WRKROOT Client Privacy Notice

Last updated: May 3, 2026

1. Client Information WRKROOT Collects

WRKROOT may collect client information directly from client users, from platform activity, from WRKROOT admins/recruiters, from talent users, from payment providers, from service providers, and from communications with WRKROOT.

Client information may include:

• Name.
• Username.
• Email address.
• Password hash and authentication data.
• Phone country code and phone number.
• Country.
• Timezone.
• Role and account status.
• Notification preferences.
• Contact title.
• Company name.
• Industry and sub-industry.
• Client profile UUID and account metadata.
• Created and updated timestamps.
• Account notes, blocked/blacklisted status, review notes, and account-control records.

2. Client Company And Hiring Request Information

WRKROOT may collect and process company and hiring information, including:

• Company name.
• Contact title.
• Industry and sub-industry.
• Country.
• Hiring requests.
• Role titles.
• Selected talent.
• Required skills.
• Experience preferences.
• Degree preferences.
• Gender preferences, where submitted and lawful.
• Location preferences.
• Shift timing.
• Timezone labels.
• Work arrangement preferences, such as remote, hybrid, or on-site.
• Additional hiring details.
• Target joining date.
• Pipeline status.
• Placement readiness.
• Progress logs.
• Admin recommendations.
• Recommended talent.
• Commercial notes.
• Finalized and submitted timestamps.

WRKROOT may share hiring request details with prospective talent where needed to evaluate fit, prepare recommendations, schedule interviews, coordinate interviews, or prepare for engagement.

3. Client Representative Visibility

Client representative information may be visible to:

• WRKROOT admins, recruiters, operations staff, support staff, and authorized personnel.
• Other authorized users within the same client company or client account.
• Service providers that support hosting, storage, support, billing, email, signatures, analytics, or platform operations.
• Talent users where limited client representative information is needed for interviews, engagements, support, contracts, or operational coordination.

Client companies are responsible for managing their own authorized users and ensuring that client-side users are allowed to access company, billing, hiring, engagement, and personnel-related information.

4. Information Shared With Talent

Once talent is being considered for, interviewing for, or connected to a client engagement, WRKROOT may share limited client and engagement information with talent, including:

• Company name.
• Role and engagement details.
• Hiring request details relevant to fit.
• Interview information.
• Schedule expectations.
• Timezone and shift information.
• Work arrangement.
• Holidays.
• Time off decisions.
• KPI expectations.
• Attendance expectations.
• Contract status.
• Engagement status.
• Support context where relevant.
• Client instructions or operational details needed for the engagement.

WRKROOT may limit, redact, delay, or withhold client information where appropriate for confidentiality, security, business, legal, or operational reasons.

5. Interviews And Engagement Records

WRKROOT may collect and process interview and engagement information, including:

• Interview requests.
• Talent profiles connected to client requests.
• Preferred date/time.
• Confirmed date/time.
• Notes.
• Proposed slots.
• Participant responses.
• Coordination summaries.
• Interview status.
• Decision logs.
• Engagement status.
• Joining date.
• Billing cadence.
• Billing notes.
• Engagement notes.
• Paused or completed timestamps.
• Engagement updates and visibility flags.

Engagement records may be visible to WRKROOT admins/recruiters, authorized client users, and connected talent users according to role-based permissions.

6. Contracts And Electronic Signature Records

WRKROOT may process client contract and signature information, including:

• Contract templates.
• Rendered contract body.
• Contract title.
• Party type.
• Recipient legal name.
• Recipient email.
• Contract status.
• Sent/viewed/signed/declined/expired timestamps.
• Admin notes.
• Typed signatures.
• Signer name.
• Signer title.
• Signer email.
• Signature attestations.
• Signature hash.
• IP address.
• User agent.
• Signed timestamp.
• Signed PDF artifacts.
• PDF hashes.
• Signature certificates.
• Contract audit events.

WRKROOT may retain signed documents, signature records, and audit logs for legal, billing, contract, dispute, audit, fraud prevention, compliance, and legitimate business reasons.

