Privacy Policy

1.Introduction & Scope

File My Biz Inc. ("FileMyBiz," "we," "us," or "our") respects your privacy and is committed to protecting the personal, financial, and business data entrusted to us. This Privacy Policy describes how we collect, use, store, share, and protect your information when you visit www.filemybiz.com, use our document preparation and corporate filing applications, or interact with our client portal.

2.Information We Collect

We collect information directly from you when you complete forms, upload documents, create an account, or contact our support team:

1. Personal Contact Information: Full legal name, physical address, mailing address, email address, and telephone number.
2. Business Entity Information: Proposed and official entity names, entity type (LLC, Corporation, Nonprofit, etc.), state of formation, business activity descriptions, principal executive addresses, and registered office addresses.
3. Owner, Officer & Member Information: Names, residential or business addresses, ownership percentages, titles, and officer designations of owners, members, managers, or directors.
4. Sensitive Identification Data: Social Security Numbers (SSN), Individual Taxpayer Identification Numbers (ITIN), Employer Identification Numbers (EIN), and government-issued identification documents required strictly for IRS tax registrations (e.g., Form SS-4 for EIN issuance), FinCEN Beneficial Ownership Information reports, and state revenue filings.
5. Payment Information: Payment card details, billing address, and transaction histories. All credit and debit card transactions are processed securely through certified PCI-DSS Level 1 payment processors. FileMyBiz does not store raw credit card numbers or security CVV codes on its servers.
6. Technical & Usage Information: IP addresses, browser types, device identifiers, operating systems, referring URLs, and logs of actions taken within your client account.

3.How We Use Your Information

We use your information strictly for legitimate business, operational, and statutory filing purposes:

1. To prepare, verify, and submit business formations, registrations, annual reports, EIN applications, and compliance filings to state filing offices, the IRS, and county agencies.
2. To provide and maintain your secure client dashboard, document storage, and order history.
3. To calculate statutory state filing fees, taxes, and service pricing.
4. To transmit order confirmations, filing receipts, state certificates, and important compliance deadline reminders.
5. To facilitate referral services to licensed registered agent partners upon your request.
6. To detect, prevent, and mitigate fraud, unauthorized account access, identity theft, and violations of our Terms of Service.
7. To comply with applicable federal, state, and local legal and regulatory requirements.

4.Sensitive Information Safeguards (SSN, ITIN & Financial Data)

We treat Social Security Numbers (SSN), ITINs, and tax identification numbers with the highest standard of data security:

1. Access Control: Sensitive tax identification numbers are restricted to authorized personnel who require access solely to prepare and submit official IRS or state tax filings on your behalf.
2. Masking: SSN and ITIN data is automatically masked on client-facing screens and internal administrative summaries (displaying only the last four digits).
3. No Commercial Use: We never sell, rent, lease, or monetize your SSN, ITIN, or sensitive financial information under any circumstance.
4. Encryption: All sensitive personal and tax identifiers are encrypted both in transit (using TLS 1.3 encryption) and at rest (using AES-256 bit encryption).

5.How We Share & Disclose Information

We do not sell your personal information. We disclose information only to authorized third parties under the following strict conditions:

1. Government Filing Agencies: We transmit required entity, owner, and tax data to state filing authorities (Secretaries of State), the Internal Revenue Service (IRS), FinCEN, and local jurisdictions to execute the filings you explicitly authorize. Information filed with state authorities becomes part of the public corporate record of that state.
2. Partner Registered Agents: If you select Registered Agent services, we share necessary entity and contact details with the designated third-party partner agent so they can establish your registered office.
3. Certified Service Providers: We work with trusted technology and infrastructure vendors (including cloud database hosting, payment processors, encrypted storage, and email delivery providers) who are contractually bound to keep your data confidential and secure.
4. Professional Firm Collaborators: If your account was established through or invited by an accounting firm, CPA, or legal professional using our white-label portal, authorized staff of that firm have administrative access to manage your entity filings.
5. Legal & Compliance Requirements: We may disclose information if required by a valid court order, subpoena, government inquiry, or applicable law, or to protect the safety, property, and legal rights of FileMyBiz, our users, or the public.

