Legal Policies

1. Information We Collect

Information you provide directly: Name, email address, phone number, and message content when you contact us, book a call, complete our Gap Analyzer or Legacy Protection Quiz, download a guide, or subscribe to our newsletter.

Information collected automatically: When you visit our site, we and our third-party analytics providers automatically collect browser type, device type, pages visited, time on page, how far down a page you scroll, referring URL, and general geographic location (city/region level). This data is collected via cookies and similar tracking technologies.

Interactive tool data: Responses you submit through our Gap Analyzer, Trust vs. LLC Comparator, or Legacy Protection Quiz are processed to generate your personalized results. This data may be associated with your email if you provide it to receive your report.

Orders and filings: When you buy a service, we collect what the order needs. For a business filing that usually means the business name, the names and addresses of members, managers or officers, and your contact details. Card payments are handled by Stripe, and we don't see or store your full card number.

Documents and uploads: Files you upload or sign in your member account, and photos of letters you send to our free letter checker.

Chat and calls: What you type to our website chat assistant, and, if you call our main number after hours while our phone assistant is switched on, a speech-to-text transcript of what you say.

Affiliates: If you join our affiliate program, your tax form (W-9 or W-8) and, if you choose bank payouts, your bank account and routing numbers. We store the account number encrypted.

From other sources: If you fill in one of our lead forms on Facebook or Instagram, Meta sends us what you entered.

2. How We Use Your Information

• To respond to your inquiries and deliver the educational consulting services you requested.
• To send you your requested guides, quiz results, or personalized action plans.
• To send our newsletter and educational content (only if you opt in; you may unsubscribe at any time).
• To improve our website, tools, and content based on aggregated usage data.
• To measure the effectiveness of our marketing and educational outreach.
• To send emails matched to where you are in your decision (for example, a comparison guide if you are weighing options, or a reminder if you started an order and did not finish). We decide this from what you did on our site, such as which free tools you used and whether you placed an order. Every such email has a one-click unsubscribe.
• To improve our website chat assistant: chat messages and the assistant's replies are saved, together with the page you were on and any rating you give a reply. Under the same visitor ID and analytics setting described below, the assistant also keeps a short note of what you told it about yourself and your business (for example your state, type of business, goals and concerns) and which of our pages you read, so it can pick up where you left off next time instead of asking again. It never keeps ID numbers, dates of birth, account or card numbers, email addresses or phone numbers in that note. Ask the assistant what it remembers about you, or email info@vermilionvitez.com to have it deleted.
• To understand how people use our website: we record the pages you view, the links and buttons you click, that you sent a form (never what you typed in it), when you copy text from one of our pages (and the first few words of it, never anything you typed), and where you came from (for example a search engine or an ad), under a random visitor ID. If you later give us your email, we connect that history to your contact record. We use that history to guess which of our services you are looking at and how ready you may be for help, so we know who to follow up with first. If you have given us your email and you are reading a pricing or product page, one of our founders may get an alert by email or by a text message to their own phone, so they can reach out; the text names the page, your state and the service, never your name, email address or phone number. In the United States this is on unless you opt out (use "Cookie Settings" at the bottom of any page, or send a Global Privacy Control signal); everywhere else it only happens if you accept analytics cookies.
• To know whether our emails are useful: each email we send contains a tiny image and tagged links that tell us when you opened it and whether a link in it brought you to our site, and we keep a copy of the email we sent you. If a link we sent you (an email, signing or document-upload link) is opened on a different device, we are notified so we can make sure it reached the right person. Blocking images in your email app stops the open signal, and every marketing email has a one-click unsubscribe.
• To keep a record of what we deliver to you: we record the date and time we send or deliver each order, filing, document, signature request, letter, reminder and notification, and when you open, view, sign or download it in your account. We use this to confirm delivery, answer your questions and resolve disputes, keep it as long as the related order or account record, and include it in the copy of your data we put together if you ask for one.
• To reach you and tailor what we send you: when you give us your email or place an order we also ask for your phone number, so we can reach you about your request, and you can optionally tell us your first name, the state you plan to form in and where your business is right now. We only text you if you tick the box to allow it, and you can reply STOP at any time. We use these to send the right information and to reply to you.
• To comply with applicable legal obligations.

