Privacy Policy

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FMLA Pro Privacy Policy

DRAFT — FOR ATTORNEY REVIEW

Last Updated: July 28, 2026

1. Overview

This Privacy Policy describes how FMLA Pro (“FMLA Pro,” “we,” “us,” or “our”) handles information in two distinct contexts: (a) your use of our website located at fmlapro.com (the “Website”), and (b) your organization’s use of our on-premise leave administration software (the “Software”). These two contexts involve materially different data flows, and this Policy addresses each separately below.

2. Software Data — On-Premise, Not Collected by FMLA Pro

2.1 How the Software Handles Data

The Software is licensed for installation on servers and systems owned, operated, and controlled by the licensee (your organization). All employee, leave, and administrative data entered into the Software (“Customer Data”) is created, stored, and maintained entirely on your own infrastructure.

  • FMLA Pro does not host, access, view, collect, transmit, or store Customer Data.
  • Customer Data does not pass through FMLA Pro’s servers, cloud infrastructure, or any FMLA Pro-controlled system at any point during ordinary use of the Software.
  • Customer Data leaves your environment only if you, the licensee, affirmatively export it and transmit it elsewhere — an action entirely within your control and outside FMLA Pro’s knowledge or involvement.

Because FMLA Pro has no access to, visibility into, or control over Customer Data, FMLA Pro is not in a position to and does not make representations about the accuracy, completeness, or legality of any Customer Data entered by your organization’s users. Responsibility for the accuracy and lawful handling of Customer Data entered into the Software rests solely with the licensee.

2.2 HIPAA

The Software is designed for leave administration and eligibility tracking (e.g., FMLA and related state leave laws) and is not designed or intended to store medical records, clinical documentation, or other protected health information (PHI) as defined under the Health Insurance Portability and Accountability Act (HIPAA). FMLA Pro does not function as a “business associate” as defined under HIPAA because it does not create, receive, maintain, or transmit PHI on behalf of a covered entity. The Software does not capture diagnosis-level or other clinical detail; accordingly, HIPAA does not apply to FMLA Pro’s leave administration services.

2.3 Data Security — Licensee Responsibility

Because Customer Data resides exclusively on the licensee’s own infrastructure, the licensee is solely responsible for implementing appropriate administrative, physical, and technical safeguards for that data, including but not limited to access controls, backups, encryption, and compliance with any applicable state or federal data protection laws governing employee data in the licensee’s possession.

3. Website Data

Separately from the Software, our Website collects limited information when you interact with it directly:

3.1 Information You Provide

  • Contact form submissions (name, email, company, message)
  • Broker/Affiliate program applications
  • Account and billing information when you purchase a software license or create a member account, including your name, billing address, email address, phone number, and account credentials
  • Any other information you voluntarily submit through a form on the Website
  • Payment card information submitted at checkout. Payments are processed through GoDaddy Payments, our third-party payment processor, which uses end-to-end encryption and maintains PCI DSS (Payment Card Industry Data Security Standard) compliance. FMLA Pro does not receive, view, or store your full payment card number, CVV, or other sensitive cardholder data — this information is transmitted directly and securely to GoDaddy Payments for processing.

3.2 Automatically Collected Information

  • Standard analytics data via Google Analytics 4 (pages visited, referral source, device/browser type, approximate location)
  • Cookies used for essential site functionality and analytics

3.3 How We Use Website Information

We process your information for purposes based on legitimate business interests, the fulfillment of our service agreement with clients, compliance with our legal obligations, and/or your consent.

We use personal information collected via our Sites or Apps for a variety of business purposes described below. We process any personal information for these purposes in reliance on our legitimate business interests, in order to enter into or perform a contract with clients, with your consent, and/or for compliance with our legal obligations. We indicate the specific processing grounds we rely on next to each purpose listed below.

We use the information we collect or receive:

  • To respond to inquiries and process affiliate applications
  • To improve Website content and performance
  • To facilitate account creation and logon process. We may use your name, address, phone number, email address and other data to facilitate account registration and logon.
  • To send administrative information to you. We may use data we collected to send you important service and new feature information and/or information about changes to our terms, conditions, and policies.
  • Request Feedback. We may use your information to request feedback and to contact you about your use of our Sites or Apps.
  • To protect our Site. We may use your information as part of our efforts to keep our Sites or Apps safe and secure (for example, for fraud monitoring, cyber attacks and prevention).
  • To enforce our terms, conditions and policies.
  • To respond to legal requests and prevent harm. If we receive a subpoena or other legal request, we may need to inspect the data we hold to determine how to respond.
  • For other Business Purposes. We may use your information for other business purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Sites or Software, products, services, and your experience.