6.Data Security & Storage Architecture

We implement rigorous physical, administrative, and technical security controls to safeguard your data:

1. Encryption Standards: All web traffic is encrypted in transit using industry-standard TLS 1.3 with HTTPS. Stored records and files are encrypted at rest using AES-256 encryption.
2. Role-Based Access Control: Access to client data is governed by strict database row-level security policies. Only authenticated owners and assigned team specialists can access your files.
3. Authentication Security: We offer secure password hashing, multi-factor authentication, and trusted-device verification for client and administrative access.
4. Regular Security Auditing: Our systems undergo continuous automated security scanning, dependency vulnerability audits, and database integrity checks.

7.Data Retention Policy

1. We retain your personal and business records for as long as your account remains active or as required to provide ongoing compliance tracking and document storage.
2. We retain corporate records, transaction histories, and filing copies for a minimum statutory period (typically seven years) to satisfy tax, accounting, audit, and legal defense requirements.
3. When data is no longer necessary for statutory, tax, or account administration purposes, it is securely deleted or de-identified.

8.Document Storage & Cloud Backup

1. Official state documents, filed articles, certificates, EIN confirmation letters, and organizational agreements are stored in secure, private cloud storage repositories.
2. Automated, daily encrypted cloud backups are maintained in independent cloud storage environments to prevent data loss resulting from natural disasters or hardware failures.

9.Cookies & Tracking Technologies

1. We use essential session cookies and security tokens necessary for you to log in, navigate between pages, and maintain a secure session.
2. We may use privacy-preserving analytics to understand website performance and improve user experience.
3. We do not use third-party tracking cookies for targeted behavioral advertising across external websites.
4. You may configure your browser to reject cookies, but certain features of the platform (such as account login and checkout) may not function properly without essential cookies.

10.Electronic Communications & SMS/Email Preferences

1. Transactional Communications: We send essential transactional notices, filing status updates, and billing receipts. Because these are critical to the execution of your filings, you cannot opt out of operational transactional communications while an active order is being processed.
2. Compliance Reminders: You may manage email preferences for optional compliance reminders and corporate maintenance updates via your Account Settings.
3. SMS Alerts: If you provide your mobile telephone number and opt in to receive SMS notifications, we will send text messages strictly for time-sensitive filing alerts and two-factor authentication codes. Message and data rates may apply. You may opt out at any time by replying STOP.

11.Artificial Intelligence & Automated Processing

1. We utilize automated algorithms and artificial intelligence models to assist with document categorization, extracting filing renewal dates from state notices, and populating compliance calendars.
2. Customer proprietary filing data is not used to train publicly available third-party artificial intelligence models.

12.Your Privacy Rights & Choices

Depending on your state or jurisdiction of residence (such as California, Virginia, Colorado, or other states with comprehensive consumer privacy laws), you may have certain statutory rights regarding your personal information, including:

1. Right of Access: The right to request a copy of the specific pieces of personal information we hold about you.
2. Right to Rectification: The right to request correction of inaccurate, outdated, or incomplete data.
3. Right to Deletion: The right to request deletion of your personal data, subject to statutory exceptions for required tax, business registration, and legal defense records.
4. Right to Non-Discrimination: We will not discriminate against you in pricing, service quality, or availability for exercising any of your privacy rights.

To exercise any of these rights, contact us at support@filemybiz.com. We will verify your identity before processing any privacy request.

13.Children's Privacy

Our platform and services are strictly directed to individuals aged 18 and older. We do not knowingly collect, solicit, or maintain personal information from individuals under the age of 18. If we learn that personal information of a minor has been collected without parental consent, we will promptly delete that information.

14.International Users

FileMyBiz operates from the United States and provides services exclusively for business entities registered or seeking registration within the United States. If you access our platform from outside the United States, you acknowledge that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction.

15.Third-Party Websites & Services

Our website and client portal may contain links to government portals, banking institutions, and third-party partner websites. We are not responsible for the privacy practices, policies, or content of those external websites. We encourage you to review their privacy policies before providing them with personal data.

16.Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our legal obligations, service offerings, or technology. Any changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this page periodically.

17.Contact Information

If you have questions, comments, or concerns regarding this Privacy Policy or our data protection practices, contact us by phone at 317-792-0332 or by email at support@filemybiz.com.