BizFyle Privacy Policy
This Privacy Policy explains how BizFyle LLC collects, uses, discloses, retains, and protects personal information when you visit our websites, communicate with us, or use our bookkeeping, tax, payroll, advisory, compliance, and related services.
1. Scope and our privacy roles
This Privacy Policy applies to personal information processed by BizFyle LLC ("BizFyle," "we," "us," or "our") through bizfyle.com and other websites, forms, portals, applications, communications, and services that link to this Policy (collectively, the "Services"). It applies to current and prospective customers, website visitors, business representatives, service recipients, vendors, referral partners, and other people who interact with us.
BizFyle provides services primarily to businesses and business owners. Some Services, including individual tax preparation connected to a business, may involve information about individuals. Our Services are not intended for personal, family, or household use except where we expressly agree to provide an individual service.
When BizFyle determines the purpose of processing
BizFyle generally acts as a business, controller, or similar responsible party when we collect account contact details, billing information, website analytics, marketing information, and records needed to manage our customer relationship or operate our business.
When BizFyle acts on a customer's instructions
When a customer provides personal information about its employees, contractors, owners, vendors, customers, or other individuals so that we can perform bookkeeping, payroll support, tax, advisory, or related work, BizFyle may act as a processor or service provider on behalf of that customer. The customer remains responsible for its instructions, notices, permissions, and legal basis for providing that information to us.
If you submit information about another person, you represent that you are authorized to do so and that you have provided any notice or obtained any consent required by law. We do not use customer-provided employee, vendor, or client data to independently market to those individuals unless they separately interact with BizFyle directly.
This Policy does not govern third-party websites, financial institutions, accounting platforms, payroll systems, payment processors, government agencies, or other services that maintain their own privacy policies.
2. Information we collect
The information we collect depends on how you interact with BizFyle and which Services you request.
| Category | Examples | Why it may be needed |
|---|---|---|
| Contact and identity information | Name, business name, title, postal address, email address, phone number, username, signature, and account identifiers. | To communicate, create an account, verify identity, deliver Services, and maintain records. |
| Business information | Entity name and type, jurisdiction, ownership and management details, business purpose, entity documents, EIN information, and beneficial ownership information where applicable. | To support monthly bookkeeping, Tax preparation and filing, and other compliance services. |
| Financial and accounting information | Bank and card transactions, account balances, statements, invoices, receipts, bills, vendor and customer records, payment processor activity, loans, investments, payroll records, revenue, expenses, assets, liabilities, inventory, and accounting files. | To provide bookkeeping, reconciliation, reporting, cash-flow, payroll, controller, and advisory Services. |
| Tax and government information | Tax returns, tax forms, filing status, taxpayer identification numbers, Social Security numbers, ITIN information, dates of birth, income, deductions, credits, ownership allocations, K-1 information, and correspondence with taxing authorities. | To prepare, review, support, or file tax returns and related forms and to meet recordkeeping obligations. |
| Authentication and connected-service information | Connection tokens, account identifiers, permissions, metadata, and information retrieved from accounting software, banks, payment processors, payroll providers, ecommerce platforms, or other systems you authorize. | To import records, maintain integrations, reconcile activity, and provide ongoing Services. |
| Payment and transaction information | Billing address, payment status, subscription details, transaction history, and limited payment-card information. Full card information may be collected directly by our payment processor rather than BizFyle. | To process payments, administer plans, prevent fraud, and maintain financial records. |
| Communications and service records | Emails, messages, uploaded files, support requests, instructions, approvals, meeting notes, call or video recordings where permitted, survey responses, and service workpapers. | To follow your instructions, support you, document work performed, improve quality, and resolve disputes. |
| Website, device, and usage information | IP address, browser, device, operating system, language, referring page, pages viewed, clicks, session identifiers, approximate location inferred from IP, timestamps, and cookie or advertising identifiers. | To operate and secure our websites, remember preferences, analyze use, and measure communications or campaigns. |
| Marketing and prospect information | Business contact details, industry, annual revenue range, service interests, referral source, campaign interactions, and consultation information. | To respond to inquiries, recommend Services, manage leads, and send permitted marketing. |
| Professional and recruitment information | Resume, employment history, qualifications, references, interview notes, work authorization, and background-check results where permitted. | To evaluate candidates, contractors, or professional relationships and comply with employment laws. |
| Inferences and derived information | Transaction categories, bookkeeping rules, risk or anomaly indicators, service recommendations, customer support trends, and business insights derived from submitted records. | To provide reports, identify issues, tailor Services, prevent fraud, and improve operations. |
Sensitive personal information
Some Services require sensitive personal information, such as Social Security numbers, taxpayer identification numbers, government identification documents, account and routing numbers, precise financial records, login or authentication information, or information contained in tax returns. We seek to collect sensitive information only when reasonably necessary for the requested Service, legal compliance, security, or fraud prevention. Please do not send sensitive information through an unsecured channel when we provide a secure method.
