FilingOak Privacy Policy

1. Scope

This Privacy Policy applies to personal information handled through FilingOak's websites, FounderVault, Maya, customer support, filing workflows, Registered Agent services, EIN services, Annual Report services, Mail Scanning, electronic communications, and related FilingOak operations. It does not govern the independent privacy practices of government agencies or third parties that act independently of FilingOak. Their own privacy terms may apply when you interact with them.

2. Information We Collect

The information FilingOak collects depends on how you use FilingOak and which services you request. FilingOak seeks to collect information reasonably necessary to operate accounts, provide requested services, communicate with customers, maintain security, satisfy legal obligations, and improve its services.

2.1 Account and Contact Information

We may collect your name, email address, telephone number, login or authentication information, preferred language, communication preferences, account identifiers, and other information you provide when creating or managing FounderVault.

2.2 Business and Filing Information

When you request a filing or business service, we may collect business names, entity type, state of formation, business purpose or activity, addresses, ownership and management information, responsible-party information, organizer or authorized-person information, and other information required or reasonably necessary for the requested service.

2.3 Identity and Sensitive Filing Information

Depending on the service and applicable government requirements, FilingOak may process information such as dates of birth, taxpayer or identification information, Social Security numbers or other identifiers when supplied or required, signatures, and copies of documents you upload. FilingOak does not collect sensitive information merely because it might be useful someday; it should be collected or retained only where reasonably necessary for a legitimate operational, filing, security, legal, or customer-requested purpose.

2.4 EIN Information

For EIN services, FilingOak may process information required for the applicable IRS process, including responsible-party information, addresses, business information, taxpayer-identification information where applicable, signed documents, and related communications. The information required varies by customer circumstances, and FilingOak does not assume every customer has a U.S. Social Security number.

2.5 Registered Agent Information

For Registered Agent services, FilingOak may process entity information, customer contact details, service addresses, government and legal correspondence, service-of-process information, and records needed to establish, administer, renew, or terminate Registered Agent coverage.

2.6 Mail Scanning Information

If you purchase Mail Scanning, FilingOak and its service providers may process recipient information, envelope information, qualifying document mail, scanned contents, delivery or notification records, and related service metadata. Because mail may contain sensitive information chosen by the sender, customers should understand that the service necessarily involves processing the contents of qualifying mail. Packages are not accepted under the Mail Scanning service.

2.7 Documents, Signatures, and Uploads

We may collect documents, forms, electronic signatures, signed files, images, attachments, and other materials you upload, generate, sign, or return through FilingOak. Where supported, customers may use built-in electronic signatures or download, sign, and re-upload documents.

2.8 Payment and Transaction Information

When you purchase a service, we may receive transaction information such as the service purchased, amount, currency, payment status, billing details, transaction identifiers, refunds, renewal status, and limited payment-method information made available by the payment processor. Payment-card processing may be handled by a third-party payment processor, and FilingOak does not necessarily receive or store complete card credentials.

2.9 Communications and Support

We may collect communications you send to FilingOak or Maya, support requests, responses, feedback, service instructions, voice or text interactions where supported, and records of operational communications such as filing updates, signature requests, renewal notices, and support messages.

2.10 Technical and Usage Information

When you use FilingOak's websites or FounderVault, systems may automatically receive technical information such as IP address, browser and device information, operating system, timestamps, authentication events, pages or features used, referral information, error and diagnostic data, and security or fraud-prevention signals. The exact information depends on the technologies actually deployed.

2.11 Cookies and Similar Technologies

FilingOak may use cookies, local storage, session technologies, or similar tools that are necessary for authentication, security, preferences, site operation, analytics, or other disclosed purposes. FilingOak will not describe optional advertising or tracking technologies as being used unless they are actually deployed. Where applicable law requires consent or an opt-out for a particular technology, FilingOak will provide the required control. A separate cookie notice may be provided if FilingOak's deployed technology makes one appropriate.

3. How We Collect Information

We collect information directly from you when you create an account, complete intake, communicate with Maya or support, upload or sign documents, purchase services, manage renewals, or otherwise provide information. We may also receive information from authorized representatives, government records or agencies, Registered Agent and mail-service infrastructure, payment and communications providers, authentication or security providers, and other service providers when reasonably necessary to perform a requested service or operate FilingOak.

