Privacy Policy
Effective date: October 12, 2026
Last updated: October 12, 2026
This policy explains what personal information Incorpify collects, why, who we share it with, how long we keep it, and the choices you have. We have tried to write it in plain words. If anything is unclear, email us at [email protected].
Who we are
Incorpify AI Holdings Inc. ("Incorpify", "we", "us") runs incorpify.ai and the Incorpify app.
- Address: 1100 15th St NW, 4th Floor, Suite 04-179, Washington, DC 20005, United States
- Phone: +1 (786) 883-7070
- Privacy questions and requests: [email protected]
For personal information we handle to run our website and services, Incorpify is the "controller" (the company that decides why and how the information is used).
Representatives in the EU and UK. [CONFIRM: name and contact details of our EU representative and UK representative, or remove this paragraph if counsel advises none is required]
What this policy covers
This policy covers:
- our website, incorpify.ai, including Compass (our AI assistant), the contact form and call booking;
- the Incorpify app and dashboard;
- our services: forming your US company, getting your EIN, registered agent service, compliance reminders, bookkeeping, tax filing and related support;
- emails, calls and messages between you and us.
It covers founders, company owners and officers, visitors to our website, and anyone who contacts us.
It does not cover websites or services run by others, even when we link to them, such as a state filing office, the IRS, your bank or QuickBooks. Their own privacy policies apply.
The short version
- We collect what we need to form and run your company: names, contact details, addresses, ownership details and company information.
- We never ask for your full Social Security Number (SSN) or Individual Taxpayer Identification Number (ITIN). We only ask whether you have one and its last four digits. If the IRS application for your EIN needs the full number, you enter it directly in the signing step run by our formation partner. It never reaches Incorpify.
- Some of what you give us goes on public record. The states publish company filings, and your EIN application goes to the IRS.
- We share information with the partners who do the work, such as our formation partner, our CPA partner and your accountant, and with the service providers that run our systems.
- We don't sell your personal information, and we don't share it for targeted advertising.
- Compass sends your questions to third-party AI model providers to get an answer.
- You can ask to see, correct, delete or export your information. Email [email protected].
What we collect
Information you give us
| Category | Examples |
|---|---|
| Contact details | Name, email, phone number |
| Personal details of founders, owners and officers | Full name, home address (anywhere in the world), country of residence, whether each owner is a US person for tax purposes, ownership percentage, role in the company (for example member, director or officer) |
| Tax ID details | Whether each owner has an SSN or ITIN (yes or no) and the last four digits only |
| Company details | Proposed company names, state, entity type (LLC or C-Corp), business description, industry, addresses, share details for a corporation |
| Signatures | Your signature on IRS Form SS-4 (the EIN application), and on other forms where needed. You sign these in the signing step run by our formation partner. |
| Documents | Files you upload (such as receipts) and documents created for your company (such as Articles, the EIN letter, operating agreement or bylaws, and filed reports) |
| Messages | What you write to us by email, phone, the contact form or in the app, and what you ask Compass |
| Booking details | Your name, email and any answers you give when you book a call |
| Payment details | Billing name, billing address and the last digits and type of your card. Our payment processor, Stripe, handles your full card number. We never see or store it. |
Information we get from others
| Source | What we get |
|---|---|
| Our formation partner | Filing status, filing number and date, your company's EIN, formation documents, and scans of official mail sent to your registered agent address |
| QuickBooks Online, if you connect it | Your company's accounting records, such as accounts, transactions, invoices, bills and reports. Our connection is read-only: we can't move money or change your books. |
| Your bank, through a bank-data aggregation provider (coming soon) | If you connect your bank: account names, balances and transactions. We get a view of your account. We can't move money, and we never see your bank login. |
| Our CPA partner and your accountant | The status of your tax returns and monthly closes, and the filed documents |
| Other owners of your company | If another owner fills in details about you, we get them from that person |
| Calendly | The details you enter when you book a call |
| Stripe | Confirmation that a payment worked, plus the limited card details listed above |
If you give us information about other people (for example your co-owners or officers), please make sure they know about it and point them to this policy.