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We never buy, rent or sell contact lists.

3. How We Use AI

Some of our features use AI language models. Features that handle your information run on Cloudflare Workers AI, which hosts open models on Cloudflare's own network. The website chat can fall back to a model hosted by NVIDIA when Workers AI can't answer, and we remove common identifiers before anything is sent there (details below). Our after-hours phone assistant and our team's internal admin assistant never use NVIDIA. Here is what each feature sends.

• Website chat assistant (X2). The assistant says it is an AI in its greeting and whenever you ask. Your messages, the recent conversation and the page you are on go to Cloudflare Workers AI. For returning visitors we also send the short note described in section 2 (for example your first name, state and goals), the pages you have read on our site, and our estimate of how far along you are in deciding. Before we save a chat transcript, we mask anything that looks like a Social Security or card number. The live message still goes to Workers AI as you typed it, so please don't type those numbers into the chat. If Workers AI can't answer, a copy of the conversation goes to NVIDIA instead. That copy leaves out the note about you, any order lookups, and your name, email address and phone number. We also remove common identifiers from your messages before they are sent, such as email addresses, phone numbers, Social Security numbers (with or without dashes), EINs, card numbers, birth dates, street addresses, PO boxes and long numbers spelled out as words. This filter looks for patterns and can miss things, so please keep sensitive numbers and personal details out of the chat. When we have it switched on, a separate step picks which public lookups (such as a state's annual report deadline) the assistant should run. That step also runs on Workers AI. If Workers AI can't do it, NVIDIA gets only your latest message, with the same identifiers removed.
• Free tools. If you send a photo of a letter to our letter checker, the image goes to a Cloudflare Workers AI vision model so it can read the letter. We don't save the photo. If you use our business name generator, your description of the business goes to NVIDIA, or to Cloudflare Workers AI if NVIDIA is unavailable. Please don't put personal details in that description.
• After-hours phone calls. When our after-hours phone assistant is switched on, Telnyx converts what you say to text, the assistant answers using Cloudflare Workers AI, and we email the transcript to our team. Phone calls never go to NVIDIA.
• Chat quality reviews. We use AI to grade saved chat transcripts so we can improve the assistant. These transcripts go to Cloudflare Workers AI. Changes to how the assistant answers that come out of these reviews wait for a founder's approval, except small wording changes backed by several chats.
• Follow-up emails drafted for our team. A founder can ask the AI to draft a personal follow-up to a lead. The draft uses your contact record, your recent chats and the pages you read, and goes to Cloudflare Workers AI. A founder reads and edits the draft and sends it personally.
• Automated offer emails. If you are subscribed to our emails, have not bought from us, and have used our site more than once or looked at our trust pages, a Cloudflare Workers AI model may look at your number of visits, whether you looked at trust pages, and the list of pages you viewed. It then picks one offer from a fixed list we set, or none, and drafts the email. Automatic checks reject drafts that mention unapproved prices, deadlines or guarantees, and a person on our team reads and approves every draft before it is sent. You get at most one of these emails every 7 days, and you can unsubscribe from them in one click.

We don't use your information to train AI models. Each AI provider handles what it receives under its own terms.

4. Third-Party Service Providers

Vermilion Vitez partners with Registered Agents Inc to provide Registered Agent and related business compliance services. When you purchase a Registered Agent service through our platform, the service is fulfilled by Registered Agents Inc, which serves as the official Registered Agent of record with the state. Vermilion Vitez does not act as the Registered Agent.

We use the following third-party services to run our website and deliver our services. Each one handles data under its own terms and privacy policy. Some are only used when you use the feature named in the table.

We send each provider only what it needs for the job listed. We do not sell your personal information to any of them.

