1. Overview and Scope
Ogo Ops LLC ("Ogo Ops," "we," "us," or "our") operates an HR and payroll platform at ogoops.com. This Privacy Notice explains what personal data we collect, why we collect it, how we protect it, how long we keep it, and the rights available to individuals whose data we process.
Because Ogo Ops processes payroll, it handles some of the most sensitive categories of personal data that exist — Social Security Numbers, bank account and routing numbers, compensation history, health plan enrollment, and retirement account elections. We take that responsibility seriously and have designed our data practices accordingly.
This notice supplements (and does not replace) any Data Processing Agreement (DPA) executed between Ogo Ops and a Customer. In the event of a conflict between this notice and a signed DPA, the DPA controls.
2. Categories of Data We Process
We process personal data in the following categories, depending on the features a Customer has enabled:
| Category | Examples | Source |
|---|---|---|
| Account & Identity | Name, email, job title, company name, phone number | Customer / User directly |
| Authentication | Password hash, MFA tokens, session identifiers, login timestamps | Automatically on login |
| Payroll Inputs | Salary, hourly rate, pay frequency, hours worked, overtime, bonuses, commissions | Customer / Employee directly |
| Tax & Government IDs | Social Security Number (SSN), Employer Identification Number (EIN), federal/state tax withholding elections (W-4) | Customer / Employee directly |
| Banking & Payment | Bank account number, routing number, account type (checking/savings), Dwolla customer ID | Employee directly via encrypted form |
| Benefits Enrollment | Health plan elections, dental/vision coverage, HSA/FSA contributions, dependent information | Employee directly; synced from SimplyInsured |
| Retirement | 401(k) contribution elections, employer match data, Guideline participant ID | Employee directly; synced from Guideline |
| HR Records | Employment start/end dates, job title, department, manager, PTO balances, leave records, performance notes | Customer / Employee directly |
| Compliance & Payroll Tax | Federal/state payroll tax filings, W-2 data, 1099 data, garnishment orders | Derived from payroll processing |
| Device & Usage | IP address, browser type, OS, session duration, pages visited, feature usage | Automatically via server logs and analytics |
| Communications | Support tickets, chat messages, email correspondence | User directly |
3. Sensitive Data — Special Protections
3.1 Social Security Numbers (SSNs)
SSNs are collected solely for payroll tax filing (W-2, 1099, federal/state remittances) and identity verification required by law. SSNs are encrypted at rest using AES-256 and in transit using TLS 1.2+. They are masked in the UI (showing only the last four digits) and are never included in exports, reports, or API responses unless the Customer has explicitly enabled a permissioned export for a specific legal purpose. Access is restricted to payroll-processing system functions and authorized Customer administrators; Ogo Ops support staff cannot view unmasked SSNs.
3.2 Bank Account and Routing Numbers
Banking data is collected to facilitate ACH direct deposit via Dwolla. Account and routing numbers are encrypted at rest and in transit. They are never stored in plaintext in application logs, error messages, or database query results. Ogo Ops does not store full card numbers. ACH transactions are processed under NACHA rules; Ogo Ops is not a bank or money transmitter.
3.3 Health Plan and Benefits Data
Health plan enrollment data (plan elections, covered dependents, HSA/FSA contribution amounts) is collected to administer employee benefits through our SimplyInsured integration. While Ogo Ops is not a Covered Entity under HIPAA, we treat benefits enrollment data with HIPAA-equivalent care: it is stored in access-controlled tables, excluded from general analytics pipelines, and shared only with the benefits carrier (SimplyInsured) and the Customer's authorized HR administrators. We do not use benefits data for advertising or sell it to any third party.
3.4 Retirement and 401(k) Data
Retirement contribution elections and employer match data are processed through our Guideline integration. This data is subject to ERISA fiduciary obligations on the Customer's part. Ogo Ops processes it solely to submit contributions post-payroll and does not use it for any other purpose.
