Privacy Policy

Effective Date: January 29, 2026
Last Updated: January 30, 2026

Filient LLC ("FastFile," "we," "us," or "our") operates the FastFile platform at https://fastfile.io (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our Service.

1. Information We Collect

1.1 Information You Provide

• Account Information: Email address, name, and password when you create an account
• Company Information: Business name, EIN, address, and other tax-related details you enter
• Uploaded Documents: Prior-year Form 5472 PDFs or other documents you upload for tax return preparation
• Communication Data: Messages you send to our support team

1.2 Automatically Collected Information

• Usage Data: Pages visited, features used, time spent on the Service
• Device Information: Browser type, operating system, IP address
• Cookies: We use essential cookies for authentication and session management only

1.3 Extension Tool Data Processing

• CSV Parsing: CSV files are parsed locally in your browser
• AI-Assisted Mapping: Column headers and sample data (first row) are sent to Google Gemini AI for intelligent field mapping
• Address Parsing: Address data may be processed via AI to split into structured fields (city, state, zip)
• PDF Generation: Final PDF documents are generated locally in your browser
• No Storage: Data processed via AI is not stored — it is processed and immediately discarded

1.4 Information We Do NOT Collect

• Analytics Tracking: We do not use third-party analytics tools like Google Analytics

2. How We Use Your Information

We use your information to:

• Provide and maintain the Service
• Process and generate tax forms (Form 1120, Form 5472, Form 7004)
• Authenticate your account and prevent fraud
• Respond to your support requests
• Send important service updates and notifications
• Improve our Service and develop new features
• Comply with legal obligations

3. Data Storage and Security

3.1 Storage Infrastructure

• Your data is stored using Convex, a secure cloud database service
• All data is encrypted in transit using TLS/SSL
• Data at rest is encrypted using industry-standard encryption

3.2 Data Location

• All data is stored and processed in the United States
• We do not transfer data internationally

3.3 Security Measures

• Password hashing using bcrypt
• Secure authentication protocols
• Input validation and sanitization
• HTTPS-only connections

However, no method of transmission over the Internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

4. Data Sharing and Disclosure

We DO NOT sell, rent, or trade your personal information.

We may share your information only in these limited circumstances:

4.1 Service Providers

We may share data with trusted third-party service providers who assist in operating our Service:

• Convex: Database and backend infrastructure
• Google Gemini AI: For intelligent column mapping and address parsing in the extension tool. We use Google's enterprise API — data is processed and immediately discarded, not stored or used for AI training.
• Payment Processor: For processing payments (when applicable)

These providers are contractually obligated to protect your data and use it only for the services they provide to us.

4.2 Legal Requirements

We may disclose your information if required by law, including:

• Responding to subpoenas, court orders, or legal processes
• Protecting our rights, property, or safety
• Investigating fraud or security issues
• Complying with IRS or other government agency requests

4.3 Business Transfers

If FastFile is acquired, merged, or undergoes a business transition, your information may be transferred to the successor entity.

5. Data Retention

5.1 Active Accounts

We retain your data for as long as your account is active or as needed to provide you the Service.

5.2 Account Deletion

When you delete your account:

• All personal data is permanently deleted within 30 days
• Anonymized usage data may be retained for analytical purposes
• We may retain data longer if required by law or to resolve disputes

5.3 Legal Obligations

We may retain certain data for up to 7 years to comply with tax record-keeping requirements.

6. Your Rights and Choices

6.1 Access and Correction

You can access and update your account information at any time through your account settings.

6.2 Data Deletion

You may request deletion of your account and personal data by:

• Using the account deletion feature in your account settings
• Emailing us at info@fastfile.io

6.3 Data Export

You may request a copy of your data by emailing info@fastfile.io. We will provide your data in a portable format within 30 days.

6.4 Communication Preferences

You may opt out of promotional emails by:

• Clicking the unsubscribe link in any email
• Updating your email preferences in account settings

Note: You cannot opt out of essential service communications (e.g., security alerts, service changes).

7. Children's Privacy

FastFile is not intended for users under 18 years of age. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately at info@fastfile.io.

8. Third-Party Links

Our Service may contain links to third-party websites (e.g., IRS.gov, Calendly for demo bookings). We are not responsible for the privacy practices of these websites. We encourage you to read their privacy policies.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by:

• Posting a notice on our website
• Sending an email to your registered email address
• Updating the "Last Updated" date at the top of this policy

Your continued use of the Service after changes become effective constitutes acceptance of the updated policy.

10. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy, please contact us: