Privacy Policy

The categories below apply when you provide the relevant information or use a feature that requires it. We collect information appropriate to the requested service, rather than requiring every category for every customer.

Account and contact information: name, email, phone number, mailing address, account identifiers, authentication information, preferences, and support communications.

Business registration and trust records: business names, addresses, ownership and management details, filing information, trust-related intake responses, names and relationships of trustees and beneficiaries, and documents you or authorized collaborators provide. These records may include information about people who do not have an account.

Identity and sensitive information: identity verification materials, government identification or taxpayer numbers, signatures, financial account details, and other sensitive information when needed for an authorized service. Uploaded records may contain additional sensitive information. Do not provide information we do not request or need, especially medical records, passwords, or unrelated personal data.

Financial and bookkeeping information: receipts, invoices, transaction descriptions, balances, ledger records, account connection identifiers, uploaded statements, suggested categories, and reports when you use bookkeeping organization features.

Payment and purchase information: services ordered, payment status, invoices, billing details, transaction references, and payment-method information needed to process purchases and subscriptions. Payment providers receive relevant billing and payment details. Contact Info@docbiz.com for information about the provider handling a particular transaction.

Privacy protection information: names, aliases, addresses, contact details, identification needed to verify requests, broker listing matches, authorizations, and request results.

AI information: prompts, uploaded documents, text or financial records sent to enabled AI features, outputs, feedback, and related feature usage information. The specific information processed depends on the feature you activate.

Technical information: IP address, device and browser details, cookie or session identifiers, referring pages, feature usage, error reports, authentication activity, and security logs. Approximate location may be inferred from an IP address if that feature is used.

We receive information from you; from people you authorize, such as company administrators, advisers, or collaborators; from connected services you permit; from government records and data-broker listings relevant to a requested service; from payment and identity verification providers; and through website and security technologies.

Before providing information about another person, confirm that you have the necessary authority and provide any required notice. We may still owe duties directly to that person. If information about you was submitted by someone else, contact us to ask about your rights and the source of the information, subject to lawful verification and exceptions.

We use relevant information to create and administer accounts; deliver ordered services; organize documents and financial records; prepare and transmit specifically authorized administrative requests; communicate about orders and service status; process payments and subscriptions; respond to support and privacy requests; verify identity and authority; manage workspace access; and operate enabled AI features.

We also use information as reasonably needed to maintain systems, diagnose errors, prevent fraud, protect accounts, comply with law, preserve required records, and establish or defend legal claims. Marketing communications and nonessential tracking are subject to your choices and any consent required by law.

We use sensitive personal information only for disclosed, appropriate purposes and subject to applicable legal requirements. We obtain separate consent where required before collecting or using sensitive information. We do not use a general policy acknowledgment as authorization for unrelated advertising, model training, or consequential profiling.

Service providers: We disclose information needed by providers that support hosting, storage, authentication, communications, payments, identity checks, support, security, integrations, and enabled AI processing. Their access and permitted use must match the service and applicable contracts and law.

Authorized recipients: We transmit information to government agencies, registered agents, notaries, independent professionals, financial integrations, and other recipients when required for a service you authorize. A government filing may create a public record. Independent recipients may retain records and process information under their own legal obligations and privacy notices.

Workspace users: Administrators and invited collaborators can access information according to their role. An employer or business customer may control the workspace and its retention settings. Review who has access before uploading personal information. Sharing a link or export may allow the recipient to retain it outside DocBiz.

Privacy request recipients: Data brokers and other relevant recipients may receive identifiers and authorization documents reasonably needed to locate your records, verify your authority, and act on an opt-out or removal request. This disclosure is part of the requested removal process; it does not guarantee that the recipient will delete everything it holds.

Legal and safety matters: We may disclose information when legally required or when reasonably necessary and lawful to respond to valid process, protect people or systems, prevent fraud, or pursue or defend legal claims. We assess requests and any required limits or notice obligations.

Business transactions: Information may be disclosed in a merger, financing, reorganization, sale, or insolvency process with appropriate protections and required notices. Any materially different use remains subject to applicable law and required consent.

Other disclosures: We may disclose information at your specific direction or with a legally valid permission.

When you use an AI feature, relevant prompts, documents, extracted text, financial records, and related information may be sent to service providers to generate the requested output. Processing can involve retention of inputs, outputs, and service logs for providing the feature, security, abuse prevention, troubleshooting, and other purposes permitted by applicable service arrangements and law. We do not represent that every AI provider offers zero retention or that no human can access the data. Contact Info@docbiz.com before submitting sensitive records if you need details about a particular feature or provider. This Policy does not substitute for separate consent required for a new use, model training, or processing of sensitive information.

Authorized personnel and providers may access records as needed to support features, process orders, resolve errors, protect the service, and meet legal obligations, subject to applicable access restrictions and legal requirements. Records submitted to DocBiz are not attorney-client privileged merely because they relate to legal documents.

AI bookkeeping outputs are suggestions and may be wrong. Review outputs against source records and consult qualified professionals before relying on them. This Policy does not authorize solely automated decisions about credit, employment, insurance, or similarly consequential matters.

We use cookies and similar technologies to support sign-in, sessions, requested functionality, security, usage measurement, and DocBiz marketing. They may collect device and session identifiers, IP addresses, page visits, referrals, interactions, and campaign-response information. Providers may process this information for the relevant purposes. Where law requires permission for nonessential technologies, we obtain it and provide a way to withdraw it. You may use available website preferences, browser settings, or contact Info@docbiz.com about tracking and your choices.

DocBiz does not sell customer personal information. We use contact information and website or feature activity for our own marketing, including communicating about DocBiz services and measuring engagement, subject to applicable law and your choices. Providers may process information on our behalf as described in this Policy. Our no-sale commitment does not mean that no information is ever disclosed to a service provider. We do not authorize third parties to use your information for their unrelated marketing through this Policy.