5. Cookies & Tracking Technologies

We use cookies and similar technologies to operate the site and understand how visitors use it. Types of cookies we use:

• Essential cookies: Required for site functionality (session management, security). These are always active and are not covered by the choice below.
• Analytics cookies: Google Analytics 4 and Microsoft Clarity use cookies to track page views, session duration, and user behavior in aggregate.
• Advertising cookies: Google Ads uses cookies to measure which ads lead to sign-ups and orders and to personalize advertising.
• Preference cookies and browser storage: Remember settings such as your search preferences. After you give us your email in a form or the chat, your browser also remembers that address so it can fill in other email fields on our site for you. Clearing your browser data removes it. When we test two versions of a page (our home page from October 15 to October 29, 2026), your browser also stores which version you were shown so it stays the same on your next visit, and that version is sent with your analytics events. Search engines and other automated visitors always see the standard version.

How we ask, and where you are. Privacy law differs by country, and so does our prompt. We determine your country from your IP address at the moment you load a page; if we cannot determine it, we apply the stricter option below.

• Visitors in the United States: analytics and advertising cookies are active when you arrive, which US privacy law permits. You can opt out at any time with the Cookie Settings link, with a Global Privacy Control signal, or by email (see Do Not Sell or Share). Microsoft Clarity session recording is the exception: it never runs unless you click Accept in Cookie Settings.
• Visitors outside the United States: nothing beyond essential cookies runs until you choose. We show a prompt that asks you to decide before any analytics or advertising cookie is set. You must make a choice, but both choices give you complete access to the site — declining does not restrict any feature, service, or page.

In either case you can accept all, decline all, or turn the Analytics and Advertising categories on and off individually.

Changing your mind. Your choice is saved in your browser and can be changed at any time using the Cookie Settings link at the bottom-left of every page. Withdrawing consent is as easy as giving it, and takes effect immediately.

Before you choose. For visitors outside the United States, Google Analytics and Google Ads load with Google Consent Mode v2 set to denied, meaning that until you accept, they receive only anonymous, cookie-less signals and cannot identify or personalize you. Microsoft Clarity, which records session replays and heatmaps, does not load at all — anywhere in the world — unless you explicitly accept analytics cookies.

Global Privacy Control. If your browser or extension sends a Global Privacy Control (GPC) signal and you haven't already made a choice in Cookie Settings, our site saves it as a choice to decline analytics and advertising cookies, and we won't prompt you. If you made a choice earlier, that choice stays in place until you change it in Cookie Settings.

You can also control cookies via your browser settings. Disabling analytics cookies will not affect your ability to use the site, but will prevent us from improving based on your usage.

6. Data Retention

Some data is deleted automatically on a schedule. The rest stays in our records until you ask us to delete it or we no longer need it, subject to what the law requires us to keep.

Deleted automatically

• Website chat transcripts: deleted 90 days after the chat.
• Website activity (pages viewed, clicks, forms sent, device type and city-level location, recorded only under the analytics setting described above): deleted 12 months after it is recorded.
• Chat assistant's note about you: deleted when 12 months pass without it being updated.
• Business Toll-Free Line: voicemail recordings after 90 days and call logs after 18 months, as described in the Business Toll-Free Line section.

Kept until you ask us to delete them

• Contact and inquiry records, including answers you gave in our free tools, notes our team adds, and copies of the emails we sent you with their open and click records. If you give your email in a chat, your contact details are kept here too.
• Unsubscribes: when you unsubscribe, we mark your contact record as unsubscribed and keep a record of that choice. We keep it so we don't email you marketing again. Even if you ask us to delete everything, we keep a short "do not email" entry with your email address for the same reason.

Kept for legal and tax reasons

• Orders, payments and filing records: kept for at least 7 years for tax and financial recordkeeping, even if you ask us to delete your other data.

Held by our providers

• Google Analytics data is kept according to Google's retention settings for our account. Clarity session data is kept under Microsoft's standard policy. Other providers in section 4 keep data under their own terms.

7. Your Rights (GDPR & CCPA)

Depending on your location, you may have the following rights regarding your personal data:

To ask for a copy of your data, a correction or deletion, email info@vermilionvitez.com. A person on our team handles each request by hand and replies by email within 30 days. We may need to confirm your identity first, usually by asking you to reply from the email address we have on file.

