Employee privacy notice

TFP Nutrition team portal (team.tfpnutrition.com) · Effective October 19, 2026 · Terms of use

This notice explains what personal information TFP Nutrition ("TFP", "we") collects through the team portal, why, who it is shared with, and how it is protected. The portal is for TFP employees, new hires, former employees and others TFP authorizes. It is a company system used for employment purposes, not a public website.

1. Information we collect

• Account and sign-in: name, email address, mobile number, password (stored only as a one-way hash), sign-in codes, and the date, time and IP address of sign-ins.
• Employment records from our payroll and time-keeping systems: employee number, status, hire and termination dates and the reason for leaving, department, location, job title, pay type and rate, class, birthday (month and day only), work email and phone, time-off balances, and paycheck details (earnings, taxes, deductions, leave, and the last four digits of deposit accounts).
• New-hire paperwork you complete: legal name, Social Security number, date of birth, sex, home address and phone, emergency contacts, work history and education, Form I-9 information and photos of your identity documents, Form W-4 withholding choices, direct-deposit bank accounts and a voided check, policy acknowledgments, and, if you choose, race and ethnicity (voluntary, kept separate from your personnel file).
• Things you or your supervisor create in the portal: time-off requests and approvals, monthly sign-offs, incident and injury reports (which may include medical and treatment information), performance evaluations, corrective actions, separation notices, files added to your record, and concerns or complaints you raise.
• Electronic signatures: your typed name, drawn signature where used, and the date, time and IP address of each signature.
• Security and activity records: an audit log of sensitive actions, such as who viewed or downloaded a record, and technical logs used to keep the portal running and secure.

The portal uses only the cookies needed to keep you signed in, remember a trusted browser, and protect forms against forgery. It does not use advertising or tracking cookies, and it does not sell or rent personal information.

2. How we use it

• Hiring, onboarding and employment administration, including payroll, taxes, time off and benefits enrollment.
• Meeting legal obligations, such as employment eligibility (Form I-9), tax withholding, workplace safety and injury reporting, equal employment opportunity, wage-and-hour and record-keeping laws.
• Supervision and personnel decisions: approvals, evaluations, corrective action and separations.
• Investigating concerns, complaints, incidents and possible policy violations.
• Sending you sign-in codes, notices about your records, reminders and, if you opt in, text messages (see the text message terms).
• Keeping the portal secure, preventing misuse and fraud, and protecting the rights, property and safety of TFP, its employees and others.
• Responding to legal process and asserting or defending legal claims.

3. Who can see it

Access inside TFP is limited by role:

• You see your own information, paystubs and the documents issued to you.
• Supervisors see what they need for the people they supervise, such as time off, documents and reports. They do not see pay rates, paystubs, Social Security numbers, bank details, medical files or concerns.
• HR and authorized administrators see the records needed for their jobs. Concerns about someone in HR are routed to company leadership instead.

We share personal information outside TFP only as needed:

• Service providers that run the portal for us, under contract and only for that purpose: Microsoft (Azure hosting and storage), Twilio (sign-in codes and text messages) and Twilio SendGrid (email).
• Payroll, benefits and insurance partners, such as our payroll system, our benefits enrollment platform (Employee Navigator), benefit carriers and brokers, retirement plan providers and our workers' compensation insurer.
• Government agencies and others when the law requires or allows it, such as tax authorities, immigration and labor agencies, courts, law enforcement, or in response to a subpoena.
• Advisors and successors, such as our attorneys, auditors and accountants, or a buyer in a merger or sale of the business, under confidentiality obligations.

Mobile numbers and text-message consent are never shared with third parties or affiliates for marketing or promotional purposes.

4. How we protect it

The portal requires a password and a one-time code, encrypts information in transit and at rest, keeps files in private storage, limits access by role, and records sensitive actions in an audit log. Bank account numbers are never shown in full after entry. No system is perfectly secure; if we learn of a breach affecting your information, we will notify you as the law requires.

5. How long we keep it

We keep information as long as needed for the purposes above and as long as the law requires. For example, Form I-9 records are kept at least 3 years after hire or 1 year after employment ends, whichever is later; payroll and tax records at least 4 years; and injury records at least 5 years. Former employees keep access to their own paystubs and documents in the portal. When information is no longer needed, it is deleted or de-identified.

6. Your choices and requests

• You can review much of your information in the portal at any time.
• To correct inaccurate information, or to ask what we hold about you, contact HR. We will respond as the law requires and may need to verify your identity.
• Text messages are optional: turn them off in the portal or reply STOP. Email notices about time off can be turned off in the portal; notices about your records, documents and sign-in cannot.
• Providing some information, such as I-9 and tax information, is required to work at TFP.

7. Company systems and monitoring

The portal is a TFP system. As the Employee Handbook explains, employees have no expectation of privacy in information on TFP's systems, and TFP may monitor, review and log their use, consistent with applicable law.

8. Changes and contact

We may update this notice; the effective date above changes when we do, and we will tell you about important changes in the portal. Questions: TFP Nutrition Human Resources, 915 S. Fredonia, Nacogdoches, Texas, hr@tfpnutrition.com.