3.4 Will Your Information Be Shared

We only share information to comply with laws, to protect your rights, to fulfill business obligations, or as directed by you with your consent.

We may process or share data based on the following legal basis:

  • Consent: We may process a client’s data if we have specific client consent to use their information for a specific purpose.
  • Legitimate Interest: We may process your data when it is reasonably necessary to achieve our legitimate business interests.
  • Legal Obligations: We may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or legal process, such as in response to a court order or a subpoena (including in response to public authorities to meet national security or law enforcement requirements).
  • Vital Interests: We may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violations of our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which we are involved.
  • Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

FMLA Pro does not sell your information, including name, email addresses and mobile numbers, to any third party.

4. State Privacy Law Considerations

Controls for Do-Not-Track Features

Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (“DNT”) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. No uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Policy.

Do California Residents Have Specific Privacy Rights?

Yes, if you are a resident of California, you are granted specific rights regarding access to your personal information.

Subject to certain limitations, the California Consumer Privacy Act (“CCPA”) provides California residents the right to request to know more details about the categories or specific pieces of personal information we collect (including how we use or disclose this information), to delete their personal information, to opt out of any “sales” that may be occurring, and to not be discriminated against for exercising these rights. Please be assured we DO NOT disclose to third parties any information whatsoever for “sales,” marketing, or advertising purposes.

California consumers may make a request pursuant to their rights under the CCPA by contacting us at support@fmlapro.com. We will verify your request using the information associated with your account, including email address. Government identification may be required, and we may verify your request and identity with your employer. Consumers can also designate an authorized agent to exercise these rights on their behalf.

Other State Privacy Rights

Depending on your state of residence, you may have rights similar to those described above for California residents, including the right to access, correct, delete, or obtain a copy of your personal information, and to opt out of certain processing activities such as targeted advertising or the sale of personal information, to the extent required by applicable state law.

To exercise any applicable state privacy rights, please contact us at support@fmlapro.com. We will respond in accordance with the timelines and requirements of the applicable law. We do not sell personal information, and we do not use personal information for targeted advertising.

5. Data Retention

We keep your information for as long as necessary to fulfill the purposes outlined in this privacy policy unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy policy, unless a longer retention period is required or permitted by law (such as tax, accounting or other legal requirements). No purpose in this policy will require us keeping your personal information for longer than the period of time in which users have an account with us or the period of time the user’s employer maintains our services, whichever is longer.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

How Do We Keep Your Information Safe?

We aim to protect your personal information through a system of organizational and technical security measures.

We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. We adhere to industry security standards and best practices. However, please also remember that no one can guarantee 100% security. Although we will do our best to protect your personal information, transmission of personal information to and from our Sites or Software is at your own risk. You should only access the services within a secure environment.

6. Your Rights and Choices

You may review, change, or terminate your account at any time.

FMLA Pro’s Sites and services provided are targeted only for employers and employees of those employers residing in the United States of America. We do not direct our services to individuals located outside the United States.

International Users and the European Economic Area

In the event that an individual’s personal information is processed while that individual is physically located in the European Economic Area (EEA) — for example, an employee temporarily working or residing abroad whose employer uses our Software — that individual may have rights under the General Data Protection Regulation (GDPR), including the right to access, correct, delete, or restrict the processing of their personal information.

Because our Software operates on infrastructure controlled by your employer (see Section 2), any such request should first be directed to your employer, who controls the data. You may also contact us directly at support@fmlapro.com, and we will coordinate with your employer as appropriate. You additionally have the right to lodge a complaint with your local data protection supervisory authority. A list of EEA data protection authorities is available at: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm.

Account Information

If you would at any time like to review or change the information in your account or terminate your account, you can:

  • Log into your account settings and update your user account.
  • Contact us using the contact information provided.

Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, some information may be retained in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our Terms of Use and/or comply with legal requirements. Also, as a service provided to you through your employer, information about you may be retained during the term of service to your employer.

7. Changes to This Policy

We may update this privacy policy from time to time. The updated version will be indicated by an updated “Revised” date and the updated version will be effective as soon as it is accessible. If we make material changes to this privacy policy, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this privacy policy frequently to be informed of how we protect your information.

8. Contact Us

Questions about this Privacy Policy can be directed to: support@fmlapro.com

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