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Security

Last updated November 10, 2026

Certified payroll carries your workers' pay and, in California, their full Social Security numbers. We designed PrevailCrew so the most sensitive data is kept to a minimum, and protected when you choose to keep it.

Full SSNs stay on your device by default

Only California's eCPR file needs full SSNs or ITINs. By default, you type them in the export dialog, the file is built in your browser, and the numbers are never sent to our servers, never written to logs, analytics or error reports, and never saved in your browser's storage. They live in memory until you close the dialog. The stored last four digits are used to check each number belongs to the right worker.

If you choose to save SSNs

  • Opt-in per company. “Save SSNs for export” is off until someone at your company turns it on and accepts a plain-language consent. We record who did and when.
  • Encrypted in the application. Each number is encrypted with AES-256-GCM before it is written to the database, bound to its company and worker. The key is held in the server environment, never in the database, and has a version number so it can be rotated.
  • Masked everywhere. Saved numbers show as •••-••-1234. The full number only reaches a browser in the entry form.
  • Decrypted only to export, and logged. Numbers are decrypted on the server only to build an export file. Each decryption is logged with who, which worker, when and why, and never the number. The file is streamed to you and not stored.
  • Turn it off, and they're gone. Switching the setting off permanently deletes every saved number for the company straight away, after a confirmation, and logs the deletion.
  • Mixed crews work. Workers without a saved number fall back to typing it at export.

Free tools

The free WH-347 builder never asks for full SSNs, saves nothing between visits and builds the PDF on your device. The WH-347 only needs the last four digits or a worker ID.

Accounts and access

  • Passwords are stored hashed. You can also sign in with a one-time email link.
  • Every request in the app checks that you belong to the company whose data you're asking for.
  • Connections to PrevailCrew use HTTPS.
  • Payments are handled by Dodo Payments, our merchant of record. We never see or store your card number.

What stays with you

You review and sign every report, and you file it yourself. We don't submit anything to agencies on your behalf. Keep your own copies of everything you file.

Report a security issue

Found a vulnerability? Email security@prevailcrew.com. Please give us a reasonable chance to fix it before you share it. See also our privacy policy.