7. Billing, Payment, And Invoice Information

WRKROOT may collect and process billing and payment-related information, including:

• Legal business name.
• Billing email.
• Billing contact name.
• Billing address.
• Tax ID label and last four digits, where applicable.
• Billing status.
• Autopay preference.
• Invoice schedules.
• Invoices.
• Line items.
• Currency.
• Tax amount.
• Total amount.
• Amount paid.
• Invoice status.
• Memo.
• Payment transaction amount.
• Payment transaction status.
• Provider.
• Provider reference.
• Processed timestamp.
• Billing notes.
• Payment method metadata.
• Card brand, last four digits, and expiry month/year.
• Bank name, account holder name, and account type.
• Provider token or placeholder.
• Default/active status.
• Autopay authorization status.
• Payment method audit events.

Billing and payment data should be visible only to authorized client billing/admin users and WRKROOT admins or personnel with a business need to access it.

Payment provider: the applicable payment processor.

WRKROOT should not collect or store full card numbers, CVV codes, full raw bank account numbers, or other sensitive payment credentials. Users should not send those details through email, support tickets, chat, uploads, or other unapproved channels.

8. Attendance, Time Off, Holidays, And KPI Visibility

For active or onboarding engagements, WRKROOT may process client-related operational information, including:

• Work schedules.
• Client timezone.
• Talent timezone.
• Expected start and end times.
• Workdays.
• Grace minutes.
• Schedule exceptions.
• Attendance day status.
• Clock-in and clock-out timestamps.
• Minutes worked.
• Verification state.
• Verification method.
• Verification notes.
• Optional proof uploads.
• Review status.
• Reviewer and review timestamp.
• Review notes.
• Time off requests.
• Time off decisions.
• Holiday calendars.
• Holiday selections.
• Holiday approval status.
• KPI plans.
• KPI metrics.
• KPI targets.
• Talent submissions.
• Proof files.
• Actual values.
• Achievement percentages.
• KPI review notes.
• Period reports.

This information may be visible to authorized client users, connected talent, and WRKROOT admins/recruiters according to role-based permissions and engagement needs.

9. Support, Notifications, And Communications

WRKROOT may collect support and communication information, including:

• Support ticket subject.
• Category.
• Preferred channel.
• Preferred call time.
• Preferred contact window.
• Priority.
• Ticket status.
• Assigned admin.
• Messages.
• Attachments.
• Internal notes.
• Support audit events.
• In-app notifications.
• Email records.
• Notification read/unread status.
• Email delivery logs and provider metadata.

Support tickets may include information provided by client users or WRKROOT personnel. Clients should not include sensitive, regulated, or unnecessary personal information unless required and authorized.

10. How WRKROOT Uses Client Information

WRKROOT may use client information to:

• Create and manage client accounts.
• Verify client representatives and authorized users.
• Process hiring requests.
• Recommend talent.
• Coordinate interviews.
• Create and manage engagements.
• Provide marketplace, staffing, placement, outsourcing, and engagement operations services.
• Create, send, sign, and retain contracts.
• Manage billing, invoices, payment method metadata, collections, disputes, and payment records.
• Configure schedules, holidays, time off, attendance visibility, KPI plans, and operational reporting.
• Provide support.
• Send notifications and communications.
• Maintain audit logs.
• Detect and prevent fraud, payment abuse, misuse, security incidents, policy violations, and unlawful activity.
• Enforce agreements and policies.
• Defend legal claims and resolve disputes.
• Comply with legal, tax, accounting, regulatory, audit, security, healthcare, BAA, or compliance obligations.
• Improve the WRKROOT platform and services.
• Create aggregated or de-identified analytics, reports, benchmarks, operational insights, product improvements, and business intelligence.

11. How WRKROOT Shares Client Information

WRKROOT may share client information with:

• Authorized users within the same client company/account.
• Prospective talent.
• Connected talent.
• WRKROOT admins, recruiters, operations staff, support staff, billing staff, and authorized personnel.
• Service providers and subprocessors.
• Payment, email, hosting, storage, analytics, support, electronic signature, verification, or other providers.
• Legal, accounting, audit, insurance, and professional advisors.
• Regulators, law enforcement, courts, arbitrators, or other authorities where required or appropriate.
• Other parties where necessary for business transactions, fraud prevention, dispute handling, legal compliance, or rights protection.

