Privacy Policy

NJTownWorks ("we," "us," or "the Platform") is a cloud-based municipal financial management platform designed exclusively for New Jersey municipalities. This Privacy Policy explains how we collect, use, store, and protect information when you use our platform.

We take the privacy and security of municipal financial data extremely seriously. As a platform handling government financial records, we are committed to compliance with applicable federal and state data protection laws, including the New Jersey Open Public Records Act (OPRA), the New Jersey Identity Theft Prevention Act, and all other applicable regulations.

2.1 Account Information

When a municipality registers for NJTownWorks, we collect the name and contact information of authorized users, including names, email addresses, job titles, and department affiliations. This information is necessary to provision user accounts and enforce role-based access controls.

2.2 Municipal Financial Data

The Platform processes municipal financial data entered or imported by authorized municipal users. This includes general ledger transactions, budget appropriations and revenue lines, purchase orders and vendor records, debt service schedules, revenue receipts, escrow account records, fixed asset registries, payroll records (if the municipality uses the in-house payroll module), and payment processor transaction data. This data belongs to the municipality. We act as a data processor on behalf of the municipality, which is the data controller.

2.3 Payroll and Employee Data

Municipalities that use the NJTownWorks payroll module may enter employee personally identifiable information (PII), including names, Social Security numbers, dates of birth, home addresses, bank account information for direct deposit, and tax withholding details. This data is encrypted at rest and in transit. Access is restricted to authorized payroll administrators within the municipality.

2.4 Usage Data

We collect standard usage telemetry including pages visited, features used, timestamps, browser type, and IP address. This data is used to improve the platform and diagnose technical issues. It is never sold to third parties.

We use collected information to:

• Provide and operate the NJTownWorks platform
• Authenticate users and enforce role-based access
• Process financial transactions and generate reports
• Generate required government filings (W-2s, 1099s, NJ-927s, IROCs, etc.)
• Send transactional notifications (approval requests, alerts, settlement confirmations)
• Monitor platform performance and security
• Comply with legal obligations

We do not sell, rent, or share municipal financial data or employee PII with third parties for marketing purposes. Ever.

All data is stored on secure cloud infrastructure with encryption at rest (AES-256) and in transit (TLS 1.3). Sensitive fields — including Social Security numbers, bank account numbers, and API credentials — receive additional column-level encryption.

Access to production systems is restricted to authorized personnel with multi-factor authentication. We maintain audit logs of all data access and administrative actions.

For detailed information about our security practices, please see our Security page.

Municipal financial data entered into NJTownWorks remains the property of the municipality at all times. We do not claim any ownership rights over your data.

Municipalities may export their data at any time using the Platform's built-in export tools (Excel, CSV, and DLGS FAST format). Upon termination of service, we will provide a complete data export in machine-readable format and securely delete all municipal data from our systems within 90 days, unless retention is required by law.

We retain municipal financial data for the duration of the municipality's active subscription plus a 90-day grace period. Municipalities subject to New Jersey records retention requirements (per N.J.A.C. 15:3) can configure retention periods within the Platform to comply with applicable schedules.

Usage telemetry is retained for 24 months and then automatically purged.

NJTownWorks integrates with third-party services only as necessary to provide the platform. These include our cloud infrastructure provider (for hosting and database), authentication services, and payment processors configured by each municipality. Each third-party provider is bound by data processing agreements and is prohibited from using municipal data for any purpose other than providing the contracted service.

We use essential cookies to maintain user sessions and authentication state. We do not use advertising or tracking cookies. For details, see our Cookie Policy.

NJTownWorks is a government financial management platform intended for use by authorized municipal employees. It is not directed at children under 13, and we do not knowingly collect information from children.

Authorized municipal administrators may access, correct, or delete user account information at any time through the Platform's Settings page. For requests related to employee PII processed through the payroll module, municipalities should follow their internal data governance procedures.

For questions about this policy or to exercise any data rights, contact us at [email protected].

We may update this Privacy Policy from time to time. We will notify active users of material changes via email and in-platform notification at least 30 days before the changes take effect. Continued use of the Platform after the effective date constitutes acceptance of the updated policy.

NJTownWorks
Email: [email protected]