FilingOak Terms of Service

1. FilingOak and the Services

FilingOak is an online business filing and support service providing administrative filing services, registered agent services, EIN application assistance, annual report filing services, mail scanning, FounderVault, Maya, and related tools and support. Depending on the service purchased, FilingOak may collect and organize information, prepare forms, coordinate review or signatures, submit documents or information to government agencies or service providers, maintain records, provide status information, deliver documents, and provide related administrative assistance. FilingOak is not a government agency, law firm, accounting firm, or tax advisory firm and does not provide legal, tax, accounting, investment, or other professional advice.

2. Eligibility and Authority

You must have legal capacity to enter into a binding agreement to use paid Services. If you use FilingOak for a company, organization, or another person, you represent that you have authority to provide the relevant information and bind that person or organization where applicable. You may not impersonate another person, use another person's identity without authorization, knowingly submit false information, facilitate fraud or unlawful conduct, or otherwise misuse FilingOak.

3. FilingOak Fees and Government Fees

Unless expressly stated otherwise at checkout, FilingOak service prices exclude applicable government filing fees. “FilingOak Fees” means amounts charged for FilingOak's services and excludes government filing fees, taxes collected for a government authority, and other governmental charges collected or facilitated on your behalf. Applicable government fees may be displayed separately. Government fees are set by government authorities and may change independently of FilingOak. If a required fee changes before submission, you may need to pay the difference.

4. LLC Formation Service

FilingOak's LLC Formation Service costs $495 plus the applicable state filing fee unless a different price is clearly disclosed before purchase. It includes the first year of Registered Agent service. It may include FounderVault access, filing intake and preparation, filing-related support, document delivery, supported electronic signatures, status tracking, Maya assistance, and other features identified at purchase. Government approval and processing are controlled by the applicable authority. FilingOak cannot guarantee approval or a particular government processing time, but remains responsible for performing FilingOak's included work with reasonable care, subject to these Terms.

5. Registered Agent Service

The first year of Registered Agent service is included with LLC Formation. Registered Agent Service is also available standalone for customers filing or handling their LLC themselves. Standalone and continued Registered Agent Service costs $149 per year unless a different price is clearly disclosed before purchase or renewal. FilingOak provides coverage across all 50 U.S. states and Washington, D.C. The service provides the registered-agent function required by applicable law, including receiving qualifying legal and government correspondence. It is not general-purpose mail forwarding, a virtual office, a substitute for an operating location, or a representation that the customer physically operates from the Registered Agent address. Automatic renewals are governed by Section 22.

6. EIN Application Service

FilingOak offers a standalone EIN Application Service for $249 unless a different price is clearly disclosed before purchase. FilingOak may collect required information, prepare applicable documentation, coordinate signatures, submit or transmit materials as applicable, communicate regarding the application, and assist with the administrative process. An EIN is issued by the IRS, not FilingOak. FilingOak cannot guarantee issuance within a particular period or without additional IRS requests. IRS systems, procedures, processing, requests, determinations, and decisions are outside FilingOak's control. The service is not limited to customers with an SSN unless a legal or government requirement applicable to the customer's circumstances requires one. International founders may use supported services where lawful.

7. Annual Report Filing Service

FilingOak offers an Annual Report Filing Service for $149 plus the applicable government filing fee unless a different price is clearly disclosed before purchase. FilingOak uses customer-provided and otherwise available information to prepare and process the requested filing. Government fees are separate, and the applicable authority controls acceptance, processing time, rejection, additional-information requests, and governmental decisions.

8. Mail Scanning Service

Mail Scanning costs $299 per year unless a different price is clearly disclosed before purchase or renewal. The annual plan includes 25 qualifying document-mail items; additional qualifying items cost $29 each. Activation may take up to three days. Qualifying document mail includes bank correspondence, bills, statements, and similar document-based mail. Packages are not accepted. The Mail Scanning address cannot be used with Google or Amazon; customers who disregard this restriction assume responsibility for consequences of that prohibited use. Mail Scanning is an annual commitment and FilingOak incurs backend annual costs to activate and maintain it. Once activated or once FilingOak has incurred or committed the applicable backend annual cost, a change of mind does not make the purchased annual term refundable. Turning off renewal prevents the next annual renewal charge but does not terminate the paid annual term, which remains active through its end subject to these Terms. Mail Scanning does not establish a physical operating location.