4. How We Use Personal Information

FilingOak may use personal information to create and operate FounderVault accounts; provide purchased services; prepare, process, transmit, track, correct, or support filings and applications; provide Registered Agent and Mail Scanning services; process payments, refunds, and renewals; deliver documents; obtain signatures; communicate with customers; provide compliance reminders; operate Maya and multilingual intake; translate or structure customer information; authenticate users; prevent fraud and abuse; secure FilingOak; troubleshoot and improve services; maintain records; enforce applicable terms; comply with law; respond to lawful requests; and protect the rights, safety, security, and integrity of FilingOak, customers, and others.

5. Maya and AI Processing

Maya is FilingOak's AI-powered filing guide. Information you provide to Maya may be processed by FilingOak and technology providers acting for FilingOak to understand requests, provide responses, structure or translate information, assist with workflows, retrieve supported account context, and perform or initiate supported actions. AI systems can make mistakes. Where FilingOak provides a review or editing step, customers should review information before approval, signature, or submission. FilingOak's use of AI does not convert customer information into property of an AI provider, and FilingOak does not authorize service providers to use customer personal data for their own independent marketing. Additional details may be provided in the Maya/AI Disclosure and applicable provider arrangements.

6. Multilingual Intake

If you communicate in a supported language, FilingOak or its technology providers may process, translate, normalize, or structure the information so FilingOak can understand it or place it into an English-language or other required workflow. Unless expressly stated otherwise, this is not a certified translation service.

7. When We Disclose Personal Information

FilingOak may disclose or make personal information available when reasonably necessary to provide requested services, operate FilingOak, maintain security, comply with law, or protect legitimate rights. FilingOak does not sell customer personal data and does not provide it to third parties for those third parties' own independent marketing purposes.

7.1 Government Agencies

Information required for a requested filing or application may be provided to state filing offices, the IRS, or other government agencies. Information submitted to a government agency becomes subject to that agency's laws, records rules, systems, and privacy practices. Some state filing information may become public by law.

7.2 Service Providers and Processors

FilingOak may use payment processors, Registered Agent infrastructure providers, mail-service providers, hosting and cloud providers, communications providers, authentication providers, electronic-signature providers, AI or language-processing providers, security and fraud-prevention providers, and contractors or processors that support FilingOak. They may process information only as appropriate to their role, contractual arrangement, or independent legal obligations.

7.3 Legal and Safety Disclosures

FilingOak may disclose information where reasonably believed necessary to comply with applicable law, legal process, subpoena, court order, regulatory obligation, or valid governmental request; investigate fraud or abuse; enforce agreements; protect legal rights; or protect the security or safety of FilingOak, customers, providers, or others.

7.4 Business Transfers

If Enterobiz LLC or the FilingOak business is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar transaction, information may be disclosed to relevant participants and advisers subject to appropriate confidentiality and applicable law. A successor's handling of personal information remains subject to applicable law and the commitments that legally continue to apply.

8. No Sale of Customer Data; No Third-Party Marketing

FilingOak does not sell customer personal data. FilingOak does not provide customer personal data to third parties for their own independent marketing. This does not prevent FilingOak from using processors and service providers to perform requested services or operate FilingOak, or from making legally required disclosures. FilingOak also distinguishes operational communications from promotional marketing; operational customer communications are not treated as permission for indiscriminate promotional-email blasts.

9. Public Records and Address Privacy

FilingOak may use lawful address-privacy options designed to reduce unnecessary exposure of a customer's personal address on public state filing records. Privacy cannot be guaranteed where disclosure is legally required or where a government record is public. FilingOak does not create fake identities, owners, responsible parties, business activities, or operating locations to obtain privacy. Information supplied for federal, banking, financial, marketplace, regulatory, or other purposes may have different address or disclosure requirements.

10. Data Retention

FilingOak retains personal information for periods reasonably necessary for the purposes for which it was collected, including providing and documenting services, maintaining FounderVault and customer records, satisfying government or legal requirements, resolving disputes, preventing fraud, enforcing agreements, maintaining security, and establishing or defending legal claims. Different information may require different retention periods. FilingOak may delete, anonymize, or securely dispose of information when it is no longer reasonably needed, subject to applicable law and operational requirements. A request to delete information may not require deletion of records FilingOak must or reasonably needs to retain, including records connected with completed filings, transactions, legal obligations, fraud prevention, disputes, or government submissions.

