Employee SMS Privacy Policy & Consent Agreement
1. Purpose of Program
The Company utilizes an automated text messaging (SMS/MMS) service integrated with our internal payroll, timekeeping, and operations systems. By opting in to this service, you consent to receive work-related informational text messages. These messages may include:
- Notifications regarding pay statement availability, pay stubs, and direct deposit confirmation.
- Shift scheduling, dispatch updates, and jobsite reporting alerts.
- Timecard reminders, missed punch alerts, and payroll approval deadlines.
- Critical internal administrative or weather/emergency operations notices.
Text messaging will not be used for commercial marketing, sales solicitations, or unrelated third-party promotions.
2. Information We Collect
When you enroll in this program, we collect and store:
- Your full name and employee identification number.
- Your mobile phone number.
- Timestamps of message delivery, opt-in records, and opt-out requests.
- Technical transmission logs provided by our telecommunications service provider.
3. Sharing & Protection of Your Information
We treat your personal contact details with strict confidentiality:
- No Sale or Rental: We do not sell, rent, or lease your phone number or opt-in consent data to third parties.
- No Cross-Marketing: Opt-in data and mobile phone numbers will not be shared with external third parties or affiliates for their marketing or promotional purposes.
- Service Providers: Your phone number is shared strictly with authorized technology service providers (such as our SMS gateway provider, cloud host, or payroll software vendor) solely to deliver these communications on behalf of the Company. All vendors are contractually bound to maintain data security and confidentiality.
- Legal Compliance: We may disclose records if required by a valid legal process, subpoena, or applicable state or federal law.
4. Voluntary Participation & Opt-In
Participation in the employee SMS notification program is completely voluntary. Opting in to text notifications is not a condition of employment. Employees who decline or withdraw consent may access payroll records, timecard reviews, and shift schedules through the employee portal, physical postings, or standard email.
5. Message Frequency & Carrier Rates
- Message Frequency: Message cadence varies based on payroll cycles, schedule revisions, and shift hours. Typically, notifications range from 1 to 5 messages per week.
- Cost: The Company does not charge a fee for text notifications. However, standard message and data rates may apply depending on your mobile carrier and wireless plan.
6. Opt-Out & Assistance (STOP / HELP)
You can modify your preferences or cancel text notifications at any time:
- To Cancel: Reply STOP to any text message received. You will receive one final confirmation message confirming that you have been unsubscribed. No further automated SMS notifications will be sent unless you re-enroll.
- To Get Help: Reply HELP to any text message, or contact our internal support team directly by phone at 770-867-5312.
7. Policy Updates
The Company reserves the right to update this policy to reflect operational, technological, or regulatory changes. Any material updates will be communicated via the employee portal or standard company communication channels.
Employee Opt-In Acknowledgement & Signature Form
By signing below, I certify that I am the authorized account holder or primary user of the mobile phone number listed below. I voluntarily consent to receive automated operational and payroll text messages from Sunbelt Asphalt. I confirm that I have read and agree to the Employee SMS Privacy Policy above.
Once you have signed this form, the office records it on your employee record as your consent to receive these texts.