9. FounderVault

FounderVault is FilingOak's customer account and workspace. A FounderVault account may be created without buying a paid service. FounderVault may allow customers to save and resume information, manage services, review and edit information where available, track status, access and upload documents, provide signatures, receive notices and reminders, communicate with FilingOak or Maya, manage supported recurring services, and use other available functionality. Features may evolve. A free FounderVault account alone does not mean FilingOak has been retained for a paid service.

10. Maya - AI Filing Guide

Maya is FilingOak's AI-powered filing guide. Maya may help customers understand questions, navigate workflows, communicate in supported languages, organize customer-supplied information, assist with form completion, explain services, locate account information, and perform or initiate supported account actions. Maya is an AI system, not a lawyer, accountant, CPA, tax adviser, government official, or substitute for professional advice. AI systems can make mistakes, misunderstand information, or produce incomplete results. Where review or editing is provided, customers should review information before approval, signature, or submission. AI use does not eliminate FilingOak's responsibility for FilingOak's own work, and an error caused by FilingOak's processing of accurately supplied customer information does not automatically become the customer's responsibility merely because AI was involved. Additional terms may appear in the Maya/AI Disclosure.

11. Multilingual Intake and Translation

FilingOak may allow customers to communicate with Maya or provide intake information in supported languages. FilingOak or its technology providers may translate, normalize, structure, or convert that information into English or another format required for processing or filing. Where a review step is provided, customers should review the resulting information before approval or submission. Unless expressly stated otherwise, multilingual functionality is an operational convenience and not a certified translation service.

12. Customer Review and Editing

FilingOak may allow customers to review and edit information before filing, signature, or submission. Customers are responsible for reviewing information presented for their approval and correcting errors they identify. If an error is discovered after approval or submission, notify FilingOak promptly. Editing may become restricted after processing begins or information is submitted to a government agency or third party.

13. Electronic Signatures and Documents

FilingOak may provide built-in electronic signatures where supported. Where supported, customers may alternatively download a document, sign it separately, and upload it back to FilingOak. Some documents, agencies, jurisdictions, or processes may require a particular signature form. By using FilingOak electronically, you consent to supported electronic transactions subject to FilingOak's Electronic Communications & E-Sign Consent and applicable law.

14. Accuracy and Truthfulness of Customer Information

You must provide truthful, accurate, current, and complete information to the best of your knowledge. You must not knowingly provide false identities, fictitious owners, false responsible parties, fabricated addresses, false signatures, false business activities, or other materially false information. You are responsible for information you knowingly or negligently provide incorrectly or omit where required. FilingOak may seek clarification or supporting information and may refuse to submit information it reasonably believes is fraudulent, materially false, unlawful, unauthorized, or likely to cause FilingOak to violate law.

15. Address Privacy and Public Records

FilingOak may provide address-privacy functionality intended to reduce unnecessary exposure of a customer's personal address on public state filing records and will use available lawful filing structures and address options for supported services. Address privacy does not mean FilingOak will create or use fake information. FilingOak will not knowingly invent or disguise an owner, responsible party, identity, business activity, or operating location where truthful disclosure is required. FilingOak cannot guarantee that particular information will never become public or be required by a government agency, court, regulator, bank, payment provider, financial institution, or other legally entitled person. A public-filing privacy address also may not lawfully or appropriately be used for every federal, financial, commercial, tax, banking, marketplace, or other purpose.