11. Data Security

FilingOak uses administrative, technical, and organizational safeguards designed to protect personal information in light of the nature of the information and the risks involved. Measures may include access controls, authentication, restricted access to sensitive information, secure service providers, monitoring, and other safeguards appropriate to FilingOak's systems. No internet transmission, cloud platform, database, or storage system can be guaranteed absolutely secure. FilingOak therefore does not promise perfect security. If FilingOak becomes aware of a security incident requiring notice under applicable law, FilingOak will provide legally required notifications.

12. Customer Choices and Account Controls

Customers may update supported account information and service preferences through FounderVault or FilingOak support. Supported automatic renewals may be turned off through FounderVault or another cancellation mechanism FilingOak provides. Marketing preferences do not necessarily stop operational communications needed to provide or administer a service. Customers should keep account credentials confidential and promptly report suspected unauthorized access.

13. Privacy Requests and Applicable Rights

Depending on where you live and which privacy law applies to FilingOak, you may have rights concerning your personal information, which can include rights to request access, correction, deletion, portability, information about processing or disclosures, or to opt out of certain processing. These rights vary by law and may be subject to exceptions. FilingOak will not discriminate against a customer for exercising a privacy right protected by applicable law.

13.1 Verification of Requests

FilingOak may need to verify your identity and authority before fulfilling a privacy request, particularly where the request concerns sensitive filing, identity, business, or account information. FilingOak will request only information reasonably appropriate for verification. An authorized agent may submit a request where applicable law permits, subject to legally permitted verification of the agent's authority.

13.2 California and Other U.S. State Privacy Rights

If a U.S. state privacy law applies to FilingOak and grants you specific rights, FilingOak will honor those rights as required. FilingOak does not claim that every state privacy statute applies to FilingOak merely because a resident of that state visits the website; applicability depends on the statute's scope, thresholds, exemptions, and the relevant processing. Where required, FilingOak will provide additional state-specific disclosures or mechanisms.

14. International Users and Data Transfers

FilingOak may serve customers outside the United States. FilingOak is operated by a U.S. company, and information may be processed in the United States and in other countries where FilingOak's service providers operate. Those countries may have data-protection laws different from those in your country. Where a data-protection law applicable to FilingOak requires a particular safeguard or transfer mechanism, FilingOak will use a legally recognized mechanism or other lawful basis appropriate to the transfer. FilingOak does not claim participation in a certification or transfer framework unless Enterobiz LLC has actually completed the required participation.

15. Children

FilingOak's business formation and related paid services are not directed to children. FilingOak does not knowingly solicit children to purchase business filing services. If FilingOak learns that it collected personal information from a child in circumstances requiring parental consent or deletion under applicable law, FilingOak will take appropriate steps consistent with that law.

16. Third-Party Websites and Independent Services

FilingOak may link to or interact with government websites or other third-party services. FilingOak does not control the independent privacy practices of third parties acting for their own purposes. Customers should review the applicable third party's privacy information when interacting directly with it.

17. Operational Communications

FilingOak may use contact information to send filing updates, signature requests, document notices, account and security messages, compliance reminders, renewal and billing notices, support communications, and other messages reasonably necessary to provide or administer requested services. These operational messages are distinct from promotional marketing. Where promotional communications are used, FilingOak will apply applicable consent and opt-out requirements.

18. Changes to This Privacy Policy

FilingOak may update this Privacy Policy to reflect changes in law, technology, services, providers, or privacy practices. The updated policy will show a revised date. If a change materially alters how FilingOak uses personal information and applicable law or the nature of the change requires additional notice or consent, FilingOak will provide the required notice or obtain consent as appropriate. FilingOak will not rely on a policy update to retroactively authorize materially different processing where applicable law requires additional consent.

19. Contact and Privacy Requests

FilingOak is the customer-facing brand operated by Enterobiz LLC, a New Mexico limited liability company. Privacy questions and requests may be submitted through the contact method designated for privacy requests on FilingOak's website or within FounderVault. Before publication, FilingOak should insert its actual privacy-contact email and, where appropriate or legally required, its designated mailing address. FilingOak should not publish invented contact information.

20. Relationship to Other FilingOak Policies

This Privacy Policy explains FilingOak's privacy practices. FilingOak's Terms of Service govern the contractual use of FilingOak and its services. The Refund & Cancellation Policy, Electronic Communications & E-Sign Consent, Maya/AI Disclosure, and service-specific notices may address additional matters. If applicable law requires a specific privacy notice or disclosure to control for a particular processing activity, that legally required notice applies to that activity.