A copy of your data. There is no self-service download yet. When you ask, we put the copy together from our records, including your contact record, orders, delivery records, chat transcripts, website activity and the emails we sent you, and send it to you.

Deleting your data. When you ask us to delete your data, we remove your contact record and our notes, the emails we sent you, your website activity, your chat transcripts, the chat assistant's note about you, and your member account with its stored files. We keep paid order and filing records for tax purposes and a "do not email" entry so you don't get marketing from us again. Data that Registered Agents Inc, Stripe or a state filing office already holds for a completed order is handled under their own rules, and public state records can't be removed by us.

8. Do Not Sell or Share My Personal Information

We don't sell your personal information, and we never buy, rent or sell contact lists. Our site does use Google Ads cookies to see which ads lead to sign-ups and orders and to personalize ads. Some state privacy laws, including California's, may count that as "sharing" personal information for targeted advertising. You can opt out in any of these ways:

• By email. Write to info@vermilionvitez.com with the subject "Do Not Sell or Share". A person on our team records the request on your contact record, and we confirm by email within 30 days. Cookie choices are stored in each browser, so also turn off advertising cookies in every browser you use, as described next.
• Cookie Settings. Use the Cookie Settings link at the bottom of any page and switch off Advertising (and Analytics, if you like). The choice is saved in that browser and takes effect right away.
• Global Privacy Control. If your browser sends a GPC signal and you haven't already made a choice in Cookie Settings, our site treats it as an opt-out of analytics and advertising cookies. Section 5 has the details.

9. Children's Privacy

Our website and services are intended for adults (18+). We do not knowingly collect personal information from minors. If you believe we have inadvertently collected data from a minor, contact us immediately and we will delete it.

10. Data Security

We implement industry-standard security measures including HTTPS encryption, Cloudflare's security layer, and access controls to protect your personal information. However, no method of internet transmission is 100% secure, and we cannot guarantee absolute security.

Authorized staff may access documents you upload or sign through our platform (for example, e-signature documents) when necessary for customer support, fraud prevention, dispute resolution, or legal and regulatory compliance. This access is limited to what's needed for these purposes, and staff access to another member's document is logged for accountability.

11. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices or applicable law. We will update the "Last updated" date at the top of this page. Continued use of our site after changes constitutes acceptance of the updated policy. For significant changes, we will notify active subscribers by email.

12. Contact Us

For any privacy-related questions, requests, or concerns:

Your Mail & Message Content

When you send, receive, or store email through Vitezmail, that mail — including message bodies, subject lines, and attachments — lives on the mail server we operate ourselves, rather than being routed through a third-party mailbox provider. We do not scan the content of your messages to build an advertising profile, and we do not sell message content or metadata to anyone.

AI-Assisted Writing Features

Smart Compose, AI Suggested Reply, and Vitez Scribe (thread summaries) are optional tools you have to actively trigger — they don't run in the background. When you use one, the relevant message text is sent to our AI provider to generate that one suggestion or summary, then discarded; it isn't stored for model training or used for any other purpose.

Account, Calendar & Document Data

Your contacts, calendar events, tasks, notes, filters, email templates, and signature settings are stored in our database. Uploaded files — documents, profile pictures, signature logos, and e-signature attachments — are stored in our cloud file storage. None of it is shared with advertisers.

Search

Searching your mail runs the search directly against your mailbox at the moment you search — we don't keep a copy of your search terms or search history anywhere.

Domains, Letters & E-Signature

If you register a domain or send a physical letter through Vitezmail, that purchase is processed by our payment and registrar/mailing partners, and the resulting order or registration record is kept as a financial and legal record even if you later delete your Vitezmail account — the same way any purchase receipt would be. If you send a document for e-signature, the signer may be asked to verify their identity (a one-time code, security questions, or a photo ID) before they can sign; access to that data is logged.

Video Calls

Video and audio in Vitezmail calls travel directly between the two people on the call. Our servers only relay the small setup messages needed to connect the call, never the audio or video itself.