16. Customer Data and Privacy

FilingOak does not sell customer personal data and does not provide it to third parties for their own independent marketing purposes. FilingOak may make information available when reasonably necessary to provide, secure, administer, or support a requested service. Recipients may include government agencies, payment processors, Registered Agent infrastructure providers, mail-service providers, hosting and cloud providers, communications providers, appropriate identity or fraud-prevention providers, electronic-signature providers, contractors and processors acting for FilingOak, and other necessary service providers. Information may also be disclosed when required by law, legal process, court order, regulatory obligation, or valid governmental request. Further details appear in the FilingOak Privacy Policy.

17. Operational and Promotional Communications

FilingOak may send communications reasonably necessary to operate your account or requested services, including filing updates, information requests, signature requests, document notices, status notifications, security messages, compliance reminders, renewal and billing notices, and support communications. FilingOak does not treat an operational customer relationship as permission to indiscriminately send promotional-email blasts. Marketing communications, if sent, will be handled separately and subject to applicable consent and opt-out requirements. Necessary operational communications may continue even if promotional marketing is declined.

18. Compliance Reminders

FilingOak may provide compliance reminders for matters it can reasonably identify from verified or reasonably reliable information available to it. Reminders are an administrative convenience, not legal, tax, or accounting advice. Obligations can depend on industry, location, activity, ownership, tax treatment, licensing, employees, federal, state, local or foreign law, and circumstances FilingOak may not know. FilingOak does not represent that reminders identify every applicable obligation. Customers remain responsible for obligations outside their purchased FilingOak service.

19. Government Agencies and Processing

Government agencies operate independently of FilingOak. FilingOak cannot control or guarantee government processing times or system availability; approval or rejection decisions; additional-information requests; changes in forms, procedures, policies or fees; government delays, correspondence or errors; or the timing or substance of government decisions. Estimated processing times are estimates, not guaranteed completion dates unless FilingOak expressly agrees otherwise in writing. If a filing or application is rejected or requires correction, FilingOak may assist to the extent included in the purchased service and reasonably within FilingOak's ability.

20. No Legal, Tax, or Accounting Advice

FilingOak is not a law firm and does not provide legal representation or create an attorney-client relationship. FilingOak is not an accounting or tax advisory firm. Information through FilingOak, FounderVault, Maya, content, support, forms, reminders, or other resources is administrative and informational, not individualized legal, tax, accounting, investment, or financial advice. Consult an appropriately qualified professional when professional advice is required.

21. Payments

You authorize FilingOak and its payment processors to charge your payment method for purchases you affirmatively authorize. Before purchase, FilingOak will display or otherwise make available the applicable FilingOak Fee, known government fee where applicable, and total amount due or how it is determined. You must provide valid payment information. Third-party processors may process transactions, and FilingOak does not necessarily receive or store complete payment-card credentials. Report unauthorized or duplicate charges promptly for investigation and correction where appropriate.

22. Recurring Services and Automatic Renewal

Certain services, including continued Registered Agent Service and Mail Scanning, may automatically renew annually. Before enrollment, FilingOak will clearly disclose the recurring nature, applicable price or pricing basis, billing frequency, and method for stopping future renewal. By affirmatively purchasing or authorizing an automatically renewing service, you authorize the applicable renewal charge unless renewal is turned off before the charge. Where applicable law requires additional consent, disclosures, notices, or procedures, FilingOak will follow those requirements. Supported renewals may be turned off through FounderVault or another cancellation mechanism FilingOak provides. Turning off renewal prevents future renewal charges. Unless otherwise stated for a particular service, it does not retroactively cancel or refund a term already purchased. FilingOak will not intentionally create unnecessary cancellation obstacles.

23. Refunds

FilingOak's refund principle is based primarily on whether work on the purchased service has started and whether nonrecoverable costs have already been incurred or committed.

23.1 Full Refund Before Work Starts

If you request cancellation before FilingOak has started work on the purchased service and before FilingOak has incurred or committed nonrecoverable costs for that service, you are eligible for a full refund of the amount you paid for that service.

For an eligible full refund, FilingOak will not deduct its payment-processing fee from the customer's refund. FilingOak absorbs that fee so the customer receives the full amount paid for the refundable service.

