Privacy Policy

1Who we are and what this policy covers

This policy explains how Back Office Staffing Solutions, LLC (“BOSS,” “we,” “us”) collects, uses, shares, and protects personal information. It covers our website at backofficenow.com and the BOSS app at app.backofficenow.com, including its partner, client, associate, and staff areas.

BOSS is an employer of record and back office provider for staffing firms and independent recruiters. We employ workers, run payroll, invoice clients, and fund payroll for the firms we work with. That work requires us to handle sensitive information, and we take that responsibility seriously.

This policy applies to four groups of people:

• Website visitors: anyone who browses our site, downloads content, or contacts us.
• Partners: staffing firms and recruiters who use BOSS, and the people who log in on their behalf.
• Clients: the businesses where associates work, and their contacts who approve time or receive invoices.
• Associates: the workers BOSS employs or pays, including W-2 employees, 1099 contractors, and applicants going through onboarding.

If you have a signed agreement with BOSS, that agreement also governs how we handle information you give us. Where the agreement and this policy conflict, the agreement controls.

2Information we collect

What we collect depends on how you work with us.

Website visitors

• Contact details you give us: name, email, phone, company, and job title.
• What you submit through forms, downloads, webinars, and events.
• Usage data: IP address, browser and device type, pages visited, referral source, and time on site.

Partners and their users

• Business details: company name, address, tax ID (EIN), ownership and contact information.
• Login details for each user, and a record of activity in the app.
• Banking details for distributions and payments, and billing records.
• Information about your clients, placements, rates, and the associates you submit.

Clients and their contacts

• Company and contact details, billing addresses, and payment records.
• Timesheet approvals, invoice history, and correspondence.

Associates and applicants

• Identity and contact details: name, address, phone, email, date of birth.
• Government identifiers and forms: Social Security number, Form I-9 and work authorization documents, W-4 and state tax forms.
• Pay and banking details: direct deposit accounts, pay rates, hours, earnings, deductions, and tax withholding.
• Assignment details: the partner and client you work with, schedules, timesheets, stipends, and expenses.
• Background check results, where a partner or client requires a screening.
• Records needed to run employment: workers’ compensation claims, unemployment claims, required training, and leave.
• Emergency or support information you choose to provide.

Everyone who uses the app

• Device, browser, and log information, used to keep accounts secure.
• Messages, support requests, and bug reports you send us.

3Where the information comes from

• From you, when you enroll, complete onboarding, enter time, or contact us.
• From partners, who submit assignments and associate details when they place someone through BOSS.
• From clients, who approve time and pay invoices.
• From service providers, such as our payroll platform, background screening provider, payment processors, and funding partner.
• From government agencies, for example tax notices, wage garnishments, and unemployment claims.
• Automatically, through cookies and logs when you use our website or app.

4How we use information

We use personal information to:

• Employ associates and run payroll, including tax withholding, direct deposit, and year-end forms.
• Invoice clients, apply payments, and calculate and pay partner distributions.
• Fund payroll and manage receivables, including work with our funding partner.
• Verify identity and work authorization, and run background checks when required.
• Meet legal duties under tax, wage and hour, employment, workers’ compensation, and unemployment laws.
• Keep accounts and systems secure, and detect fraud or misuse.
• Answer questions, provide support, and send service notices such as timesheet reminders and payment notices.
• Improve our website and app, and understand how they are used.
• Send marketing to partners and prospects, which you can opt out of at any time.
• Protect our legal rights, handle disputes, and meet insurance requirements.

We do not use associates’ personal information for marketing.

5AI features

Some features in the BOSS app use artificial intelligence, such as weekly partner summaries, answering questions about your own data, and matching incoming payments to invoices. To provide these features, relevant information is sent to our AI service provider, which processes it on our behalf.

We do not allow our AI provider to use your information to train its models. AI features never make employment or pay decisions on their own; people at BOSS review and act on the results.

6How we share information

We do not sell personal information. We share it only as needed to provide our services, meet legal duties, or protect our rights.

With partners and clients. Partners see information about the associates they place, including hours, pay, and assignment details. Clients see what they need to approve time and pay invoices, such as associate names, hours, and bill amounts. Neither sees an associate’s Social Security number or bank details.

With service providers who work on our behalf under contract:

With insurers and advisers. We share information with workers’ compensation carriers, insurance brokers, auditors, accountants, and lawyers as needed to insure our business, handle claims, and get professional advice.

With government agencies. We report wages and taxes to the IRS and state agencies, respond to unemployment and wage claims, and comply with court orders, subpoenas, and other legal requests.