Information collected automatically
| What | How |
|---|---|
| Device and log information | IP address, browser type, device type, pages visited, and the date and time. Our hosting providers record this to deliver and secure the site. |
| Approximate location | In the app, if you allow your browser to share your location, we send it to a geolocation service that turns it into a country and city. We use the result only to pre-fill where you're based. You can say no and type it yourself. |
| Error and performance data | In the app, an error-monitoring service records technical details when something breaks. For a small share of sessions, and for sessions with an error, it also records a replay of what happened on screen. All text is masked and images and media are blocked in these replays. |
| Saved form progress | Your browser can save your answers on your own device so you don't lose them if you leave a form. |
| Usage events | Simple events such as "call booked" or "question asked in Compass". These never include the text of your question. |
More detail is in the "Cookies and similar technologies" section below.
How we use your information, and our legal bases
The "legal basis" column matters if you are in the European Economic Area (EEA), the UK or another place with similar laws. It is the legal reason that allows us to use your information.
| Purpose | Information used | Legal basis (EEA/UK) |
|---|---|---|
| Forming your company, getting your EIN and providing registered agent service | Contact, owner, tax ID (last four), company and signature details | Contract: we need it to give you the service you asked for |
| Running your dashboard, compliance calendar and documents | Company details, documents, filing status | Contract |
| Bookkeeping and tax filing | Accounting data, bank data (once available), company and owner details | Contract. Legal obligation, where tax law requires records. |
| Answering your questions in Compass | Your question and, inside the app, your company's own records | Contract (in the app). Legitimate interests (on the public website): answering what you asked. |
| Taking payment and keeping billing records | Payment and billing details | Contract and legal obligation |
| Replying to messages and booked calls | Contact details and messages | Contract, or legitimate interests (answering you) |
| Service emails (filing updates, deadlines, receipts) | Contact details | Contract |
| Marketing emails about our services | Name and email | Consent where the law requires it. Otherwise legitimate interests. You can unsubscribe at any time. |
| Keeping our services secure, fixing errors, preventing fraud | Device, log and error data | Legitimate interests (a working, secure service), or consent where the law requires it (for example, session replays in the EEA and UK) |
| Improving our website and services | Usage events and error data | Legitimate interests, or consent where the law requires it |
| Meeting legal duties and defending legal claims | Whatever is relevant | Legal obligation, or legitimate interests |
If you don't give us the information a filing needs, we can't complete that filing. For example, a state won't accept a formation without an owner's name and address.
Where we rely on legitimate interests, we have weighed our interests against your rights. You can object at any time (see "Your rights").
What becomes public
Forming and running a company means sending information to government offices. Some of it becomes public record, and we can't control what a government publishes.
- State filings. Your company's name, address and registered agent are public. Depending on the state, the name and address of an organizer, member, manager, director or officer may be public too.
- IRS. Your EIN application (Form SS-4) goes to the IRS. It includes the responsible party's name and tax ID details. Tax returns go to the IRS and state tax agencies. These are confidential under US tax law, not public.
- Annual reports. These are filed with the state and are usually public.
If you are worried about your home address appearing in a state record, ask us before you file. Using our registered agent address for your company can help in some states.
