Medlin Payroll

 

Last Revised: May 20, 2026

 

This privacy policy may be changed at any time. Please check this webpage often for the current policy. You may contact Medlin Software, Inc. with any questions or comments regarding this policy.

Information We Collect

When placing an order or asking for a copy of your receipt, the following information is added or updated in our customer database:

  • Name
  • Company name
  • Address
  • Email address

When using software functions which directly link to our website, we can identify your ID/License number and certain computer identifying information, including:

  • IP address
  • Drive serial number

Information We Do Not Store

  • Charge card information – We do not store your charge card information. All payment processing is handled by our third-party payment processor, and we do not retain card numbers, expiration dates, or security codes after your transaction is complete.
  • Text message numbers – Your text message number is not stored in our systems. It is only used at the time of your request to send a copy of your receipt.

How We Use Your Information

We use our customer database for the following purposes:

  • To inform customers of software updates
  • To inform our customers about any issues that may affect them.
  • Periodic customer surveys
  • To offer compatible forms and services (checks, tax forms, direct deposit processing, efiling, etc.)

 

Identifying information collected through software-to-web communication is used for internal purposes only, such as license verification and technical support.

Cookies and Tracking

No website log information is sold or shared. We review our website logs for internal purposes only, such as monitoring site performance and usage patterns. Our website may use cookies for essential site functionality.

Third-Party Services

We use the following third-party services. These service providers are contractually obligated to use your information only for the purposes of providing their services to us.

  • Payment processing – We use Elavon to handle charge card transactions. Your payment information is transmitted directly to Elavon and is subject to their privacy policy.
  • SMS messaging – We use ClickSend to deliver text message receipts. Your text message number is transmitted to ClickSend solely for the purpose of delivering your receipt and is not stored by us. Use of ClickSend is subject to their privacy policy.
  • Web hosting – Our website is hosted by Pair Networks and is subject to their privacy policy.
  • Customer support platform – We use Freshdesk (Freshworks) to manage customer support tickets and email-based support communications. Support data is hosted in encrypted AWS U.S. data centers and is subject to Freshworks’ privacy policy.

Data Sharing

We do not sell or share our customer database. We do not sell or share website log information. Computer identifying information collected through our software is not sold or shared.

Data You Create with Medlin Software and Send to Third Parties

Data you generate using Medlin’s software — such as NACHA direct deposit files, W-2 and 1099 e-file submissions, and state agency filings — is transmitted by you directly to the receiving entity. Medlin does not transmit, submit, or store this data on your behalf. Once the data leaves your computer and is sent to a third party, that entity’s own privacy policies and security practices govern how it is handled. Please review the privacy policies of any third party to which you transmit data.

Data Security

We take measures to protect your personal information from unauthorized access, use, or disclosure. These measures include secure transmission of data between our software and our website. Access to customer data is restricted to Medlin employees and to other parties (such as contractors or consultants) who are bound by written non-disclosure agreements with Medlin. Such access is permitted only as needed to resolve support issues and improve our products. We strive to protect your personal information.

Data Residency

Customer data and support data are stored and processed within the United States. Our service providers are configured to use U.S.-based storage. Authorized personnel and contractors are required to keep customer data within the United States.

Data Breach Notification

In the event of a data breach that compromises your personal information, we will notify affected customers as required by California law and any other applicable state or federal laws.

Support Data

Any information you send us for support purposes (reports, data files, images, etc.) is used solely for troubleshooting. Support tickets and any attached files are retained for up to three (3) years after resolution. In practice we often delete sooner at our discretion. Following any deletion, full removal from our support platform completes within thirty (30) days.

Online Backup Storage

If you use our encrypted online backup data storage function, your backup data is encrypted on your computer before being transmitted, and we store only the encrypted data. We can see metadata such as how many backups you have stored, but we will not open or read the contents of your backups. 

Data Retention and Deletion

We retain your customer information for as long as it is needed to provide you with our products and services. If you would like to request deletion of your personal information from our customer database, please contact us via email. 

Updating Your Information

To update your name, company name, address, email address, or other information in our customer database, contact us via email.

Children’s Privacy

Our products and services are designed for adults. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly.

Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

  • California Residents (CCPA/CPRA) – You have the right to know what personal information we collect, the right to request deletion of your personal information. We do not sell your personal information. We will not discriminate against you for exercising any of your privacy rights.
  • Other U.S. State Laws – Several states have enacted privacy laws that may provide you with additional rights regarding your personal information. Please contact us via email if you have questions or wish to exercise rights from your state.

Governing Law

This privacy policy is governed by the laws of the State of California, United States.

Contact Us

If you have any questions or comments regarding this privacy policy, please contact Medlin Software, Inc.