Privacy Policy

1. Introduction & Scope

HawkFile ("we," "our," or "us") operates the website and services located at www.hawkfile.com. We specialize in US business formation, state entity filings, EIN tax registrations, registered agent representation, and ongoing compliance solutions for entrepreneurs worldwide.

This Privacy Policy governs your use of our platform and explains the privacy rights available to you under applicable data protection laws, including the European General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and US state privacy frameworks.

2. Information We Collect

To successfully register your business entity with US state government agencies and the Internal Revenue Service (IRS), we collect specific personal and organizational details:

• Identity & Contact Data: Full legal name, passport/ID details (when required for international verification), residential address, email address, and phone number.
• Company & Member Data: Proposed company names, business activity descriptions, names and addresses of LLC members, managers, or corporate officers.
• Financial & Billing Data: Payment card information, billing address, and transaction records processed securely via PCI-DSS compliant gateways (Stripe & PayPal).
• Technical & Log Data: IP addresses, browser details, device type, operating system, and pages visited via automated telemetry.

3. How We Use Your Data

We process your information strictly for legitimate business operations and legal compliance:

• Filing Articles of Organization or Incorporation with Secretary of State agencies.
• Obtaining Federal Employer Identification Numbers (EIN) directly from the IRS.
• Providing Registered Agent notice forwarding and legal service of process handling.
• Sending essential service updates, annual compliance alerts, and invoice confirmations.
• Preventing fraudulent orders and ensuring platform security.

4. Sharing & Disclosures

We share data only with authorized entities necessary to execute your requested services:

• Government Authorities: State filing offices (Secretary of State) and the US IRS receive required formation records.
• Registered Agent Partners: Licensed registered agent providers receive necessary representative information to maintain legal standing.
• Payment Infrastructure: Encrypted billing details are transmitted to Stripe and PayPal for payment processing.
• Legal Mandates: When mandated by court subpoena or valid law enforcement inquiry.

5. Data Security & Encryption

HawkFile employs enterprise-grade 256-bit SSL encryption for all data in transit. Server infrastructure is housed in SOC 2 Type II certified data centers featuring 24/7 security monitoring, automated firewalls, and role-based access restrictions.

6. Cookies & Analytics

Our website uses essential session cookies to maintain shopping cart states and authentication. Analytical cookies (e.g., Google Analytics) measure aggregate visitor metrics without identifying individual users. You may disable cookies in your browser settings at any time.

7. Your Data Rights (GDPR & CCPA)

Regardless of your geographical location, HawkFile honors fundamental privacy rights:

• Right of Access: Request a copy of the personal data we hold about you.
• Right to Rectification: Request correction of inaccurate information.
• Right to Erasure: Request deletion of your data (subject to government record retention laws).
• Right to Opt-Out: Unsubscribe from non-essential communications with one click.

8. Data Retention

We retain client formation records, legal filings, and invoice history for seven (7) years to comply with US tax laws, corporate accounting standards, and state statutory audit obligations.

9. Contact & DPO

If you have questions about this Privacy Policy or wish to exercise your data rights, contact our Data Protection Officer: