Employee data privacy notice
American Completion Tools · ACT Persona (internal HR/payroll system)
Last updated: October 28, 2026
To administer employment, we collect and store:
- Name, contact information, and address
- The last 4 digits only of your Social Security Number in structured employee fields
- Time clock records, schedules, and leave/reimbursement requests
- Payroll documents you or an admin upload (pay stubs, and — only if you've separately consented — your W-2)
- Uploaded employment forms and tax records may contain additional sensitive identifiers. Company compliance archives and private HR notes are restricted to administrators; employee-owned documents remain accessible only to that employee and administrators
- Your personal email, used only to send sign-in verification codes
- A profile photo, if one is uploaded
- An audit log of account and record changes (who did what, and when)
Solely to run HR and payroll operations: paying you correctly, tracking time and leave, verifying your identity at login and at kiosk terminals, and keeping the records federal and Texas employment law require us to keep. We don't sell, rent, or use this data for advertising.
- Every login requires a password and a one-time code emailed to your personal email
- Access is role-based — most records are visible only to you and HR admins
- Uploaded documents are stored encrypted and are never publicly accessible
- Kiosk clock-in requires a PIN, stored only as a secure hash
- Account and record changes are logged
Payroll records are kept at least 3 years and time/wage computation records at least 2 years, per federal (FLSA) and Texas Payday Law requirements. We don't delete records early just because employment ends, since these retention periods are a legal floor, not a target.
- You choose and can update the personal email your sign-in codes go to (Settings)
- Your W-2 is delivered on paper unless you separately opt in to electronic delivery — and you can withdraw that at any time (Settings)
- Benefits plan documents (SPDs, summaries) are delivered on paper unless you separately opt in to electronic delivery — and you can withdraw that at any time (Settings). This doesn't affect your own coverage details on the Benefits page, which are always available to you regardless
- You can replace the temporary kiosk PIN with your own PIN in Settings
If a security incident affects your personal information, we will notify you within 60 days of discovering it, consistent with the Texas Identity Theft Enforcement and Protection Act.
Contact HR or your administrator. This notice describes what this system does today and may be updated as the system changes.