Information you may decline to provide
You may decline to provide personal information, but we may be unable to open an account, verify identity, prepare an accurate filing, connect a system, or provide part of the Services without required information.
3. Sources of information
We may collect personal information from:
- You, including through forms, emails, messaging, meetings, uploads, consultations, applications, and service instructions.
- Your organization and authorized users, such as owners, officers, employees, accountants, bookkeepers, tax professionals, or administrators.
- Systems you connect or authorize, including accounting platforms, financial institutions, payment processors, payroll systems, ecommerce marketplaces, expense tools, cloud storage, and data aggregators.
- Government and public sources, such as Secretary of State databases, tax agencies, court or corporate records, sanctions or identity-verification databases, and other lawful public records.
- Service providers and partners, such as payment processors, identity-verification services, referral partners, marketing platforms, fraud-prevention providers, and professional advisors.
- Automatically from your device through cookies, pixels, logs, analytics tools, and similar technologies when you use our websites or electronic communications.
4. How we use personal information
We may use personal information to:
- provide bookkeeping, accounting support, financial reporting, payroll support, tax, advisory, compliance, and related Services;
- create and administer accounts, authenticate users, manage permissions, and maintain connected systems;
- categorize transactions, reconcile accounts, prepare financial statements, identify missing records, and produce dashboards or insights;
- prepare, review, support, transmit, or file tax returns, elections, information returns, business documents, annual reports, and other authorized submissions;
- communicate with you, answer questions, send service notices, obtain approvals, and provide customer support;
- process payments, manage subscriptions, confirm scope, provide quotes, and collect amounts due;
- verify identity, prevent fraud, protect accounts, investigate suspicious activity, maintain service integrity, and enforce our agreements;
- maintain business records, workpapers, instructions, approvals, and audit trails;
- analyze, troubleshoot, test, secure, maintain, and improve our websites, processes, tools, and Services;
- develop rules, templates, automation, and AI-assisted workflows that improve accuracy and efficiency;
- create aggregated or de-identified statistics, benchmarks, and operational insights that do not reasonably identify a customer or individual;
- respond to legal process, protect rights and safety, comply with tax, accounting, regulatory, professional, and other legal obligations, and resolve disputes;
- evaluate prospective customers, recommend appropriate Services, manage referrals, and conduct permitted marketing; and
- carry out another purpose disclosed when information is collected or with your consent.
5. Customer financial, bookkeeping, payroll, and tax data
For this Policy, "Customer Service Data" means financial, accounting, payroll, tax, compliance, and business information provided by or for a customer—or accessed at the customer's direction—to deliver the Services. It includes reports, categorizations, reconciliations, workpapers, and other outputs created from that information.
How we handle Customer Service Data
- We process Customer Service Data to perform the Services, maintain quality, provide support, secure our systems, comply with law, and document the work performed.