23.2 After Work Has Started or Costs Have Been Incurred

Once FilingOak has started substantive work on a purchased service, the FilingOak Fee attributable to work already performed is not refundable merely because the customer changes their mind.

Government filing fees and other amounts already paid, submitted, incurred, or irrevocably committed to a government authority or third-party provider for the customer's service are not refundable by FilingOak to the extent FilingOak cannot recover those amounts.

For LLC Formation, this may include Registered Agent costs already purchased or committed for the customer and a state filing fee already paid, submitted, or irrevocably committed.

For the EIN Application Service, once FilingOak has begun substantive preparation or processing of the customer's EIN service, the service fee is not refundable merely because the customer changes their mind.

This section does not excuse FilingOak from correcting an unauthorized or duplicate charge or from providing a refund or remedy where required by law or where FilingOak fails to provide a purchased service for reasons attributable to FilingOak.

23.3 Mail Scanning

Because FilingOak incurs or commits the backend annual cost for Mail Scanning upfront, the annual term becomes non-refundable once the service is activated or that annual backend cost has been incurred or committed. Turning off renewal prevents the next renewal but does not shorten the already-paid annual term.

23.4 Government Rejection or Delay

A government rejection, request for more information, processing delay, or decision outside FilingOak's control does not by itself create a right to refund FilingOak Fees for work properly performed. FilingOak remains responsible for the work FilingOak agreed to perform and will handle corrections or assistance included within the purchased service.

23.5 Non-Waivable Rights

Nothing in this refund section limits refund, cancellation, charge, or consumer rights that applicable law does not permit the parties to waive.

24. Acceptable Use; Fraud and Abuse

You may not use FilingOak, FounderVault, Maya, FilingOak addresses, accounts, documents, or infrastructure to commit or facilitate fraud, identity theft, impersonation, money laundering, sanctions evasion, unlawful conduct, unauthorized access, payment abuse, malicious automation, security attacks, or submission of materially false information. You may not interfere with FilingOak systems, bypass access controls or usage restrictions, introduce malicious code, scrape or access nonpublic systems without authorization, or use FilingOak infrastructure in a manner reasonably likely to cause material legal, security, or operational harm. FilingOak may investigate suspected abuse and require information reasonably necessary to verify identity, authority, payment, or lawful use.

25. Intellectual Property

FilingOak and its licensors retain their rights in the FilingOak name and branding, website, FounderVault, Maya interfaces and systems, software, workflows, original content, graphics, designs, documentation, and other proprietary materials, subject to applicable law. You retain your rights in information and materials you provide and grant FilingOak a limited, nonexclusive right to use, reproduce, transmit, format, process, store, and disclose them as reasonably necessary to provide requested services, operate and secure FilingOak, comply with law, and exercise rights under these Terms. FilingOak does not claim ownership merely by providing or storing customer-specific government filings, government-issued documents, or customer-owned materials. Except as allowed by law or expressly authorized, you may not copy, sell, license, reverse engineer, exploit, or create derivative commercial products from FilingOak's proprietary software or protected materials.

26. Third-Party Services and Infrastructure

FilingOak depends on third-party systems and providers, which may include government systems, payment processors, hosting and cloud infrastructure, communications services, Registered Agent infrastructure, mail-service providers, electronic-signature systems, and other vendors. FilingOak does not control the independent acts, outages, policies, security incidents, processing decisions, or service changes of third parties. FilingOak will use reasonable care in selecting and using providers for FilingOak's operations but cannot guarantee uninterrupted or error-free third-party services. Nothing in this section excuses FilingOak from responsibility for FilingOak's own acts or omissions.

27. Service Availability and Changes

FilingOak may maintain, update, improve, replace, add, or discontinue features of its websites, FounderVault, Maya, or free functionality. FilingOak may also change future service offerings and prices. FilingOak will not use a product change as a pretext to avoid performing a paid service already purchased under the terms applicable to that purchase. Temporary interruptions may occur for maintenance, security, government or provider outages, emergencies, or circumstances outside FilingOak's reasonable control.

