Privacy Policy

1. Who controls your information

FilingOak is operated by Enterobiz LLC, a New Mexico limited liability company. In this policy, “FilingOak,” “we,” and “us” refer to Enterobiz LLC when it processes information through filingoak.com and provides FilingOak services.

2. Information we collect

Depending on your use of the website and the service you select, we may collect:

• name, email address, telephone number, billing information, and account details;
• business names, addresses, ownership and management details, filing instructions, and supporting documents;
• order, payment status, customer-service, consent, authorization, and service-history records;
• information needed for Form SS-4, which may include a responsible party’s name, SSN or ITIN, electronic signature, and business details;
• mail envelopes and qualifying letter-mail content processed through the mail scanning service;
• technical information such as IP address, browser, device, cookies, security logs, and website interactions.

Payment card data is processed by the connected payment processor. FilingOak does not intentionally store complete card numbers on its own website.

3. Why we use information

We use information to provide and secure services; prepare and submit authorized filings; process payments; communicate about orders; deliver documents; conduct compliance and legitimacy checks; prevent misuse and fraud; maintain required business records; resolve disputes; and comply with law.

We do not sell, rent, or trade personal information. We do not send general promotional email campaigns. We may send transactional messages, requested reminders, document-availability notices, compliance or renewal reminders, security notices, and other important service communications. Customers may also receive direct responses to inquiries sent to hello@filingoak.com.

4. EIN information and Third-Party Designee authority

If you voluntarily select FilingOak’s EIN assistance, you authorize us to use the information and electronic signature supplied in the order form only to prepare, review, submit, and handle the specific Form SS-4 service you requested.

FilingOak acts only as the authorized Third-Party Designee. We are not your business’s owner, member, manager, or responsible party. Our authority to receive the EIN and answer questions about completion of that Form SS-4 ends when the EIN is assigned and released.

Sensitive SS-4 information, including an SSN or ITIN, electronic signature, responsible-party details, and the completed Form SS-4, may be temporarily stored in the secure order workflow while the service is active. It is not uploaded to FounderVault. When the EIN is assigned and our Third-Party Designee authority ends, active copies under FilingOak’s control are securely deleted.

Limited non-sensitive records, including customer identity, order, payment, consent timestamp, service status, and communication history, may remain for accounting, security, dispute resolution, and legal compliance.

5. CP 575 and FounderVault

EIN assistance included with an LLC formation package is voluntary. You may choose FilingOak’s assistance or obtain the EIN yourself.

If you choose FilingOak’s assistance and separately authorize an approved third-party address to receive the EIN notice, the scanned CP 575 may be uploaded to your FounderVault account for access and download. Only the scanned CP 575 is stored there, not the SS-4, electronic signature, SSN, ITIN, or temporary responsible-party working data.

For a standalone EIN service, the CP 575 is mailed to the address you provide and is not received or stored in FounderVault by FilingOak.

6. Mail scans

The independent mail facility receives qualifying physical mail at the assigned address, processes it, and makes a scan available to FilingOak. FilingOak may then upload the scan to FounderVault and notify you by email. Personnel and providers involved in receiving, scanning, hosting, securing, or delivering the document may access it only as reasonably necessary to perform those functions.

Original physical mail is not stored by FilingOak. The facility may destroy junk mail and destroy processed originals according to its operating rules. Physical forwarding, pickup, return, and long-term physical storage are not available.

7. When we share information

We disclose information only as reasonably necessary to perform the requested service or comply with law. Recipients may include state filing agencies, the IRS, Registered Agent and address providers, mail-scanning facilities, payment processors, hosting and security providers, email providers, professional advisers, and authorities with lawful process.

Independent providers operate under their own systems, controls, and legal obligations. We do not authorize them to use customer information for unrelated marketing.

8. Retention and deletion

Retention depends on the record:

• Sensitive EIN working data: deleted when the EIN is assigned and FilingOak’s Third-Party Designee authority ends, or when the application is otherwise closed.
• CP 575: stored in FounderVault only for eligible formation customers who selected FilingOak’s assistance, for as long as reasonably practical. Permanent availability is not guaranteed.
• Mail scans: kept in FounderVault for as long as reasonably practical, subject to system, security, legal, and operational needs. Permanent availability is not guaranteed.
• Transaction and compliance records: retained for as long as reasonably needed for accounting, fraud prevention, disputes, enforcement, and legal obligations.

You should download and securely preserve every document you may need later.

9. Security

We use reasonable administrative, technical, and organizational safeguards appropriate to the services and information involved. These include access restrictions and efforts to minimize and delete sensitive EIN working data. No website, server, transmission method, or storage system is completely secure, and we cannot promise absolute security.

10. Your choices and requests

You may ask to access, correct, or delete information under FilingOak’s control. Some records may need to remain for an active service, legal obligation, security, accounting, or dispute. You may also decline optional EIN assistance and obtain the EIN yourself.

Cookie and privacy rights may vary by location. Contact FilingOak through the details published on filingoak.com to make a privacy request. We may need to verify your identity before acting.

11. International processing and updates

FilingOak serves customers in and outside the United States. Information may be processed in the United States and in other locations where authorized providers operate. Those locations may have different privacy laws from your country.

We may update this policy as services, providers, or legal requirements change. The date above identifies the current version.

12. Payment security

Payments are processed through established third-party payment processors, including Stripe. FilingOak does not intentionally collect, store, or have access to complete payment-card numbers entered into Stripe’s payment fields.

The payment processor handles payment information under its own security, privacy, and compliance requirements. FilingOak may retain limited transaction information such as the customer name, billing contact, amount, service purchased, payment status, processor reference, and refund status.

13. Cookies and website analytics

FilingOak may use cookies, analytics, security tools, and similar technologies to operate the website, remember necessary settings, understand website use, detect misuse, and improve performance. Customers may use their browser controls to block or remove cookies, although some website or account functions may then work differently.

14. Changes to this policy

FilingOak may update this policy as its services, providers, technology, or legal obligations change. The revised policy will be published on filingoak.com with an updated effective date.

15. Contact information

Privacy questions and requests may be sent to hello@filingoak.com. We may require reasonable identity verification before disclosing, correcting, or deleting account information.