You may request that we stop using your information for direct marketing by emailing Info@docbiz.com, and unsubscribe from marketing emails using the link in each message. Where law provides an opt-out of targeted advertising or sharing for cross-context behavioral advertising, email Info@docbiz.com or use available website privacy controls. We honor recognized universal opt-out signals, including Global Privacy Control, where legally required. Blocking essential cookies may affect functionality. A browser Do Not Track setting alone may not disable every technology or substitute for a legally recognized opt-out signal; contact us if you are unsure whether a request has been applied.

We retain information for as long as reasonably necessary for the purposes described in this Policy, applying the following criteria. Account records are retained to administer the relationship and outstanding obligations. Filing and trust records are retained to perform authorized services, preserve instructions and completion records, and satisfy applicable recordkeeping and claim periods. Billing records are retained for accounting, tax, fraud prevention, and disputes. Identity and financial records are retained as needed for verification, the requested service, and legal obligations. AI content, support records, and security logs are retained for operational, troubleshooting, security, legal, and dispute-resolution needs. The applicable requirements determine retention when a record contains multiple categories. Valid deletion requests may shorten retention except where a legal exception applies.

When information is no longer needed, we delete it, deidentify it, or retain it only as otherwise permitted by law. Backup copies may remain until overwritten or removed through the applicable backup cycle, and legal-hold records remain while the hold applies. Account closure does not require immediate deletion of completed filings, billing records, records needed for legal claims, or other information subject to a lawful exception. Deidentified information will be maintained in deidentified form and not reidentified except as permitted by law.

Deleting an account is not the same as deleting a government filing, closing a business, revoking a trust, or removing information held by an independent recipient. We cannot erase public records or third-party copies we do not control, but we will act on valid requests concerning information within our responsibility and communicate applicable limits.

If a monthly workspace membership is not paid, we pause the workspace and delete the workspace records 60 days after the pause begins, as described in the Terms of Service. Billing records needed for accounting, tax, fraud prevention, and disputes may be kept.

We use administrative, technical, and organizational safeguards appropriate to the information and risks. No system or transmission is completely secure; that limitation does not waive our legal security obligations. Report suspected account compromise to Info@docbiz.com.

If a security incident triggers legal notification requirements, we will provide notices as required by the applicable laws. We do not require you to waive incident notice or statutory remedies as a condition of using the service.

Depending on where you live, the law that applies to DocBiz, and the circumstances, you may have rights to obtain confirmation and access, know categories and sources, receive a portable copy, correct inaccuracies, request deletion, withdraw consent, or opt out of sale, sharing, targeted advertising, or certain consequential profiling. You may also have a right to limit certain sensitive-data uses and appeal a denied request. Exceptions and verification requirements vary. We will not unlawfully discriminate against you for exercising applicable rights.

Submit a request by emailing Info@docbiz.com. Describe the request without sending a full Social Security number or identity document in an ordinary email. We may reasonably verify identity and authority using information proportionate to the request. An authorized agent may submit a request; we may require evidence of permission and direct verification where lawful. We do not require burdensome verification for opt-outs where prohibited.

We respond within the time required by applicable law and explain any permitted extension, denial, or exception. If an appeal right applies, send your appeal to Info@docbiz.com; we will explain the result and any available regulator complaint route. You may also complain to your state attorney general or relevant privacy regulator.

If your information is held in an organization's workspace, we may need to route the request to the organization when it controls the processing. That does not remove duties we independently owe you. Separate business data-processing terms may be required for records we handle solely under a customer organization's instructions.

California residents may have rights under the CCPA if DocBiz and the relevant processing are subject to that law. These can include knowledge of categories, specific information, sources, purposes, and recipients; access, correction, deletion, and portability; opt-out of sale or sharing; limitation of certain sensitive information uses; and nondiscrimination. Sections 1 and 2 describe categories and sources; Section 3 describes purposes; Section 4 describes recipients; Section 7 describes retention. Sensitive information may include government identifiers, financial and account access information, and sensitive details in submitted records. We do not sell customer information. Email Info@docbiz.com to exercise applicable rights or request information about practices affecting your records, including the preceding 12 months. We apply lawful verification and exceptions and respond within the applicable statutory period.

Residents of other US states may have similar rights depending on the law, its applicability to DocBiz, and the processing involved. Submit requests and appeals to Info@docbiz.com. We explain any denial or exception and provide required information about review and regulator complaints. Florida governing-law terms do not eliminate mandatory privacy protections where you live.

You may unsubscribe from marketing emails using the link provided or contact Info@docbiz.com. Operational and legally required messages may continue. Promotional text messages, if offered, require their own compliant disclosures and consent where applicable; accepting these Terms does not itself authorize promotional texts or calls.

Our service is intended for adults and is not directed to children under 13. Trust and family records submitted by adults may include information about minors; that does not make the service a child-directed account service. Contact Info@docbiz.com if you believe a child has submitted information directly without required permission. We address verified requests and applicable legal duties.

Our services are offered to US customers. Providers may process or store information in the United States or other locations where they operate, which may have different data protection laws. Processing remains subject to applicable legal requirements and any required safeguards. Contact Info@docbiz.com for information about locations relevant to a specific service. US service availability does not mean DocBiz offers services in every foreign jurisdiction.

We update the date above when this Policy changes and provide additional notice of material changes as required. We obtain new permission before a new use where legally necessary. A revised Policy does not retroactively authorize a materially different use of previously collected information without any required consent.

Privacy questions and requests: Info@docbiz.com | 10800 Biscayne Blvd #820, Miami, FL 33161.