28. Suspension and Termination

FilingOak may suspend or terminate access to an account or service when reasonably necessary because of suspected fraud, unlawful activity, material breach of these Terms, payment fraud, security threats, prohibited address use, sanctions or legal restrictions, misuse of systems, or conduct that materially threatens FilingOak, its customers, providers, or infrastructure. Where reasonable and lawful, FilingOak may provide notice or an opportunity to cure. Suspension or termination does not automatically permit FilingOak to retain money for work not performed or costs not incurred; refund rights remain governed by Section 23 and applicable law. FilingOak may preserve records as required or permitted by law and its Privacy Policy.

29. Customer Cooperation

Some services require timely customer information, review, signatures, corrections, payment of additional required government fees, or responses to government requests. FilingOak is not responsible for delays caused by a customer's failure to provide reasonably required information or action after FilingOak requests it. FilingOak will not knowingly submit fabricated information merely to keep a filing moving.

30. Limitation of Liability

FilingOak remains responsible for performing FilingOak's own contractual work with reasonable care, subject to these Terms. The purpose of this Section is to allocate risk reasonably, not to give FilingOak a legal exemption from responsibility for its own work.

To the fullest extent permitted by applicable law, FilingOak and Enterobiz LLC will not be liable for losses caused by government processing times, government decisions, government-system failures, changes in government requirements, third-party systems or policies outside FilingOak's reasonable control, or materially false, inaccurate, incomplete, or unauthorized information supplied by a customer, except to the extent the loss was caused by FilingOak's own breach, negligence, willful misconduct, or other liability that applicable law does not permit to be excluded or limited.

To the fullest extent permitted by applicable law, FilingOak and Enterobiz LLC will not be liable for indirect, incidental, special, exemplary, punitive, or consequential damages, or for lost profits, lost revenue, lost business opportunities, loss of goodwill, or similar consequential economic losses, arising from or relating to the Services, even if the possibility of such damages was known, except where applicable law does not permit such exclusion.

To the fullest extent permitted by applicable law, the aggregate liability of FilingOak and Enterobiz LLC arising out of or relating to a particular purchased service will not exceed the FilingOak Fees actually paid by the customer to FilingOak for the specific service giving rise to the claim. Government fees and governmental charges collected or remitted on the customer's behalf are excluded from this liability-cap calculation.

The exclusions and cap above do not apply to liability that cannot lawfully be excluded or limited. Nothing in these Terms limits any non-waivable statutory remedy or other right that applicable law requires to remain available.

31. Indemnification

To the extent permitted by applicable law, you agree to indemnify and hold harmless Enterobiz LLC and FilingOak from third-party claims, liabilities, damages, judgments, penalties, and reasonable costs arising from your knowing or materially negligent submission of false, fraudulent, unauthorized, or unlawful information; your unlawful use of FilingOak; your infringement or misappropriation of another person's rights through materials you provide; or your material breach of Section 24.

This indemnity does not require you to indemnify FilingOak for losses caused by FilingOak's own negligence, willful misconduct, breach of these Terms, or other conduct for which applicable law does not permit indemnification. FilingOak will not settle a covered third-party claim in a manner that imposes a non-monetary obligation on you without your consent, which will not be unreasonably withheld.

32. Governing Law and Disputes

These Terms and disputes arising from them or the Services are governed by the laws of the State of New Mexico, without regard to conflict-of-law principles, except to the extent applicable federal law or a non-waivable law of another jurisdiction applies.

Before filing a lawsuit, you and FilingOak agree to make a good-faith effort to resolve the dispute directly. A party may send a written dispute notice describing the issue and requested resolution. This informal-resolution requirement does not prevent either party from seeking urgent injunctive or equitable relief where delay could cause irreparable harm, nor does it require a party to wait where applicable law makes such a requirement unenforceable.

