Privacy Policy

Paystub Pilot("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and otherwise handle your information when you use our web application (the "Service"), which helps you generate pay-stub PDFs with tax calculations for all 50 US states and all 13 Canadian provinces and territories, along with W-2, 1099-NEC, T4, and T4A year-end tax forms.

Please read this Privacy Policy carefully. By accessing or using Paystub Pilot, you acknowledge that you have read, understood, and agree to be bound by all the provisions of this Privacy Policy.

1. Information We Collect

When you use Paystub Pilot, we collect information that you voluntarily provide to us and information that is automatically collected through your use of our Service.

Information You Provide Directly

When you use Paystub Pilot to generate a pay stub, we collect the information you enter into our forms, including:

• Company Information: Company name, address, EIN, and other business details
• Employee Information: Employee name, address, Social Security Number (last 4 digits, US only; pay stubs never ask for a Social Insurance Number), position, and hire date
• Salary and Deduction Details: Gross salary, withholding amounts, federal and state tax information, and other deductions
• Year-End Tax Forms: For W-2, 1099-NEC, T4, and T4A forms: the employer's or payer's name, address, and tax identification numbers, including the payer's full taxpayer identification number (an EIN or a Social Security Number), which Form 1099 must show in full; the employee's or recipient's name, address, and the last 4 digits of their Social Security Number or taxpayer identification number (US) or the last 3 digits of their Social Insurance Number (Canada), or a business recipient's program account number on a T4A; and the amounts reported in each box
• Email Address: Your email address for account access and order communication

Information Automatically Collected

When you visit Paystub Pilot, we may automatically collect certain information about your device and browsing activity:

• Device Information: IP address, browser type, operating system, and device identifiers
• Usage Data: Pages visited, how fast they load, and server logs of requests
• Cookies and Similar Technologies: We use essential cookies to maintain your session and enable core functionality

2. How We Use Your Information

We use the information we collect for the following purposes:

• Generating Pay Stubs and Tax Forms: To create pay-stub PDFs with tax calculations for your selected state, province, or territory, and year-end tax forms from the figures you enter
• Processing Payments: To process your payments (one-off purchases or subscription charges) and maintain transaction records
• Order Fulfillment: To complete and support your request for pay stub generation
• Improving Our Service: To analyze usage patterns and improve Paystub Pilot's functionality and accuracy
• Compliance: To comply with legal obligations and regulations
• Customer Support: To respond to your inquiries and provide technical assistance

3. Payment Processing

Paystub Pilot uses Stripe to process all payments for pay stub generation. When you pay for our service, your payment information (credit card, debit card, or other payment method details) is handled directly by Stripe and is not processed, stored, or maintained by Paystub Pilot.

We only receive confirmation of your payment status and a Stripe session ID. We do not have access to your complete credit card numbers, banking information, or other sensitive payment data. All payment information is encrypted and processed in compliance with PCI DSS (Payment Card Industry Data Security Standard) requirements.

For more information about how Stripe handles your payment information, please review Stripe's Privacy Policy at https://stripe.com/privacy.

4. Data Retention

We keep the form data you provide (company information, employee information, salary details, and year-end tax form figures) with your order, so your pay stub can be downloaded again and, if you subscribe, listed in your history.

We store the following information in our SQLite database for transaction purposes: your Stripe session ID, the form data JSON you submitted, and your email address. Once your pay stub has been successfully generated, you may request deletion of your data at any time by contacting us (see Section 8: Your Rights).

Checkouts that are started but never paid are deleted automatically after four days. Paid orders and your history are kept until you ask us to delete them, except where we must keep records for legal, tax or compliance reasons.

5. Third-Party Services

Paystub Pilot uses the following third-party services to deliver our Service:

Stripe

We use Stripe as our payment processor. Stripe handles all payment processing and maintains PCI DSS compliance. Your payment information is subject to Stripe's privacy practices. For details, visit https://stripe.com/privacy.

Resend

We use Resend for transactional email delivery, such as login links and account notifications. Your email address is shared with Resend solely for the purpose of delivering these messages. For information about Resend's privacy practices, visit https://resend.com/privacy.

Railway

Paystub Pilot runs on Railway, which hosts our servers and the database that stores your account, orders and history. Your pay stubPDFs are generated on our own server, so the form data in them is not sent to any outside PDF service. For information about Railway's privacy practices, visit https://railway.com/legal/privacy.

These third parties are contractually obligated to use your information only as necessary to provide services to Paystub Pilot and to maintain the confidentiality and security of your information.

6. Cookies and Tracking

Paystub Pilot uses a minimal cookie footprint. We do not run behavioral analytics, advertising pixels, or third-party tracking of any kind. The only cookies we set are essential to providing the Service:

• Session cookie— a signed, HttpOnly token (__Host-paystubpilot_session in production) that keeps you logged in after you click your magic link. Expires 7 days after sign-in or when you log out.
• Sign-in link cookie— an HttpOnly random value set when you request a magic link, so the link only works in the browser that asked for it. Deleted when you sign in, and expires after 15 minutes otherwise.
• CSRF protection— standard origin and referrer checks on state-changing requests. No additional cookie is set; the protection relies on browser-supplied headers.

We do not use Google Analytics, Meta / Facebook Pixel, TikTok Pixel, LinkedIn Insight Tag, Google Ads conversion tracking, session-replay tools (FullStory, Hotjar, etc.), or any other third-party analytics service. Your visits are not profiled, your behavior is not modeled, and no data about your usage of the Service is shared with advertising or analytics networks.

Essential cookies do not require your consent under GDPR, CCPA, or the e-Privacy Directive because they are strictly necessary for the Service to function. You can disable them in your browser settings, but doing so will prevent sign-in and may break other core features.