In a business transfer. If BOSS is involved in a merger, sale, or financing, information may transfer as part of that deal, subject to this policy.

7Payments and card information

Card payments made through our website or app are processed by Stripe or HubSpot Payments. They handle your full card number; BOSS never sees or stores it. If you give us card details by phone or email, we enter them into the processor’s secure system and do not keep a copy.

8How we protect information

We use encryption in transit, access controls, and activity logging. Staff access to sensitive information such as Social Security numbers and bank details is limited to people who need it for their job. Our service providers are held to confidentiality and security obligations.

No system is perfectly secure. If a breach affects your personal information, we will notify you and the authorities as the law requires.

9How long we keep information

We keep information only as long as we need it, and at least as long as the law requires.

State laws sometimes require longer periods, and we follow them. When information is no longer needed, we delete or de-identify it.

10Cookies and tracking

In the app, we use only cookies needed to log you in, keep your session secure, and remember settings such as your view preferences. The app does not work without them.

On the website, we also use:

• Google Analytics to understand how visitors use the site (Google privacy policy).
• HubSpot for forms, chat, and marketing email (HubSpot privacy policy).

We ask for your consent to non-essential cookies when you first visit. We do not show interest-based advertising on our website. You can block or delete cookies in your browser settings, though some features may stop working.

11Your choices and rights

Depending on where you live, you may have the right to:

• Know what personal information we hold about you and how we use it.
• Get a copy of it in a portable format.
• Correct information that is wrong.
• Delete information, subject to the records we must keep by law.
• Opt out of marketing email at any time, using the unsubscribe link in any email.
• Not be treated differently for exercising these rights.

Residents of California and other states with privacy laws have these rights, and they apply to associates and business contacts as well as consumers. We only use sensitive information such as Social Security numbers for the purposes the law allows, like payroll, tax, and verifying work authorization.

How to make a request. Email support@backofficenow.com or call 855-508-2677. We will verify your identity before acting, and respond within 45 days. You can use an authorized agent, who must show written permission from you.

Partners and associates can also view and update most of their own information by logging in to the BOSS app.

12Notice to associates and applicants

If you work for BOSS or are going through onboarding, this section is your notice of what we collect and why.

We collect the information listed under “Associates and applicants” in Section 2. We use it to hire you, pay you, withhold and report taxes, verify your eligibility to work, run required screenings, manage your assignments, handle workers’ compensation and unemployment claims, and meet our other legal duties as your employer.

We share it with the partner and client on your assignment as described in Section 6, and with our payroll, screening, and insurance providers. We never sell it, and we never use it for marketing. We keep it for the periods in Section 9.

You can ask to see or correct your information at any time, and you can update your address, tax forms, and direct deposit in the BOSS app.

13GDPR: users in the European Economic Area and United Kingdom

This section applies if you are in the European Economic Area (EEA) or the United Kingdom, and adds to the rest of this policy. Where they apply to us, we process personal data in line with the EU General Data Protection Regulation and the UK GDPR.

Controller. Back Office Staffing Solutions, LLC is the controller of your personal data. Our contact details are in Section 16.

Legal bases. We rely on these legal bases for processing:

Where we rely on legitimate interests, we have weighed those interests against your rights. Where we rely on consent, you can withdraw it at any time, which does not affect processing before the withdrawal.

Your rights. You have the right to access, correct, and erase your personal data; to restrict or object to processing; to data portability; and to withdraw consent. To exercise any of these, contact us as described in Section 11. We respond within one month.

International transfers. BOSS and our service providers are based in the United States. When we transfer your data there, we protect it with the European Commission’s standard contractual clauses, the UK International Data Transfer Addendum, or the EU-U.S. Data Privacy Framework where a provider participates in it.

Retention. We keep personal data only as long as needed for the purposes it was collected for, as set out in Section 9.

Automated decisions. We do not make decisions that produce legal or similarly significant effects about you based solely on automated processing, including profiling.

Breaches. If a personal data breach is likely to put your rights and freedoms at risk, we will notify the relevant supervisory authority within 72 hours where required, and tell you without undue delay where the law requires.

Complaints. Please contact us first so we can help. You also have the right to complain to the data protection authority where you live or work, or where you believe the problem occurred.

14Children

Our website and app are not intended for children under 16, and we do not knowingly collect their information online. Where BOSS lawfully employs a minor as an associate, we handle their information only as needed to employ and pay them.

15Changes to this policy

We may update this policy from time to time. The effective date at the top shows when it last changed. If we make a significant change, we will tell you by email or in the BOSS app before it takes effect.

16Contact us

The BOSS Terms of Use describe the rules for using the app and apply alongside this policy.