICS codes, officer information, and payroll history.
- Contact Data: Names, email addresses, phone numbers, and mailing addresses of client contacts provided through our website or service agreements.
- Website Data: IP addresses, browser type, pages visited, and time on site, collected via standard web server logs and analytics tools.
How We Use Your Information
We use collected information solely to:
- Process payroll and deliver pay stub information to employees
- Calculate, deposit, and file federal and state employment taxes
- Prepare and file W-2s, 1099s, and related year-end forms with the IRS and SSA
- Administer employee benefits deductions and HR records
- Communicate with clients regarding payroll, compliance, and account matters
- Comply with applicable federal and state laws and regulations
We do not sell, rent, or trade personal information to third parties for marketing purposes.
Third-Party Disclosures
We share personal information only as required to deliver our services:
- IRS and State Tax Agencies: As required for employment tax filings, W-2 submissions, and new hire reporting.
- Social Security Administration: For W-3 and W-2 submissions.
- Financial Institutions: For direct deposit processing and EFTPS tax deposits.
- Benefits Providers: Deduction amounts and enrollment data shared with your designated providers.
Data Retention
We retain payroll records, tax filings, and employee data for a minimum of seven (7) years from the end of the applicable tax year, as required by IRS regulations and the Fair Labor Standards Act. Records are securely destroyed after the retention period expires.
Security
We implement 256-bit AES encryption for all stored data, TLS encryption for all data in transit, role-based access controls, and annual security training for all personnel. See our Data Security page for full details.
Your Rights
You may request access to, correction of, or deletion of personal information we hold about you by contacting us at help@xenophiasys.com. Note that certain records must be retained as required by law.
Changes to This Policy
We may update this Policy periodically. Continued use of our services after a posted update constitutes acceptance of the revised Policy. Contact us at help@xenophiasys.com with questions.
Contact
XENOPHIA SYSTEMS LLC
307 South Pearson Road, Pearl, MS 39208
Email: help@xenophiasys.com
Phone: (601) 939-5021