Privacy Policy

Last updated: 4 October 2026

This Privacy Policy explains how Incofile (“Incofile”, “we”, “us”) collects, uses, shares and protects personal information when you visit incofile.com, contact us, or use our business formation and compliance services. It also explains the choices and rights you have.

1. Information we collect

Information you give us

• Contact and account details: your name, email address, phone number, mailing address and the login details for your client account.
• Company details: the information needed to form and maintain your company, such as the company name, state, business purpose, addresses, and the names and addresses of members, managers, directors, officers or organizers.
• Tax identification details: where you order an EIN or related service, the details the IRS requires, which can include a Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN).
• Documents: files you upload to or receive in your client portal, such as formation documents, identification documents where a service requires them, and scanned mail.
• Payment information: payments are processed by our payment provider, Stripe. We receive confirmation of payment and limited details (such as the card type and last four digits), but we do not store full card numbers.
• Communications: messages you send us by email, phone, contact forms, the client portal or our website chat assistant, including the details and conversation you share in the chat.

Information collected automatically

• Technical and usage data: such as your browser type, device, approximate location derived from your IP address, the pages you visit and how you arrived at our site. See Cookies and analytics.

Information from others

• Government agencies (for example a Secretary of State or the IRS) may send us filing confirmations, notices and other documents about your company, especially where we act as your registered agent.

2. How we use your information

• To provide the services you order, including preparing and filing documents with state agencies and the IRS.
• To act as your registered agent and forward legal and official mail, where you use that service.
• To create and run your client account, send order updates and compliance reminders, and provide customer support.
• To process payments, prevent fraud and keep our services secure.
• To understand how our website is used and improve it (analytics cookies are used only with your consent).
• To send you service-related messages and, where permitted, information about our services. You can opt out of marketing messages at any time.
• To meet our legal obligations and enforce our Terms of Service.

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

3. How we share your information

We share personal information only as needed to provide our services or as required by law:

• Government agencies: state filing offices, the IRS and other agencies, when we file on your behalf.
• Service providers who process information for us under contract, including our payment processor (Stripe), our website hosting and email provider, and our analytics provider (Google Analytics, only with your consent).
• Partners you choose: for example a bank, if you choose to take up a business bank account offer and ask us to pass on your details.
• Legal and safety reasons: when required by law, legal process or a government request, or to protect the rights, property or safety of our customers, Incofile or others.
• Business transfers: if Incofile is involved in a merger, acquisition or sale of assets, information may transfer as part of that transaction.

4. Public records

Many documents filed with state agencies become public records. Depending on the state, this can include the company name, principal address, registered agent, and the names and addresses of organizers, members, managers or officers. Once filed, this information is held and published by the state, not by Incofile. Using a registered agent address or a business address can help keep your home address off these records.

5. Cookies and analytics

Cookies are small files stored in your browser. We use:

• Essential cookies that the site needs to work, such as keeping you signed in to your account and protecting forms. These are always on.
• Your cookie choice (“inco_consent”), which remembers whether you accepted or rejected analytics cookies, for 12 months.
• Analytics cookies from Google Analytics (for example “_ga”), which help us understand how visitors use our site. These are set only if you click Accept. If you reject them, Google Analytics may still receive basic, cookieless signals that do not identify you, which help us measure overall traffic.

We do not use advertising cookies. You can change your choice at any time using the Cookie settings link, which also appears at the bottom of every page. You can also block or delete cookies in your browser settings.

6. How long we keep information

We keep personal information for as long as needed to provide our services, maintain your company’s records, resolve disputes and meet our legal, tax and accounting obligations. When it is no longer needed, we delete it or make it anonymous.

7. How we protect your information

We use administrative, technical and physical safeguards designed to protect your information. Our website uses encrypted connections (HTTPS), sensitive tax identification numbers are stored encrypted, and access to client information is limited to people who need it to provide our services. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

8. Your rights and choices

Depending on where you live, you may have the right to:

• ask what personal information we hold about you and receive a copy;
• ask us to correct inaccurate information;
• ask us to delete your information, subject to records we must keep by law;
• object to or restrict certain uses, and withdraw consent you have given (such as for analytics cookies);
• opt out of marketing messages.

California residents have the right to know, delete and correct personal information, and to not be discriminated against for exercising these rights. We do not sell or share personal information as those terms are defined under California law.

UK and EU residents also have the right to data portability and to complain to their data protection authority (in the UK, the Information Commissioner’s Office).

To make a request, email support@incofile.com. We may need to verify your identity before acting, and we aim to respond within one month.

9. International visitors

Incofile is based in the United States and our services are provided from the United States. If you use our services from another country, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

10. Children

Our services are intended for adults forming and running businesses. We do not knowingly collect personal information from anyone under 18.

11. Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page with a new “Last updated” date, and where changes are significant we will tell our clients by email or in their client portal.

12. Contact us

Questions about this policy or your information:

• Email: support@incofile.com
• Phone: (715) 562-5031
• Mail: Incofile, 913 N Central Ave, Suite 2110, Umatilla, FL 32784