WRKROOT may share client hiring request details with prospective talent when needed to evaluate fit, schedule interviews, or prepare for engagement.

WRKROOT may share limited client and engagement information with connected talent where needed to perform, coordinate, document, support, or administer the engagement.

12. Aggregated And De-Identified Data

WRKROOT may use aggregated, de-identified, or anonymized client hiring, billing, engagement, attendance, KPI, support, marketplace, and operational data for:

• Analytics.
• Reporting.
• Benchmarking.
• Product improvement.
• Business operations.
• Forecasting.
• Marketplace quality.
• Service development.
• Internal research.
• Commercial planning.

WRKROOT will not intentionally identify a client or individual in external aggregated/de-identified reporting unless permitted by agreement, law, or written authorization.

13. Healthcare Clients, HIPAA, And PHI

WRKROOT may support healthcare clients. Healthcare clients are responsible for determining whether HIPAA, a Business Associate Agreement, privacy/security rules, customer-specific requirements, or other healthcare compliance obligations apply.

Healthcare clients are responsible for:

• Determining whether WRKROOT is acting as a business associate for a specific workflow.
• Requesting and signing a BAA where required.
• Limiting PHI shared with WRKROOT.
• Ensuring their own systems, workflows, access controls, training, supervision, credentialing, monitoring, and compliance controls are appropriate.
• Ensuring talent access to PHI is authorized, limited, supervised, and compliant.
• Providing instructions, training, and safeguards required for talent assigned to healthcare workflows.
• Avoiding upload of PHI into WRKROOT unless expressly authorized through an approved workflow and covered by the required written agreement.

WRKROOT does not operate as a medical provider, patient portal, or clinical record system. PHI processing under a BAA is governed by the applicable BAA and law.

14. Client Privacy Choices

Depending on applicable law, client representatives may have rights to access, correct, delete, restrict, object to, or receive a copy of certain personal information.

Client companies may also manage authorized users, update billing contacts, update company information, manage notification preferences, and request account changes through available platform workflows or support.

To submit a privacy request, contact info@wrkroothr.com.

WRKROOT may verify identity and authority before responding. WRKROOT may decline or limit requests where permitted by law, including where records must be retained for legal, billing, contract, tax, accounting, audit, dispute, fraud prevention, security, compliance, marketplace integrity, or legitimate business reasons.

15. Retention Of Client Information

WRKROOT may retain client information for as long as reasonably necessary for the purposes described in this Notice and the Privacy Policy.

Client deletion or termination requests may be limited by retention needs for:

• Contracts.
• Electronic signatures.
• Billing records.
• Invoices.
• Taxes and accounting.
• Payment transaction metadata.
• Payment disputes and chargebacks.
• Hiring requests.
• Talent recommendations.
• Interview records.
• Engagement history.
• Attendance, time off, holidays, and KPI records.
• Support tickets.
• Notifications and email logs.
• Account status records.
• Security logs.
• Audit logs.
• Dispute records.
• Fraud prevention records.
• Compliance records.
• Legal defense and rights enforcement.
• Marketplace integrity and client/talent safety.

WRKROOT may retain records after account deletion, account termination, subscription cancellation, engagement completion, or contract expiration where required or permitted.

16. Changes To This Notice

WRKROOT may update this Notice from time to time. The updated version will be indicated by the "Last updated" date above. WRKROOT may provide notice through the website, platform, email, in-app notification, dashboard notice, or another reasonable method.

Your continued access to or use of WRKROOT after an updated Notice becomes effective means you accept the updated Notice.

17. Contact

Privacy questions or requests may be sent to:

WRKROOT HR SOLUTIONS LLC, 30 N Gould St Ste N, Sheridan, SHERIDAN COUNTY, WY 82801 USA Privacy: info@wrkroothr.com Support: info@wrkroothr.com Billing: info@wrkroothr.com Legal: info@wrkroothr.com