Who we share it with
We share personal information only as described here.
| Who | Why |
|---|---|
| Our formation partner | They file your company with the state, prepare and collect your EIN application, act as your registered agent and send us your company's documents and mail. For filings, registered agent duties and their own record keeping, they act under their own legal duties and their own privacy policy. |
| Our CPA partner | They prepare and file your tax returns. As a tax return preparer, they must follow US tax law on the use and disclosure of tax return information. They may ask for your written consent where that law requires it. |
| Your accountant | They keep your books and close each month, under our instructions. |
| Government offices | State filing offices, the IRS and state tax agencies receive the filings made for your company. |
| Service providers | Companies that run parts of our service for us under contract: cloud hosting and storage, payment processing (Stripe), call booking (Calendly), error monitoring, email, AI model providers (for Compass), the bank-data aggregation provider (once available), the geolocation service and, if we add text messages, an SMS provider. They may use your information only to provide their service to us. |
| QuickBooks Online (Intuit) | When you connect your QuickBooks account, data moves under your agreement with Intuit. |
| Other owners and users of your company | People you invite to your company's dashboard can see your company's information. |
| Legal and safety | When the law requires it, such as a valid subpoena or court order, or to protect rights, safety and security. |
| A buyer of our business | If we merge, are acquired or sell assets, your information may move to the new owner, and this policy will keep applying to it. |
We don't sell your personal information. We don't share it for cross-context behavioral advertising (targeted ads). We have not done so in the last 12 months.
Compass and AI
Compass is our AI assistant. It answers questions about forming and running a US company, and, inside the app, questions about your own company's records.
- Compass is an AI, not a person. Its answers are general information, not legal or tax advice, and they can be wrong.
- Third-party AI model providers produce the answers. When you ask Compass something, we send your question to a third-party AI model provider. Inside the app, we also send the parts of your company's records needed to answer it. The provider sends the answer back to us.
- Model training. [CONFIRM: "We use these providers under terms that do not allow them to use your questions or records to train their models." Keep this sentence only if every provider contract says so.]
- What we keep. [CONFIRM: whether Compass conversations are stored in your account, and for how long.] On the public website, we don't link your questions to your name unless you give it to us.
- People make the decisions. Compass never files anything and never decides anything with legal effect on you. Filings, tax returns and payments are approved and filed by people: our formation partner, our CPA partner, your accountant or the Incorpify team.
- Please don't type sensitive information into Compass, such as a full SSN, a passport number or a password.
Cookies and similar technologies
We keep these to a minimum.
| Type | What it does | Examples |
|---|---|---|
| Essential | Signs you in, keeps you signed in, secures the site, remembers your form progress | Session cookies, browser storage on your device |
| Call booking | Shows the booking calendar on our contact page. The calendar is run by Calendly, which may set its own cookies. | Calendly |
| Error monitoring | Records errors and masked session replays in the app, so we can fix problems | Our error-monitoring provider |
| Usage events | Counts simple actions, such as a booked call | On our own site |
We don't use advertising cookies or advertising pixels. If that changes, we will update this policy first and ask for your consent where the law requires it.
In the EEA and UK, we ask for your consent before we use anything that isn't strictly necessary. You can change your choice at any time. You can also block or delete cookies in your browser settings, but some parts of the site may stop working.
Global Privacy Control. We don't sell or share personal information for advertising, so there is nothing for a Global Privacy Control signal to opt you out of. If that ever changes, we will honor the signal.
How long we keep it
We keep personal information only as long as we need it for the purposes in this policy, or as long as the law requires.
[CONFIRM: retention periods in this table]
| Information | How long we keep it |
|---|---|
| Account and contact details | While your account is open, then up to 2 years after it closes |
| Formation records, company documents, filed reports, signed forms | While your account is open, then 7 years after it closes. We keep company and tax records this long because US tax and company law may require them. |
| Bookkeeping and tax records | 7 years after the end of the tax year they relate to |
| Billing and payment records | 7 years after the transaction |
| Data from QuickBooks or your bank | While the connection is active. When you disconnect, we delete the data we copied, except what has become part of your company's books or tax records. |
| Messages to us, contact-form messages and call bookings | 2 years after our last contact with you |
| Error data and session replays | Up to 90 days |
| Server logs | Up to 12 months |
Our formation partner and CPA partner keep their own records for as long as their legal duties require.
When we no longer need the information, we delete it or make it anonymous. Backups are cleared on a regular cycle.