Subject to any non-waivable right to bring a claim elsewhere, judicial proceedings arising from these Terms or FilingOak Services may be brought in a court of competent jurisdiction in New Mexico. These Terms do not impose mandatory arbitration, a class-action waiver, or a contractual waiver of jury-trial rights.

Nothing in this Section deprives a consumer of protections or forum rights that applicable law does not permit the parties to waive.

33. International Customers

FilingOak may serve customers located outside the United States. Availability of a FilingOak service does not represent that the service satisfies every law applicable in the customer's home country or other jurisdiction.

International customers are responsible for laws applicable specifically to them outside the scope of the purchased FilingOak service. FilingOak will not require or fabricate a U.S. identity, owner, responsible party, address, Social Security number, or operating location merely to make a customer's circumstances appear domestic.

34. Changes to These Terms

FilingOak may update these Terms to reflect changes in Services, law, technology, security, or business operations. The updated Terms will identify a revised effective or last-updated date.

When a change is material and applicable law or the nature of the change reasonably requires notice, FilingOak will provide appropriate notice. Changes will operate prospectively to the extent required by law and will not be used to eliminate rights or remedies that had already accrued where applicable law prohibits doing so.

Continued use after updated Terms become effective may constitute acceptance where permitted by law. If separate affirmative consent is legally required, FilingOak will seek it.

35. Severability

If a provision of these Terms is held invalid, illegal, or unenforceable, it will be enforced to the maximum extent permitted or severed to the minimum extent necessary, and the remaining provisions will continue in effect unless applicable law requires otherwise.

36. Waiver

A failure or delay by FilingOak or a customer to enforce a provision of these Terms does not waive that provision or any other right. A waiver on one occasion does not constitute a continuing waiver.

37. Assignment

You may not assign or transfer a purchased FilingOak service or account in a manner that changes the relevant customer, entity, owner, or responsible party without FilingOak's consent where such consent is reasonably necessary for identity, filing, legal, security, or operational reasons.

Enterobiz LLC may assign these Terms, in whole or in relevant part, in connection with a merger, reorganization, financing, sale of assets, transfer of the FilingOak business, or to an affiliate or successor, subject to applicable law and without reducing non-waivable customer rights.

38. Entire Agreement and Related Policies

These Terms, together with the terms presented at checkout for the purchased service and any policies or consents expressly incorporated into the applicable transaction, constitute the agreement between you and Enterobiz LLC regarding the subject matter they cover.

Related FilingOak documents may include the Privacy Policy, Refund & Cancellation Policy, Electronic Communications & E-Sign Consent, Maya/AI Disclosure, and service-specific disclosures. If a service-specific term expressly conflicts with a general provision of these Terms concerning that service, the more specific term controls for that subject, except where applicable law requires otherwise.

Nothing in this Section permits a separate policy to silently impose a materially different recurring charge or other material purchase term that was not properly disclosed and authorized.

39. No Third-Party Beneficiaries

Except where these Terms expressly state otherwise, these Terms do not create enforceable rights for a person or entity that is not a party to them.

40. Headings and Interpretation

Section headings are for convenience and do not limit the meaning of these Terms. Words such as “including” mean “including without limitation” unless context requires otherwise. References to law include applicable amendments and successor provisions.

41. Legal Notices and Contact

FilingOak is the customer-facing brand operated by Enterobiz LLC, a New Mexico limited liability company.

Customer support, cancellation requests, and ordinary service communications may be submitted through the FilingOak contact methods made available on the FilingOak website or within FounderVault.

Formal legal notices to Enterobiz LLC should be sent using the legal-notice email address and/or mailing address published by FilingOak for that purpose. FilingOak will identify that legal-notice channel in its published legal materials. Do not rely on an address or email not officially designated by FilingOak for formal legal notices.

If applicable law requires a particular notice method or address, that legal requirement controls.

42. Effective Agreement

These Terms become effective for you when you accept them or when you purchase or use a Service under circumstances in which these Terms are properly presented and binding under applicable law.

By accepting these Terms, you acknowledge that you had the opportunity to review them before using or purchasing the applicable Service.