Notifications

If you enable push notifications, we store a device token — an anonymous identifier for your phone or browser — so Apple, Google, or your browser's push service can deliver it. We use this only to tell you new mail has arrived.

Security

Your Vitezmail password is your actual mailbox password — we don't keep a separate copy of it. It's stored, encrypted, only inside your own signed-in session, and is never logged or written to a database in plain text. You can add two-factor authentication or a passkey (Face ID, Touch ID, Windows Hello, or a security key) for extra protection. Vermilion Vitez staff can access mail or documents stored in Vitezmail only when necessary for support, fraud prevention, or legal compliance, and that access is logged.

To keep Vitezmail from being used to send spam or abusive mail, we log the IP address a Vitezmail account is created from and use it to limit how many accounts can be created from the same network, and to block networks with a history of abuse. We also monitor delivery signals — bounces and spam complaints — associated with outgoing mail to protect deliverability for everyone on the platform and to detect abuse; this monitoring covers delivery metadata, not the content of your messages.

Deleting Your Account

You can permanently delete your Vitezmail account yourself, at any time, from the app: Manage your account → Personal info → Delete account. You'll confirm with your password or a passkey. This removes your mailbox and everything in it — mail, contacts, calendar, documents, e-signatures, drafts, and uploaded files — immediately, and can't be undone. We keep a short record that the deletion happened (your email address, the date, and the network it came from) for accountability, but not the content that was deleted. If you have an active domain registration or a letter still in progress, we'll ask you to resolve that first, so nothing you've paid for is orphaned. If you'd rather we do it for you, email info@vermilionvitez.com.

Children's Privacy

Vitezmail is intended for adults 18 and older, consistent with the rest of our services — see Children's Privacy above.

Using Vitezmail

Vitezmail is for your own lawful, personal or business email, calendar, and document use — don't use it to send spam, unsolicited bulk mail, malware, or anything abusive or illegal; accounts used this way may be suspended or terminated. To keep the platform trustworthy for everyone, each mailbox has a per-hour sending limit, and accounts are subject to the anti-abuse controls described in Security above. Optional paid add-ons (domain registration, physical letters, and Vitezmail Workspace) are separate purchases, governed by the Refund & Return Policy above where applicable.

Questions or Requests

For anything about your Vitezmail account or data — including help deleting your account — contact info@vermilionvitez.com.

What We Collect

When someone calls your toll-free number, our carrier sends us the caller’s phone number (and caller-ID name, if one is sent), the date, time, and length of the call, and whether it was answered or went to voicemail. If the caller leaves a voicemail, we store the recording. We also store your Forwarding Number, your minute usage, and the EIN or state entity ID you give us at signup.

What We Don’t Collect

Live calls aren’t recorded. We don’t transcribe calls, track location, or handle text messages on this service.

How We Use It

Only to deliver your calls and voicemails, show your call log, bill you, prevent fraud and illegal calls, and meet legal obligations. We don’t use your call records to market to you or anyone else. We don’t sell or share them, and we don’t use them to train AI models.

Our Carrier

Calls run through our telecommunications carrier, Telnyx, which processes call data to connect and bill calls. Telnyx may also automatically sample and analyze call audio to detect and prevent fraud. Telnyx handles this data under its own privacy policy.

Callers to a Business Line

If you call a business that uses our toll-free service, we process your phone number, call times, and any voicemail you leave for that business. We don’t contact you. To ask about a message you left, contact info@vermilionvitez.com.

Who Can See It

You see your call log and voicemails in your member dashboard. Vermilion Vitez staff access call records or voicemails only when needed for support, fraud prevention, or legal compliance.

How Long We Keep It

Voicemail recordings: 90 days. Call logs: 18 months. Billing records: 7 years. You can ask us to delete call records and voicemails sooner. We’ll delete everything the law doesn’t require us to keep and tell you what we kept.

If Something Goes Wrong

If phone data is accessed without authorization, we’ll notify the required federal agencies and affected customers on the timelines federal and state law require.

Questions or Requests

For anything about your phone line data, contact info@vermilionvitez.com.