- If you purchase multiple Services, relevant Customer Service Data may be used across those Services to avoid duplicate requests and maintain consistency.
- We may use prior-period records for current bookkeeping, reporting, tax, catch-up, or advisory work where relevant.
- We may derive de-identified or aggregated information for analytics, benchmarking, security, and service improvement, provided it is not reasonably capable of identifying you, another individual, or a customer.
Tax return information
When BizFyle or an authorized tax professional prepares U.S. tax returns, use and disclosure of tax return information may also be restricted by federal law, including Internal Revenue Code Section 7216 and related regulations. We will seek a separate written consent when required before using or disclosing tax return information for a purpose not permitted without consent.
Customer ownership and access
As between BizFyle and the customer, the customer retains its rights in Customer Service Data, subject to BizFyle's rights in its tools, templates, methods, workpapers, and records of Services performed. Customers remain responsible for retaining original business records and maintaining appropriate access to third-party accounting, banking, payroll, tax, and commerce systems.
BizFyle is not a law firm and communications with BizFyle are not protected by attorney-client privilege. Do not send information solely because you believe it will be legally privileged.
6. AI-assisted tools and automation
BizFyle may use rules-based automation, machine learning, optical character recognition, and generative artificial intelligence (collectively, "AI-assisted tools") to support parts of the Services and our operations. Examples may include extracting data from documents, suggesting transaction categories, identifying anomalies or missing information, matching records, summarizing communications, drafting explanations, improving search, and assisting with financial analysis.
Human involvement
AI-assisted outputs may be incomplete or inaccurate. Where the output affects bookkeeping records, tax work, financial reports, compliance submissions, or material advice, BizFyle uses human review appropriate to the nature of the Service. AI-assisted tools do not replace your responsibility to review information and decisions presented to you.
Service providers and data minimization
AI-assisted processing may be performed using BizFyle systems or specialized service providers operating under contractual restrictions. We seek to limit the data provided to what is reasonably necessary for the task and apply access, security, and retention controls appropriate to the information.
Model improvement
Unless we obtain authorization or provide a specific disclosure, BizFyle does not use identifiable Customer Service Data to train a general-purpose AI model for an unrelated third-party purpose. We may use de-identified or aggregated information, feedback, quality metrics, and permitted service records to evaluate and improve our own workflows and Services.
No solely automated significant decisions
BizFyle does not use AI-assisted tools to make solely automated decisions that produce legal or similarly significant effects about individuals, such as employment, credit, housing, or insurance eligibility.
7. Legal bases for processing
Where applicable law requires a legal basis, BizFyle relies on one or more of the following:
- Contract: processing necessary to enter into or perform an agreement with you or your organization.
- Legitimate interests: operating, securing, supporting, improving, and marketing our business and Services, provided those interests are not overridden by your rights.
- Legal obligations: complying with tax, accounting, corporate, employment, regulatory, court, or law-enforcement requirements.
- Consent: where you have consented to a particular use, such as certain marketing, cookies, recordings, tax-information disclosures, or collection of sensitive information. You may withdraw consent where permitted.
- Protection of rights and safety: preventing fraud, securing accounts, and protecting BizFyle, our customers, individuals, and the public.
