ClearPalm, Inc. — Privacy Policy

Last Updated: March 2026

ClearPalm, Inc. is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website clearpalminc.com, use our services, or interact with us in any way.

By accessing or using our website, you agree to the terms of this Privacy Policy. If you do not agree with the terms, please discontinue use of the website and services.

1. Information We Collect

We may collect the following types of information:

A. Personal Information
Information that identifies you as an individual, such as:

  • Full name
  • Email address
  • Phone number
  • Mailing address
  • Business name
  • Job title or role
  • Login or account credentials
  • Employment-related information (for payroll clients)

B. Financial & Business Information
Depending on the service you request (Insurance, Payroll, Bookkeeping, Taxes, Accounting), we may collect:

  • Tax identification numbers, including Federal Employer Identification Numbers (FEIN)
  • Payroll records and wage data
  • Banking and payment information
  • Insurance policy data
  • Employment documents
  • Financial statements or bookkeeping records

C. Employee Portal Data
If you or your employees access our employee self-service portal, we may collect:

  • Portal login credentials and authentication data
  • Employee pay stubs, schedules, and time records
  • Personal information submitted through the portal, including tax withholding elections and direct deposit details

Access to the employee portal is protected by secure authentication. We recommend that all users maintain the confidentiality of their login credentials and contact us immediately if they suspect unauthorized access.

D. Automatically Collected Information
When you visit our website, we may automatically collect:

  • IP address
  • Browser type
  • Device information
  • Pages viewed
  • Time spent on the site
  • Cookies and tracking technologies

E. Information From Third Parties
We may receive information from:

  • Insurance carriers
  • Payroll platforms
  • Government agencies
  • Public databases
  • Business partners or advisors

2. How We Use Your Information

We process your personal information based on one or more of the following legal bases: (a) performance of a contract with you or your employer, (b) compliance with a legal obligation, (c) your consent where required, or (d) our legitimate business interests, provided those interests are not overridden by your rights.

We use the information we collect for purposes including:

  • To provide and manage our Services (insurance, payroll, bookkeeping, accounting, taxes)
  • To process payments and maintain client accounts
  • To communicate with you about your account or inquiries
  • To send administrative updates, service notices, and confirmations
  • To personalize your website experience
  • To comply with legal, regulatory, and tax obligations
  • To improve our website, services, and customer support
  • For fraud prevention and security monitoring

3. How We Share Your Information

We may share your information with:

A. Service Providers
Third-party vendors that help us operate our business, including:

  • Insurance carriers and brokers
  • Payroll processing platforms
  • Accounting software providers
  • Cloud storage providers
  • Email and communication tools, including Mailchimp for marketing communications
  • HR and workforce management platforms

These providers only receive information necessary to perform their specific tasks and are contractually required to protect your data. We maintain Data Processing Agreements with our key vendors where required by applicable law.

B. Legal & Regulatory Requirements
We may disclose information:

  • To comply with federal, state, or local laws
  • In response to court orders or subpoenas
  • To government agencies such as the IRS, DOL, or state insurance departments

C. Business Transfers
In the event of a merger, acquisition, or asset transfer, client information may be transferred to the acquiring entity, subject to the same privacy protections outlined in this Policy. Clients will be notified prior to any such transfer where required by applicable law.

D. With Your Consent
We may share your information with third parties for other reasons only when you give us explicit permission.

4. Cookies & Tracking Technologies

We use cookies and similar technologies to:

  • Improve website performance
  • Understand user behavior
  • Analyze website traffic
  • Personalize content

We may use third-party analytics and tracking tools, including Google Analytics, to understand how visitors interact with our website. These tools may collect information sent by your browser as part of a web page request. You can opt out of Google Analytics by visiting tools.google.com/dlpage/gaoptout.

You can modify cookie settings through your browser preferences. Note that disabling cookies may affect the functionality of certain areas of our website.

5. Data Security

We implement reasonable technical, administrative, and physical safeguards to protect your information, including:

  • Data encryption
  • Access controls
  • Secure servers
  • Regular security monitoring

However, no method of transmission over the internet is completely secure. In the event of a data breach that affects your personal information, we will notify you within 30 days of determining that a breach has occurred, as required under Florida’s Information Protection Act (Fla. Stat. § 501.171), unless a law enforcement delay is authorized.

6. Data Retention

We retain your information for as long as necessary to fulfill the purposes outlined in this Privacy Policy and to comply with our legal obligations. Specific retention guidelines include:

  • Payroll records: Retained for a minimum of 4 years in accordance with IRS requirements
  • Tax records and filings: Retained for a minimum of 7 years
  • Employee records: Retained for the duration of the employment relationship plus a minimum of 3 years, or longer if required by applicable law
  • Insurance records: Retained for the duration of the policy plus applicable statutory periods
  • General business records: Retained as required by Florida law and applicable federal regulations

Records retained beyond the minimum required periods will be reviewed periodically and disposed of securely when no longer needed for business or legal purposes.

7. Your Rights & Choices

Depending on your location, you may have the right to:

  • Access personal information we have about you
  • Correct or update your information
  • Request deletion of your data
  • Opt-out of marketing communications
  • Restrict certain processing activities

To submit a request, contact us at info@clearpalminc.com. We will respond to verified requests within 45 days. If additional time is required, we will notify you within the initial 45-day period.

8. Children’s Privacy

Our website and services are not directed to individuals under the age of 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately at info@clearpalminc.com.

9. Links to Third-Party Websites

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

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The “Last Updated” date at the top of this page will reflect the most recent revision. We encourage you to review this policy periodically.

11. Florida Digital Bill of Rights

Florida residents may have additional rights under the Florida Digital Bill of Rights (Fla. Stat. § 501.701 et seq.), including the right to know, correct, delete, and opt out of the sale or sharing of personal data. To exercise these rights, contact us at info@clearpalminc.com.

12. Governing Law

This Privacy Policy is governed by the laws of the State of Florida, without regard to its conflict of law provisions. Any disputes arising under this Policy shall be subject to the exclusive jurisdiction of the courts located in Hillsborough County, Florida.

13. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, please contact us:

ClearPalm, Inc. Email: info@clearpalminc.com Phone: 813-944-0348 Location: Tampa, Florida, USA