3.5 Compensation Data
Salary, hourly rates, and compensation history are treated as confidential. They are accessible only to Customer administrators with the appropriate role permissions and are not shared across employee accounts. Ogo Ops does not use individual compensation data for advertising or sell it to third parties. Aggregated, de-identified compensation benchmarks may be used for product improvement.
4. How We Use Personal Data
We process personal data for the following purposes and legal bases:
| Purpose | Legal Basis |
|---|---|
| Payroll calculation, processing, and disbursement | Contract performance; legal obligation (tax law) |
| Federal and state payroll tax filing (W-2, 941, SUTA, etc.) | Legal obligation |
| ACH direct deposit via Dwolla | Contract performance; Employee consent |
| Benefits enrollment and administration (SimplyInsured) | Contract performance; Employee consent |
| 401(k) contribution submission (Guideline) | Contract performance; Employee consent |
| Accounting journal entry sync (QuickBooks, Xero, FreshBooks) | Contract performance; Customer instruction |
| HR records management (employee profiles, PTO, onboarding) | Contract performance |
| Authentication, access control, and fraud prevention | Legitimate interest; legal obligation |
| Customer support and communications | Contract performance; legitimate interest |
| Product improvement using aggregated, de-identified data | Legitimate interest |
| Compliance with legal process (subpoenas, court orders) | Legal obligation |
| Slack/Zapier notifications at Customer direction | Customer instruction |
We do not use Employee payroll or benefits data for advertising, marketing profiling, or any purpose unrelated to delivering the Service.
6. Security
Ogo Ops implements a layered security program designed to protect sensitive payroll and HR data. Key controls include:
- Encryption at rest: All Customer Data, including SSNs and banking data, is encrypted at rest using AES-256.
- Encryption in transit: All data transmitted between clients and our servers uses TLS 1.2 or higher. Connections using older protocols are rejected.
- Access controls: Role-based access controls (RBAC) limit data access to authorized personnel. Sensitive fields (SSNs, bank account numbers) are masked in the UI and restricted at the API layer.
- Audit logging: Access to sensitive data fields is logged with user ID, timestamp, and action. Logs are retained for a minimum of 12 months.
- Multi-factor authentication: MFA is available and strongly recommended for all Customer administrator accounts.
- Vulnerability management: We conduct regular security scans and address critical vulnerabilities on an expedited basis.
- Breach notification: In the event of a confirmed data breach affecting Customer Data, we will notify affected Customers within 72 hours of discovery, as required by applicable law and our Terms of Service.
No system is 100% secure. If you discover a potential security vulnerability, please report it responsibly to [email protected].
7. Data Retention
We retain personal data for as long as necessary to provide the Service and comply with applicable legal obligations. Specific retention periods:
| Data Category | Retention Period | Basis |
|---|---|---|
| Payroll records (W-2, tax filings) | 7 years post-filing | IRS / state tax law |
| Employee HR records | 7 years post-termination | FLSA, EEOC, state law |
| Banking data (ACH) | 90 days post-account removal | NACHA rules; then deleted |
| SSNs | Duration of employment + 7 years | IRS record-keeping requirements |
| Benefits enrollment records | 6 years post-plan year | ERISA |
| Account / login data | Duration of subscription + 90 days | Contract; then deleted on request |
| Audit logs | 12 months minimum | Security and compliance |
| Support communications | 3 years | Legitimate interest |
Upon termination of a Customer's subscription, Ogo Ops will retain Customer Data for 90 days to allow data export. After that period, data will be deleted or anonymized, subject to the legal retention requirements above.
8. Individual Rights
Depending on your relationship with Ogo Ops and applicable law, you may have the following rights regarding your personal data:
8.1 Customers (Business Administrators)
Customers may access, correct, export, or delete their account data by logging into the platform or contacting us at [email protected]. Customers control the data of their Employees and are responsible for responding to Employee rights requests under applicable law.
8.2 Employees
Because Ogo Ops processes Employee data as a data processor acting on the Customer's instructions, Employee rights requests (access, correction, deletion) should generally be directed to the employing company (the Customer), which is the data controller for that data. If you are unable to reach your employer, or if your request relates to data Ogo Ops holds independently, contact us at [email protected] and we will assist within the limits of our processor role.
