Privacy Policy

1. Who We Are

Wi Filings is a trade name of Vivid Resources LLC, a Wisconsin limited liability company located at 790 N. Milwaukee Street, Suite 300, Milwaukee, WI 53202. Billing for our services is administered by an affiliate, Wi Filings LLC. Both entities are owned and operated by Darius F. Sanders. You can reach our privacy team at [email protected] or (414) 262-6010.

2. Information We Collect

From everyone who uses our services:

• Identity & contact: name, email, phone, mailing address.
• Business information: LLC name, business purpose, member names & ownership percentages, principal office address.
• Payment information: processed by Stripe; we do not see or store your full card number. We retain Stripe's tokenized payment ID and the last four digits for receipts and renewals.
• Usage data: standard server logs (IP, user-agent, page accessed, timestamp) used for security and abuse prevention.

If you order our EIN service:

• Sensitive identifier (SSN or ITIN): the responsible party's tax ID required by IRS Form SS-4. This is collected over an encrypted (HTTPS) connection. We do not store your SSN/ITIN in our database. It is transmitted in a single encrypted email to our internal filings team for IRS submission and is deleted from the team mailbox after your EIN is issued (typically within 7 days). It is never used for any purpose other than your EIN application and is never shared with third parties other than the IRS.

3. How We Use Your Information

• Prepare and submit filings to the Wisconsin Department of Financial Institutions (DFI), the IRS, and FinCEN on your behalf.
• Provide registered agent service: receiving and forwarding legal documents and state correspondence.
• Send service updates, filing confirmations, renewal reminders, and account-related communications.
• Process payments and manage autopay renewals you have authorized.
• Improve our service quality and protect against fraud and abuse.

4. Subprocessors & Third Parties

We share information only with vendors that support our service delivery:

• Stripe — payment processing (card data, billing address, email).
• Resend — transactional email delivery (recipient email and message contents).
• Twilio — SMS and voice communications (phone number, message content).
• Railway — application and database hosting (encrypted at rest and in transit).
• Cloudflare — DDoS protection and content delivery (request metadata).
• Google (Gemini API) — powers our Wifiya chatbot (your chat input and our system prompt). Operated under Google Cloud's Data Processing Addendum; your inputs are not used to train Google's models.
• Wisconsin DFI, IRS, and FinCEN — government agencies that receive your filings (this is the entire purpose of our service).

We do not sell or rent personal information to anyone. We do not share information with advertisers.

5. Retention

• Customer records: retained for the duration of your active service plus seven (7) years for tax, audit, and statute-of-limitations purposes.
• SSN / ITIN: deleted from our team mailbox within 7 days of IRS issuance of your EIN. Never written to our database.
• Payment records: retained per Stripe's terms and our tax-record obligations.
• Server logs: 90 days, then deleted.
• Marketing email opt-ins: until you unsubscribe.

6. Your Rights

Regardless of where you live, you can email [email protected] to:

• Access a copy of the personal information we hold about you.
• Correct any inaccurate information.
• Delete your account (subject to legal retention requirements above).
• Opt out of marketing emails.
• Cancel autopay and ongoing services.

California residents (CCPA/CPRA): you additionally have the right to know what categories of personal information we collect, the right to delete, the right to correct, the right to limit the use of sensitive personal information (including SSN/ITIN), and the right to opt out of "sale" or "sharing" — though we do neither. We do not knowingly process the personal information of consumers under 16. We respond to verifiable requests within 45 days.

EU/UK residents (GDPR/UK GDPR): our legal basis for processing is contract performance for filings, legitimate interest for service security, and consent for marketing. You have rights of access, rectification, erasure, restriction, portability, and objection. You can lodge a complaint with your local supervisory authority. Cross-border transfers to U.S. subprocessors rely on the EU-U.S. Data Privacy Framework or Standard Contractual Clauses.

7. Security

All data is transmitted over TLS (HTTPS). Database connections are encrypted in transit and at rest. Payment card data is handled exclusively by Stripe (PCI DSS Level 1 certified) — we never see or store full card numbers. SSN/ITIN values are never persisted to our database. Administrative access requires a strong password and is logged. We use Cloudflare for DDoS protection and rate limiting. Despite these measures, no system is impenetrable; if a breach occurs, we will notify affected Wisconsin residents within 45 days as required by Wis. Stat. § 134.98 and applicable EU residents within 72 hours as required by GDPR Article 33.

8. Cookies & Tracking

We use only essential first-party cookies to maintain your session (e.g. admin login). We do not use third-party advertising or cross-site tracking cookies. We do not respond to "Do Not Track" browser signals because no industry standard for them currently exists, but we treat all users with the same minimal-tracking posture regardless.

9. Children

Our services are intended for adults forming or maintaining a Wisconsin business. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with information, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this policy as our practices evolve or as regulations change. The effective date at the top reflects the most recent revision. For material changes affecting your rights, we will notify active customers via email at least 14 days before the change takes effect.

11. Contact

Privacy questions, requests, or breach concerns:

• Email: [email protected]
• Phone: (414) 262-6010
• Mail: Wi Filings — Privacy, 790 N. Milwaukee Street, Suite 300, Milwaukee, WI 53202