Privacy policy

Who this covers

This policy explains how Amary Coulibaly, sole proprietor (“Filewell”, “we”) handles personal information when you visit our website, create an account or order a filing.

What we collect

Account information

Your email address, your name and phone number if you give them, and your password. Passwords are handled by our authentication provider and stored only in hashed form.

Business record details

Information about the businesses you add and the filings you order: legal name, state entity number, state and entity type, formation date, whether the business is foreign or nonprofit, where it was formed, registered and principal office addresses, the names and titles of governors and officers, an email address for state notices, and your answers to the filing's questions. Much of this information appears on state filings, and once filed it becomes part of the state's public record.

Authorization details

When you authorize a filing, we keep a record of it: the name and title you enter, the authorization wording and its version (including the date of the terms and refund policy you agreed to), a snapshot of the information being filed, the time, a salted hash of your IP address, and your browser's user agent string. We keep this to show what was authorized, by whom and when.

Payment information

Card payments are handled by our payment processor, Stripe, on its secure checkout page. We receive the payment status, amount and a reference to the transaction. We do not receive or store your full card number.

Messages

Messages you send us about an order, and our replies.

Waitlist

If you join a waitlist for a state we don't support yet, we keep your email address and that state, and use them only to tell you when we support it.

Filing reminders without an account

If you ask us to remind you about a business's filing without creating an account, we keep the email address you typed, the business details from your lookup (name, state, entity type, entity number and formation date if known), the wording you agreed to and when, and whether you confirmed. We use them only to send the confirmation email and the reminders you asked for, which have a one-click unsubscribe. When you unsubscribe, we keep the address on a list so we don't email it again unless you sign up and confirm again yourself. We never add anyone to reminders from public business records, and we don't guess or look up email addresses.

Analytics

We use our own first-party analytics to understand which pages and steps work. We record the event (for example, that a state page was viewed), the page path without its query string, the state and entity type involved, your account ID if you are signed in, and a random ID stored in your browser. We do not store IP addresses or user agents with analytics, and we do not use third-party advertising trackers. If your browser sends a Global Privacy Control or Do Not Track signal, we do not create the random browser ID. To learn which channels bring visitors (for example a search engine, a social site, a partner link or one of our reminder emails), we also note how you first and most recently arrived: the source, any campaign tag in the link, the referring website's domain (not the full address), the first page you landed on and the date. This is kept with analytics events and, if you add a business, with that business.

Cookies and browser storage

We use cookies that are needed to run the site: sign-in cookies that keep you logged in, and, if you look up a business before creating an account, cookies that hold what you typed for up to 24 hours so we can carry it into your account. Our analytics store a random ID in your browser's local storage (not a cookie), and a first-party cookie holds how you arrived (described under Analytics) for up to 180 days. We don't set that cookie if your browser sends a Global Privacy Control signal. We do not use advertising or third-party tracking cookies.

Security and logs

To prevent abuse, we rate limit some requests using a salted hash of your IP address, and we do not keep the raw IP address for that purpose. Our authentication provider records the IP address and browser of each signed-in session to keep accounts secure, and our hosting provider keeps request logs that include IP addresses.

How we use it

• To show your filing requirements and due dates, and to send reminders.
• To prepare, submit and track filings you order, and to deliver the state's confirmation to you.
• To take payment, issue refunds and keep required financial records.
• To answer your questions and ask for information we need.
• To keep the service secure, prevent fraud and improve how it works.

Emails and your choices

We send order and account emails, such as confirmations and status updates, and deadline reminders for businesses you add. You can turn off reminders at any time using the unsubscribe link in any reminder or in your account settings. Emails about an open order continue until it is finished, because they are part of the service you ordered. We keep a copy of each email we send you, and we record when you click a link in one.

Who we share it with

• The state. When you order a filing, we submit the filing information to the state agency. That is the purpose of the service.
• Service providers that run parts of the service for us under contract. Today these are Vercel (website hosting), Supabase (database, sign-in, account emails such as sign-up confirmation and password reset, and file storage), Resend (email delivery) and Stripe (payment processing, once card payments are enabled). They may use the information only to provide their services to us.
• Legal reasons. When required by law, or to protect the rights, safety and security of our users, the public or Filewell.
• Business transfers. If Filewell is involved in a merger, acquisition or sale of assets, subject to this policy.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

How long we keep it

We keep account information while your account is open, and afterward only as long as we need it to close the account and answer questions about it. We keep filing, authorization, payment and message records, and copies of the emails we sent you, for as long as we need them to meet legal, tax and record-keeping obligations and to answer questions about past filings. We keep those records even if you close your account, because they show what was authorized and done. Analytics events are kept only as long as they are useful for understanding how the site is used. You can ask us to delete other information, as described under “Your rights” below.

How we protect it

Data is encrypted in transit. Customer records are protected by database access rules so each account can read only its own data. Filing documents are kept in private storage and shared through short-lived links. Staff access is limited to people who need it to fulfill filings, and actions are logged. No system is perfectly secure, but we work to protect your information and will notify you of a breach as the law requires.

Your rights

Depending on where you live, you may have the right to access, correct, delete or get a copy of your personal information, and to opt out of certain uses. We honor Global Privacy Control signals. To make a request, email support@getfilewell.com or send us a message from a filing's page in your dashboard. We will verify your identity before acting on a request and will not treat you differently for making one. When you ask us to delete information, we delete what we are not required to keep; filing, authorization, payment and message records are kept for the period above. We cannot remove information from a state's public record once a filing has been accepted by the state.

Children

The service is for adults acting for businesses. It is not directed to anyone under 18.

Changes

We will post any changes here and update the date at the top. If a change is material, we will tell you by email or on the site before it takes effect.

Contact

Privacy questions and requests: support@getfilewell.com. Postal address: available on request from support@getfilewell.com.