8. How and why we disclose information
We may disclose relevant personal information to the following categories of recipients for the purposes described in this Policy:
| Recipient | Purpose | Information involved |
|---|---|---|
| Cloud, software, and infrastructure providers | Hosting, storage, backup, document processing, communications, security, support, analytics, and software operations. | Information reasonably required to provide the applicable function. |
| Accounting, banking, payroll, tax, commerce, and integration providers | Connecting authorized systems, importing data, processing payroll or tax work, e-filing, and delivering requested Services. | Customer Service Data and identifiers relevant to the integration or filing. |
| Payment processors and financial service providers | Processing payments, managing billing, preventing fraud, and facilitating authorized financial products or referrals. | Contact, transaction, billing, and verification information. |
| Professional service providers | Tax preparation, accounting support, legal advice, audit, insurance, consulting, identity verification, and compliance support. | Information necessary for the professional service or customer request. |
| Government authorities and filing bodies | Submitting authorized filings, responding to lawful requests, complying with law, and protecting rights or safety. | Business, tax, compliance, identity, financial, and other required information. |
| Customer-authorized recipients | Sharing information with an owner, employee, accountant, tax professional, lender, investor, attorney, or other party at the customer's direction. | Information covered by the customer's authorization. |
| Analytics, advertising, and marketing providers | Understanding website use, managing communications, measuring campaigns, and providing advertising subject to applicable choices. | Contact information, device data, website activity, cookie IDs, and marketing interactions—not Customer Service Data used to perform bookkeeping or tax work. |
| Affiliates, successors, and transaction participants | Operating affiliated Services or evaluating or completing a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets. | Information relevant to the transaction, subject to appropriate protections. |
We may also disclose information when we reasonably believe disclosure is necessary to comply with law or legal process; investigate fraud, abuse, security incidents, or violations; enforce agreements; collect amounts owed; or protect the rights, property, safety, and integrity of BizFyle, our customers, individuals, or the public.
9. Sale, sharing, and targeted advertising
BizFyle does not sell Customer Service Data, tax return information, or sensitive personal information for money. We do not disclose mobile messaging opt-in information or consent to third parties for their independent marketing.
Like many businesses, we may allow analytics and advertising technologies to collect website identifiers and internet activity to measure campaigns or provide more relevant advertising. Under some U.S. state privacy laws, this activity may be considered a "sale," "sharing," or processing for "targeted advertising," even when no money changes hands.
Where required, you may opt out through our cookie-preference controls, a "Do Not Sell or Share My Personal Information" link, or by contacting us as described below. Where legally required and technically supported, we will treat a recognized Global Privacy Control signal as a request to opt out for the browser or device sending the signal.
We do not knowingly sell or share personal information of individuals under 18.
11. Connected accounts and third-party services
If you authorize BizFyle to connect to a bank, accounting platform, payroll provider, ecommerce marketplace, payment processor, expense tool, or other third-party service, we may receive information made available through that connection. The scope depends on your permissions and the third party's functionality.
- You are responsible for ensuring you have authority to create the connection and provide the data.
- We may use connection tokens or delegated access instead of storing your primary password where the provider supports that method.
- You may be able to revoke access in the third-party account or by contacting BizFyle. Revocation may prevent us from providing part of the Services.
- The third party's collection, security, availability, retention, and use of information are governed by its own terms and privacy policy.
Do not provide login credentials by ordinary email or chat if a secure connection, invitation, delegated-user account, or secure upload method is available.
12. How long we retain information
We retain personal information for the period reasonably necessary to provide Services, maintain business and professional records, satisfy legal and contractual obligations, resolve disputes, enforce agreements, complete transactions, support customers, and prevent fraud. The period varies by data type, Service, jurisdiction, and relationship.
| Information | Typical retention approach |
|---|---|
| Tax preparation records and related Customer Service Data | Generally retained for at least seven years after the later of filing or the applicable due date, or longer where required by law, professional standards, contract, dispute, or customer instruction. |
| Bookkeeping, accounting, payroll, advisory, and workpaper records | Generally retained during the relationship and for a reasonable period afterward, commonly up to seven years, depending on the record and applicable obligations. |
| Business and compliance records | Generally retained while Services remain active and for a reasonable period afterward to document filings, authority, delivery of notices, and work performed. |
| Account, billing, agreement, and service communications | Retained while the account is active and afterward as needed for financial reporting, tax, dispute, fraud-prevention, and contract purposes. |
| Prospect and marketing information | Retained until you opt out, request deletion where applicable, or we determine the information is no longer useful, subject to retaining suppression records. |
| Website logs, analytics, and cookies | Retained according to the settings and schedules of our systems and providers, generally for a shorter period than core customer records unless needed for security or legal purposes. |
| Recordings | Retained for the period needed for service documentation, training, quality, or dispute purposes, subject to applicable consent and recording laws. |
When information is no longer needed, we take reasonable steps to delete, destroy, or de-identify it. Information in backups may remain until the backup is overwritten or expires and is isolated from ordinary use. We may retain a minimal record of an opt-out, deletion request, fraud event, dispute, or legal hold after other information is deleted.