How we protect it
We use reasonable technical and organizational measures to protect personal information, including:
- encryption in transit (HTTPS);
- encryption at rest for sensitive fields;
- access limited to people who need it for their job;
- keeping vendor access tokens on our servers only;
- never putting personal information in web addresses or error logs.
We hold only the last four digits of an SSN or ITIN. That way, even we can't expose the full number. Your company's EIN is stored encrypted and shown only as its last four digits.
No system is perfectly secure. If a breach affects your personal information, we will tell you, and the authorities where required, as the law requires.
Where your information is processed
Incorpify is based in the United States. Our main systems and providers are in the United States, and some providers may process information in other countries.
If you use Incorpify from outside the United States, your information will be processed in the United States, where privacy laws may differ from those in your country. Where the law requires a safeguard for information moving between countries, we use one, such as the European Commission's Standard Contractual Clauses, the UK International Data Transfer Addendum, or a provider's certification under the EU-U.S. Data Privacy Framework. Email us to get more information or a copy of the relevant safeguard.
Your rights
Wherever you live, you can ask us to:
- see the personal information we hold about you and get a copy;
- correct it if it's wrong or incomplete;
- delete it;
- export it in a common, machine-readable format.
We will do this unless a law lets or requires us to keep it. For example, we must keep tax records, and a filing already made with a state can't be withdrawn.
If you are in the EEA, the UK or Switzerland, you can also:
- object to our use of your information based on legitimate interests, including for direct marketing;
- ask us to restrict how we use it;
- withdraw your consent at any time, where we rely on consent. This doesn't affect what we did before.
- complain to your local data protection authority. We would appreciate the chance to fix the problem first, so please contact us. In the UK, that authority is the Information Commissioner's Office (ico.org.uk).
If you live in a US state with a privacy law (such as California, Virginia, Colorado, Connecticut, Texas or Oregon), you have the rights your state's law gives you. These include the rights to know, access, correct, delete and port your information. You can also opt out of the sale of your information, targeted advertising and certain profiling. We don't do any of those things.
- Sensitive information. Some information we collect may count as "sensitive" under these laws: the last four digits of a tax ID, whether you are a US person, your signature, and precise location if you choose to share it. We use it only to provide the services you asked for. We don't use it to infer things about you, and we don't sell it.
- Appeals. If we turn down your request, you can appeal by replying to our decision or emailing [email protected] with "Appeal" in the subject line. We will answer within the time your state's law sets. If you are still unhappy, you can contact your state's attorney general.
- No discrimination. We won't treat you differently for using your privacy rights.
- Agents. You can use an authorized agent to make a request for you. We may ask for proof that they are authorized.
How to make a request. Email [email protected] from the email address on your account, or call +1 (786) 883-7070. We may need to confirm your identity before we act on a request. We will reply within one month, or within 45 days where a US state law gives that period. If a request is complex we may extend this, as the law allows, and we will tell you if we do.
Emails and text messages
- Service emails, such as filing updates, deadline reminders and receipts, are part of the service. You can't opt out of them while you have an account.
- Marketing emails always include an unsubscribe link and our postal address. We act on unsubscribes promptly.
- Text messages. If we offer text messages, we will send marketing texts only with your consent. You can reply STOP at any time. Message and data rates may apply.
Children
Incorpify is for adults. Our services are not for anyone under 18, and we don't knowingly collect personal information from children. If you believe a child has given us information, email [email protected] and we will delete it.
Changes to this policy
We will update this policy when our services or the law change, and we review it at least once a year. The "Last updated" date at the top shows when it last changed. If we make a significant change, we will tell you by email or in the app before it takes effect. We won't start using information you have already given us in a new way that needs your consent, such as for AI model training, without asking you first.
Contact us
Incorpify AI Holdings Inc.
1100 15th St NW, 4th Floor, Suite 04-179
Washington, DC 20005, United States
Email: [email protected]
Phone: +1 (786) 883-7070