This privacy policy explains what personal information UCB Business Solutions LLC and UCB Business Solutions ("UCB", "we", "us") collect when you use www.ucbsolutions.com, our customer portal at customer.ucbsolutions.com, WhatsApp, email or phone, and how we use and protect it.
Information we collect
Information you give us
- Contact details: your name, email address, phone or WhatsApp number and country.
- Order details: the services you choose, your proposed company name, state, business activity, owners and members, and addresses.
- Identity documents: a copy of your passport and, for some services, other documents such as proof of address, formation documents, EIN letters or tax records.
- Messages you send us through the contact form, email or WhatsApp.
Information collected automatically
- Usage data from Google Analytics: pages visited, buttons clicked, approximate location (country/city), device and browser type. Analytics data does not include your documents or order details.
- Technical data such as your IP address, which we use to show the WhatsApp number for your region and which our hosting and security provider (Cloudflare) processes to protect the site.
Payment information
Card payments are processed by Stripe. We never see or store your full card number. We keep a record of the amount paid, the date and the invoice.
How we use your information
- To provide the services you order: preparing and filing documents, applying for an EIN or ITIN, introducing you to banks and payment providers, registered agent and mail services, and tax filings.
- To reply to your enquiries and keep you updated about your order by WhatsApp and email.
- To send invoices and renewal reminders (for example annual reports, registered agent and add-on renewals).
- To meet legal obligations, including identity checks required by banks, registered agents and government agencies.
- To understand how visitors use our website so we can improve it.
We do not sell your personal information and we do not use it for third-party advertising.
Who we share it with
We share only what is needed to deliver your service:
- US state filing offices, the IRS and other government agencies, as required to file your company, EIN, ITIN, annual reports or tax returns. Some of this information (for example company name, registered agent and, in some states, organizer or manager names) becomes public record under state law.
- Registered agents, mail and virtual office providers, Certifying Acceptance Agents, banks and payment platforms you ask us to apply to.
- Service providers that help us run our business: Stripe (payments), Google (analytics and email), Cloudflare (hosting security), WhatsApp (messaging) and our customer portal hosting.
- Authorities, if required by law or to protect our rights.
Cookies
Our website uses cookies from Google Analytics to measure visits, and Cloudflare may set cookies needed for security. The customer portal uses a session cookie to keep you signed in. You can block or delete cookies in your browser settings; the website will still work.
How we protect your information
Documents are uploaded through our secure portal over an encrypted (HTTPS) connection and are not publicly accessible. Access is limited to UCB staff who work on your order. No method of transmission or storage is completely secure, but we take reasonable steps to protect your information.
How long we keep it
We keep your order records and documents for as long as we provide services to you and for up to 7 years afterwards, to meet tax, accounting and legal record-keeping requirements. Enquiries that do not become orders are deleted when they are no longer needed. You can ask us to delete your information earlier, unless we must keep it by law.
Your rights
Depending on where you live (for example under the GDPR in Europe or the Digital Personal Data Protection Act in India), you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct or delete it;
- object to or restrict how we use it, or withdraw consent;
- complain to your local data protection authority.
To make a request, email us at enquiries@ucbsolutions.com. We will reply within 30 days.
International transfers
We are based in the United States and India, and our service providers may process information in other countries. By using our services, your information may be transferred to and processed in these countries, with safeguards appropriate to the service.
Children
Our services are for adults forming or running a business. We do not knowingly collect information from anyone under 18.
Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it last changed.
Contact us
Questions about this policy or your information: email enquiries@ucbsolutions.com or write to UCB Business Solutions LLC, 1827 11th Ave Unit 2155, Helena, MT 59601, USA.