13. How we protect information
BizFyle uses administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, and disclosure. Depending on the system and data, safeguards may include access controls, role-based permissions, authentication, encryption in transit and at rest, secure file transfer, logging, monitoring, backups, personnel confidentiality obligations, vendor review, security training, and incident-response procedures.
No method of transmission or storage is completely secure. We cannot guarantee absolute security, and you use electronic systems at your own risk. You are responsible for protecting your passwords, devices, email account, and third-party system access; limiting authorized users; reviewing account activity; and promptly notifying us of suspected compromise.
If we identify a security incident involving personal information, we will investigate and provide notices to affected parties or authorities when required by applicable law.
14. Data location and international transfers
BizFyle is a U.S. company and provides Services to U.S. and international business owners. Personal information may be stored or processed in the United States and other countries where BizFyle, our personnel, affiliates, or service providers operate. Those countries may have privacy laws different from the laws where you live.
Where required, we use appropriate safeguards for cross-border transfers, such as contractual protections, transfer agreements, consent, or another lawful transfer mechanism. By using the Services, you understand that information may be transferred to and processed in the United States, subject to applicable law.
15. Contact BizFyle
Privacy questions and requests
Contact us if you have a question, complaint, or privacy request:
- Email: info@bizfyle.com
- Subject line: Privacy Request
- Phone: +1 (402) 623-1279
- Mail: BizFyle LLC, 32 N Gould St, Sheridan, WY 82801, United States
To protect personal information, please do not include a full Social Security number, taxpayer identification number, bank account number, password, or copy of an identity document in your initial privacy-request email.
16. Your privacy rights and choices
Depending on your location, relationship with BizFyle, and applicable law, you may have the right to:
- confirm whether we process your personal information;
- access personal information and obtain information about its processing;
- correct inaccurate personal information;
- delete personal information, subject to exceptions;
- obtain a portable copy of certain information;
- restrict or object to certain processing;
- withdraw consent where processing is based on consent;
- opt out of sale, sharing, targeted advertising, or certain profiling;
- limit certain uses or disclosures of sensitive personal information;
- appeal our decision on a privacy request; and
- complain to an applicable privacy regulator or state attorney general.
How to submit a request
Email info@bizfyle.com with the subject line "Privacy Request" or use an available privacy-request form or cookie-preference link on our website. Describe the right you wish to exercise and the information or account involved.
Verification and authorized agents
We may ask for information reasonably necessary to verify your identity, authority, account, and jurisdiction. An authorized agent may submit a request where permitted, but we may require proof of authorization and direct verification with you. We will not discriminate against you for exercising a privacy right.
Requests involving customer-controlled data
If BizFyle processes your information solely on behalf of one of our business customers, we may direct you to that customer. The customer determines how to respond, and BizFyle will assist as required by contract and law.
Exceptions
Privacy rights are not absolute. We may retain or continue processing information where permitted or required for tax and accounting records, legal compliance, security, fraud prevention, free expression, internal uses reasonably aligned with expectations, completion of requested Services, establishment or defense of legal claims, or another lawful exception.