8.3 Rights Available
- Access: Request a copy of the personal data we hold about you.
- Correction: Request correction of inaccurate or incomplete data.
- Deletion: Request deletion of your data, subject to legal retention obligations.
- Portability: Request your data in a structured, machine-readable format.
- Restriction: Request that we restrict processing of your data in certain circumstances.
- Objection: Object to processing based on legitimate interest.
We will respond to verified requests within 30 days. We may need to verify your identity before processing a request. We will not discriminate against you for exercising your privacy rights.
9. California Privacy Rights (CCPA / CPRA)
9.1 Categories of Personal Information Collected
In the preceding 12 months, Ogo Ops has collected the following categories of personal information as defined by the CCPA: Identifiers (name, email, SSN, EIN); financial information (bank account numbers, salary, compensation); professional or employment information (job title, employment history, HR records); health and benefits information (plan elections, dependent data); and internet or network activity (usage logs, IP addresses).
9.2 Purposes for Collection
We collect this information to provide payroll processing, HR management, benefits administration, tax filing, and related services as described in Section 4.
9.3 Sale or Sharing of Personal Information
Ogo Ops does not sell personal information as defined by the CCPA. We do not share personal information with third parties for cross-context behavioral advertising. We act as a "service provider" under the CCPA with respect to Employee data processed on behalf of Customers.
9.4 Your CCPA Rights
California residents have the right to:
- Know what personal information we have collected, used, disclosed, or sold about you.
- Delete personal information we have collected from you, subject to certain exceptions.
- Correct inaccurate personal information.
- Opt out of sale or sharing — we do not sell or share personal information, so this right is not applicable, but you may still submit a request to confirm.
- Limit use of sensitive personal information — you may request that we limit our use of sensitive personal information (SSNs, financial data, health data) to purposes necessary to provide the Service.
- Non-discrimination — we will not discriminate against you for exercising your CCPA rights.
9.5 How to Submit a CCPA Request
To submit a request, email [email protected] with the subject line "CCPA Rights Request." We will verify your identity and respond within 45 days (extendable by an additional 45 days with notice). You may designate an authorized agent to submit a request on your behalf; we will require written authorization and identity verification.
9.6 Shine the Light
California Civil Code Section 1798.83 permits California residents to request information about personal information disclosed to third parties for their direct marketing purposes. Ogo Ops does not disclose personal information to third parties for their direct marketing purposes.
11. Children's Privacy
The Ogo Ops platform is designed for use by businesses and their adult employees. We do not knowingly collect personal information from individuals under the age of 16. If you believe we have inadvertently collected data from a minor, please contact us at [email protected] and we will promptly delete it.
Note: Benefits enrollment may include dependent information for minor children of employees. This data is collected solely for benefits administration purposes and is subject to the heightened protections described in Section 3.3.
12. International Data Transfers
Ogo Ops is based in the United States and processes data on servers located in the United States. If you access the Service from outside the United States, your data will be transferred to and processed in the United States, which may have different data protection laws than your jurisdiction.
We currently serve U.S.-based businesses and their U.S.-based employees. If you are a non-U.S. resident whose data is processed through the platform, please contact us to discuss applicable protections.
13. Changes to This Notice
We will post any material changes to this Privacy Notice at ogoops.com/privacy-policy and update the "Last Updated" date. For material changes affecting how we process sensitive data (SSNs, banking data, health information), we will provide at least 30 days' advance notice by email to affected Customers before the change takes effect. Continued use of the Service after the effective date constitutes acceptance of the updated notice.
14. Contact Us
For privacy questions, rights requests, or to report a security concern, contact:
We will acknowledge receipt of your request within 5 business days and provide a substantive response within 30 days (or 45 days for CCPA requests).
Last updated: July 17, 2026. This notice applies to the Ogo Ops HR and payroll platform at ogoops.com.