Medlin Software
Effective Date: September 18, 2026
This policy applies to all Medlin Software websites, including medlin.com, support.medlin.com, and docs.medlin.com. It may be changed at any time. When we make a material change, we will update the Effective Date above and post the revised policy on this page. Please check this page for the current policy. You may contact Medlin Software, Inc. with any questions or comments regarding this policy.
Official version. This policy is published at support.medlin.com/privacy.html. That page is the official version. If you find a copy of this policy anywhere else, including on our other websites, the version at support.medlin.com/privacy.html governs.
When placing an order or asking for a copy of your receipt, the following information is added or updated in our customer database:
When using software functions which directly link to our website, we can identify your ID/License number and certain computer identifying information, including:
We use our customer database for the following purposes:
Computer identifying information collected through software-to-web communication is used for internal purposes only, such as license verification and technical support.
Depending on which of our pages you visit, cookies may be set in your browser. These may include:
Google Analytics. Some of our pages use Google Analytics to help us understand how visitors find and use our site. Google Analytics sets cookies and collects information such as your IP address, the pages you view, and your general location. That information is processed by Google under its own privacy policy. You can opt out of Google Analytics on all websites by installing Google's browser add-on at tools.google.com/dlpage/gaoptout.
What we do not use. We use no advertising networks and no social media trackers. We do not use our sites to follow you across other websites.
Our own server logs. We review our own server logs for internal purposes such as monitoring site performance and usage patterns. This is information our web server records automatically. It is not sold or shared.
Google Search Console. We use Google Search Console, which reports how our pages appear in Google search results. It does not run on our pages and does not collect information about you.
Do Not Track signals. Some browsers can send a “Do Not Track” signal to the websites you visit. There is no industry standard for how a website should answer one. We do not follow visitors across other websites, so there is nothing to turn off — we do not respond to Do Not Track signals.
Other third-party requests. Our pages may load a web font from Google Fonts, which means Google receives your IP address as part of delivering that font; Google's own privacy policy governs that. Pages with a payment button also load a script from Elavon/ConvergePay to run the checkout, and that script may set its own cookies for that purpose; Elavon's privacy policy governs those.
We use the following third-party services in the course of our business operations:
These service providers are contractually obligated to use your information only for the purposes of providing their services to us.
We do not sell our customer database. We do not sell website log information. Computer identifying information collected through our software is not sold or shared.
Data you generate using Medlin's software — such as NACHA direct deposit files, W-2 and 1099 e-file submissions, and state agency filings — is transmitted by you directly to the receiving entity. Medlin does not transmit, submit, or store this data on your behalf. Once the data leaves your computer and is sent to a third party, that entity's own privacy policies and security practices govern how it is handled. Please review the privacy policies of any third party to which you transmit data.
We take reasonable measures to protect your personal information from unauthorized access, use, or disclosure. These measures include secure transmission of data between our software and our website. Access to customer data is restricted to Medlin employees and to parties we engage ourselves (such as our own contractors or consultants) who are bound by written non-disclosure agreements with Medlin, and to service providers we use to run our business. We reserve the right to have such parties review our support records. Such access is permitted only as needed to provide our services, resolve support issues, and improve our products. While no method of transmission over the internet or electronic storage is completely secure, we strive to protect your personal information.
Customer data and support data that we store are kept within the United States. Our storage providers are configured to use U.S.-based storage. Authorized personnel and contractors are required to keep customer data within the United States. Third-party tools we use to process data are governed by those providers' own policies, including where they process it.
In the event of a data breach that compromises your personal information, we will notify affected customers as required by California law and any other applicable state or federal laws.
Any information you send us for support purposes (reports, data files, images, etc.) is used solely for troubleshooting. Data files and attachments containing your business or payroll data are deleted once the support issue is resolved. Support ticket correspondence is retained for up to three (3) years after resolution, and in practice we often delete sooner at our discretion. Following any deletion, full removal from our support platform completes within thirty (30) days.
If you use our encrypted online backup data storage function, your backup data is encrypted on your computer before it is transmitted, and we store only the encrypted data. We can see metadata such as how many backups you have stored. We do not open or read the contents of your backups.
This section describes a feature that is not yet available. It will be part of a separate add-on, tentatively named “Anywhere,” and is not part of our current programs. We are publishing the terms in advance so you know how it will work before deciding whether to use it. This section applies only once the feature is released and only if you choose to use it.
Your data will be encrypted on your computer, using a passphrase you choose, before it is transmitted. We will store only the encrypted data. We will not have your passphrase. We will not be able to see it, reset it, or clear it, and we will not be able to open or read your stored data. If you lose or forget your passphrase, your stored data cannot be recovered, by us or by anyone else. You will be able to change your passphrase from within the software using your current one. We will be able to see metadata such as file size and when data was stored.
Stored data will be held on Microsoft Azure infrastructure located in the United States, subject to Microsoft's privacy policy. We do not guarantee any retention period. Stored data may be deleted at any time after your license ends, and expired accounts will generally be swept after approximately 300 days. You will be able to delete your stored data at any time from within the software. Keep your own local and online backups using your preferred methods.
We retain your customer information for as long as it is needed to provide you with our products and services. If you would like to request deletion of your personal information from our customer database, please contact us via email. We will process your request within a reasonable timeframe, subject to any legal obligations that may require us to retain certain records.
To update your name, company name, address, email address, or other information in our customer database, contact us via email.
Our products and services are not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly.
Depending on your location, you may have certain rights regarding your personal information:
To exercise any of these rights, please contact us via email.
This privacy policy is governed by the laws of the State of California, United States.
If you have any questions or comments regarding this privacy policy, please contact Medlin Software, Inc. by email at questions@medlin.com.