17. Additional U.S. state privacy disclosures
For residents of states with comprehensive privacy laws, the table below summarizes categories of personal information BizFyle may have collected and disclosed for a business purpose during the preceding 12 months. The categories reflect the Services described in this Policy; BizFyle does not necessarily collect every example from every person.
| Category | Examples | Collected | Business-purpose disclosure |
|---|---|---|---|
| Identifiers | Name, address, email, phone, IP address, account identifiers, government identifiers. | Yes | Service providers, professional advisors, authorized recipients, government authorities. |
| Customer-record information | Contact, signature, financial, employment, billing, and government identification information. | Yes | Service providers, professional advisors, filing bodies, authorized recipients. |
| Protected characteristics | Information appearing in tax, payroll, employment, or identity records where required for Services. | Sometimes | Service providers, tax professionals, government authorities, authorized recipients. |
| Commercial information | Services purchased, payment history, business transactions, vendor and customer activity. | Yes | Service providers, payment processors, professional advisors. |
| Internet or network activity | Browsing, device, cookie, login, system usage, and interaction information. | Yes | Hosting, security, analytics, communication, and advertising providers. |
| Approximate geolocation | General location inferred from IP address. | Yes | Security, hosting, analytics, and advertising providers. |
| Audio, visual, or electronic information | Call or meeting recordings, uploaded identification, images, and electronic communications. | Sometimes | Communication providers, professional advisors, authorized recipients. |
| Professional or employment information | Title, employer, payroll, compensation, contractor, resume, and work-history information. | Yes | Service providers, professional advisors, government authorities, authorized recipients. |
| Inferences | Transaction categories, service recommendations, anomaly indicators, and business insights. | Yes | Service providers and authorized customer recipients. |
| Sensitive personal information | SSN, ITIN, tax records, financial account data, credentials, government identification, and precise business ownership data. | Yes, when needed | Restricted providers, professionals, filing bodies, and authorized recipients necessary for the Service. |
For website advertising, BizFyle may disclose identifiers, internet activity, approximate location, commercial information, and inferences in a manner that may constitute sale or sharing under certain state laws. BizFyle does not sell sensitive personal information or Customer Service Data for money.
California residents
California residents may have rights to know, access, correct, delete, and receive information about categories of collection, sources, purposes, and recipients; to opt out of sale or sharing; to limit certain uses of sensitive personal information; and to be free from discrimination. California's "Shine the Light" law may also permit certain residents to request information about disclosures for third parties' direct marketing. Submit requests using the contact information below.
Appeals
If we decline a request and your state provides an appeal right, reply to our decision or email us with the subject "Privacy Appeal." We will provide the outcome and any additional complaint options required by law.
18. Marketing, email, SMS, WhatsApp, calls, and recordings
We may contact you about requested Services, account administration, deadlines, support, billing, security, policy changes, and other transactional matters. These communications may be necessary even if you opt out of marketing.
Where permitted, we may send marketing by email, phone, SMS, WhatsApp, or similar channels. You may unsubscribe using the link in an email, reply STOP to a supported SMS program, adjust available settings, or contact us. Consent to marketing is not a condition of purchasing Services. Message and data rates may apply.
We do not share SMS or mobile messaging opt-in data and consent with third parties for their independent marketing. We may share it with vendors that operate the messaging service on our behalf.
Calls or virtual meetings may be recorded for documentation, training, quality, or support where permitted by law. We will provide notice or obtain consent when required.
19. Children
The Services are intended for adults acting in a business or professional capacity. We do not knowingly collect personal information directly from children under 18. Information about a dependent may appear in a tax return or other customer record when an adult customer provides it for a lawful service. In that situation, we process the information only as necessary for the Service and applicable legal obligations.
If you believe a child submitted personal information directly to BizFyle without appropriate authorization, contact us so we can investigate and take appropriate action.
20. Changes to this Privacy Policy
We may update this Policy to reflect changes in our Services, technologies, practices, vendors, or legal obligations. The "Last updated" date shows when the Policy was most recently revised. If a change materially affects how we use or disclose previously collected personal information, we may provide additional notice through our website, account, email, or another appropriate channel.
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