Security & Compliance
Hotel Effectiveness is dedicated to protecting and securing all of your most important data by using a combination of advanced technologies and internal controls. We maintain strict governmental compliance with tax submissions and other reporting and we do this with an open transparency for our customers. We are active in industry associations as we know how important it is to stay current on all industry and regulatory developments.
How We Keep Your Data Secure
We know how important your information is, and protecting it is critically important to us. We take extraordinary measures to ensure that our technology provides the best available safeguards against unwanted data access. We use industry best practices as well as the expertise of others. Below are a few ways in which we employ our technology to protect you:
- Hardened Data Center — Our servers are located in a highly secure and hardened data center. Tier 1 backbone access gives unparalleled connectivity and uptime. All servers have redundant cooling mechanisms with multiple power sources including UPS (Uninterruptable Power Supply) in the case of emergencies.
- VPN Access Controls — We deploy the leading edge Firewall and VPN solutions to ensure no one can get into our data who is not supposed to.
- Security Management — Our portal and websites use flexible and powerful security profiles that provide us the ability to control access to information at various levels.
- Anti-Virus Detection — We ensure all of our virus prevention and detection software is always up to date and providing the best protection possible.
- Website Encryption — Our secure websites utilize industry standard 128-bit encryption and SSL (Secure Socket Layer) which protects the transmission of data from your computer to our servers.
- Advanced Backup and Recovery Technologies — We take data redundancy we seriously and our backup and recovery strategies ensure that none of your important data will ever be lost.
- Secure Fax Application — Our fax solution uses advanced technologies to make sure your fax transmission is secure and safe.
Beyond these, we have established a rigorous set of internal controls to complement our technological solutions. The following lists some of these controls:
- Physical Data Management — Sensitive physical data is kept locked and protected on premise and off premise in a digitally secure copy.
- Disposal Controls — We ensure all sensitive materials are properly disposed of including measures like secure waste bins and document shredding.
- Voice and Fax User Verification — We have created best practice methods of user authentication whenever important financial approvals are made via voice and fax.
- Internal Access Controls — Our employees only have access to information when there is a business need. Proper approval policies are in place.
- Internal Audit Processes — To further ensure internal compliance, we have created tests and checks as part of an audit process supporting our access and data security policies.
How We Keep You in Good Standing
There are a lot of tasks that need to be completed to maintain good standing with various tax agencies and authorities. Hotel Effectiveness Payroll takes care of this by making sure your payroll taxes, unemployment contributions and your labor reporting are completed accurately and always on time. With all of the labor regulations and tax law changes that constantly come up, we keep your life simple by monitoring these changes and the potential impact to your hotel. For example, we will help you understand how much the minimum wage increase will impact your employees and your business. We’ll help you manage these challenges leaving you to focus on your guests and operating your hotel.
Our compliance pledge is that we will be open and transparent about everything we do when it comes to interacting with the government on your behalf. Every tax submission and confirmation will be posted on a special Compliance Reporting section of our Client Portal. This way, you’ll have access to all the details of our deposits and submissions anytime you want. Furthermore, we offer a 100% guarantee that our tax submissions and deposits will be accurate and on time. We want you to be comfortable with how we are representing you.
Industry Affiliations
We are proud members of several payroll specific and hotel specific industry organizations.
HFTP — Hotel Finance and Technology Professionals
APA — American Payroll Association
IPPA — Independent Payroll Processors Association
AAHOA — Asian American Hotel Owners Association
For more information or specific questions about data privacy, contact the Hotel Effectiveness Privacy Office at:
Hotel Effectiveness — Privacy Office
4060 Peachtree Road, Suite 566
Atlanta, GA 30319
+1 678-261-6570
privacyoffice@hoteleffectiveness.com
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