Server logs — including IP addresses, timestamps, and the URLs you request — are collected for security, fraud prevention, and debugging. They are not used to build a profile of your usage.

If we ever introduce analytics or any other tracking technology in the future, we will update this policy with meaningful notice and provide a clear opt-in mechanism before any tracking begins.

7. Data Security

We take data security seriously and apply the following measures to protect your information:

• Encryption in Transit: All communication between your browser and our servers is encrypted with HTTPS (TLS).
• Encryption at Rest (Infrastructure Level): Our database files are stored on encrypted volumes provided by our hosting provider (Railway). We do not apply additional application-layer field encryption; instead, we minimize the data we collect (see below) so there is little sensitive information at rest in the first place.
• Data Minimization: We store a full Social Security number, Social Insurance Number, or other identification number only when a form you create calls for one, as described in Section 1, and only as part of that form. We do not collect or store payment card numbers or bank account numbers. Payment information is handled directly by Stripe; we receive only a non-sensitive payment reference.
• Access Controls: Access to production data is restricted to the operator(s) of Paystub Pilot. Customer data is not shared with third parties except as described in this policy.
• Dependency & Code Hygiene: Our automated build pipeline runs linting, type-checking, automated tests, and a production dependency vulnerability audit on every change to the main branch.

However, no security system is completely impenetrable. While we strive to protect your information, we cannot guarantee absolute security. You usePaystub Pilot at your own risk.

8. Your Rights

You have the following rights regarding your personal information:

Right to Access / Data Export

You have the right to request a copy of the personal information we hold about you, including your account record, saved employee profiles, and the history of pay stubs generated under your account. We will provide this information in a portable, machine-readable format (JSON) within 30 days of receiving a valid, verified request.

Account Deletion

You have the right to delete your Paystub Pilotaccount and the personal information associated with it. You can delete it yourself at any time from the "Danger zone" section of your dashboard; deletion takes effect immediately. If you can't sign in, email support@paystubpilot.com from the email address on your account with the subject line "Account Deletion Request". Sending the request from the account email is how we verify your identity; if you no longer have access to that inbox, please reply from an email you can prove ownership of and we will follow up with additional verification steps.

Service-level commitment: for emailed requests, we will acknowledge your request within 3 business days and complete deletion within 30 days of verification. Deletion removes your user record, session tokens, saved employee profiles, pay stub and year-end form history, uploaded logos, and magic-link tokens associated with your account.

What we retain, and why: we keep a minimal record of each order for tax and accounting purposes: the Stripe payment references, amount, currency, product type and dates. When your account is deleted, your email address, the form data (including any names in it) and any logo are removed from these records, including orders you paid for while signed out with that email address; only the financial ledger entry remains. Stripe retains payment records under its own policy — see Section 3.

You can delete your account yourself from the dashboard using the "Delete my account" option. The email process above remains available as an alternative and carries the same SLA.

Right to Opt Out

You have the right to opt out of non-essential communications and data processing. This will not affect your ability to use Paystub Pilot's core functionality.

How to Exercise Your Rights

To exercise any of these rights, please contact us using the information provided in Section 11: Contact Us. We will verify your identity (usually by confirming the request is sent from the email address on your account) before processing your request, and will respond within the timeframes stated above or within the period specified by applicable law, whichever is shorter.

9. Children's Privacy

Paystub Pilotis not intended for use by individuals under 13 years of age. We do not knowingly collect personal information from children under 13. If we become aware that we have collected information from a child under 13, we will take steps to delete such information and terminate the child's use of our Service.

If you believe we have collected information from a child under 13, please contact us immediately at support@paystubpilot.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes to this Privacy Policy, we will notify you by:

• Posting the updated Privacy Policy on our website
• Updating the "Last Updated" date at the top of this Policy
• Sending you an email notification if the changes materially affect how we handle your information

Your continued use of Paystub Pilot following the posting of changes means you accept and agree to the updated Privacy Policy. We recommend reviewing this Policy regularly to stay informed about how we protect your information.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

We will respond to your request within 30 days. If you are unsatisfied with our response, you may have the right to lodge a complaint with your local data protection authority.

12. Notice for Users in Canada

If you use Paystub Pilot from Canada, the Personal Information Protection and Electronic Documents Act (PIPEDA) and, for Quebec residents, the Act respecting the protection of personal information in the private sector (Law 25) apply to the personal information we handle. The rest of this Policy describes what we collect and why; this section adds what those laws require us to tell you.

Where your information is stored. Paystub Pilot is operated from the United States and your information is stored and processed there, with our hosting provider, Railway (Section 7), and the payment and email providers named in Section 5. While it is outside Canada it is subject to United States law and may be accessible to United States courts, law enforcement, and national security authorities. We use contractual and technical safeguards, described in Section 7, to protect it wherever it is processed.

Person in charge of personal information. The founder of Paystub Pilot is responsible for our compliance with these laws and acts as our privacy officer. Reach them at support@paystubpilot.com.

Your rights. You may ask to access or correct the personal information we hold about you, withdraw consent to its use (which may mean closing your account), and, in Quebec, ask for a copy in a structured, commonly used format or for a reference to it to be de-indexed. Section 8 explains how to request an export of your data by email or delete your account yourself; for anything else, email us and we will respond within 30 days. Consent is not a condition of anything beyond what the Service needs: we collect only the information described in Section 1, and we do not use cookies or other technology to profile you (Section 6).

Social Insurance Numbers. Pay stubs never ask for or print a SIN: no province requires it on a pay statement and the federal SIN Code of Practice says it should not be used as an employee identifier. T4 and T4A slips ask for the last 3 digits only, and print them with the rest of the number masked.

Complaints.If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or, in Quebec, the Commission d'accès à l'information du Québec.