Privacy Policy

Welcome to www.CityRegisteredAgent.com (the “Website”), owned and operated by City Registered Agent, LLC (“City Registered Agent,” “we,” “us,” or “our”).

We respect your privacy and are committed to protecting the personal and business information of the clients, corporate officers, legal representatives, and website visitors (“You,” “Your,” or “Client”) who use our statutory representation, document scanning, and compliance dashboard services (collectively, the “Services”).

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Website or use our Services. It also details the rights of California residents under the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act of 2020 (collectively, the “CCPA/CPRA”), and the rights of residents of other U.S. states with comparable privacy laws.

By accessing our Website or using our Services, you acknowledge that you have read and understood this Privacy Policy and consent to the data practices described herein. If you do not agree with this Privacy Policy, please do not access the Website or use our Services.

This Privacy Policy was last updated on the date shown above. We encourage you to review this page periodically for changes.

Definitions

In addition to the terms defined in the introduction above, the following terms have the meanings set forth below:

• “Personal Information” has the meaning given under the CCPA/CPRA and includes any information that identifies, relates to, describes, or can be reasonably associated with a particular consumer, household, or business.
• “Sensitive Personal Information” refers to the subset of Personal Information defined as sensitive under the CCPA/CPRA, including account login credentials and payment card data.
• “Service of Process” or “SOP” refers to legal documents and official state correspondence received by us on your behalf in our capacity as your registered agent.
• “Service Providers” refers to third-party vendors and contractors who process information on our behalf under written contract and are prohibited from using the information for any other purpose.
• “California Consumer” or “California Resident” refers to a natural person who resides in the State of California.
• “Authorized Contact” refers to a secondary individual you have designated in your Client Portal to receive notifications or act on your behalf.

1. Information We Collect

Because we provide B2B statutory registered agent services, we collect information both from visitors browsing our Website and from authorized representatives onboarding corporate entities. We collect information in three ways: directly from you, automatically via technology, and from third-party sources.

1.1 Information You Provide Directly

When you register an account, request a bulk transfer quote, purchase a subscription, use the Standing Check tool, or communicate with our customer support team, we may collect the following categories of Personal Information:

• Identifiers: Full name, business email address, phone number, mobile number, physical mailing address, and account login credentials (username and password).
• Professional & B2B Information: Job title, company name, corporate entity types, state jurisdiction, and role within the organization (e.g., General Counsel, CFO, Paralegal, or Managing Member).
• Financial & Payment Data: Billing address and payment card information (processed securely through encrypted third-party payment processors; we do not store full credit card numbers on our servers).
• Legal & Corporate Documentation: Articles of Incorporation, Articles of Organization, Change of Agent forms, Service of Process (SOP) documents, and official state correspondence uploaded to or received within your account.
• Communications Content: The content of messages you send to us through contact forms, the Client Portal, support tickets, or SMS text replies (e.g., “STOP,” “HELP”).

1.2 Information Collected Automatically

When you access our Website or digital dashboard, our servers and analytics tools automatically collect certain technical information, including:

• Internet & Network Activity: Internet Protocol (IP) address, browser type and version, operating system, referring URLs, pages viewed, time spent on pages, and clickstream data.
• Cookies & Tracking Technologies: We use cookies, web beacons, and similar tracking technologies to maintain session security, remember user preferences, and analyze website traffic. (See Section 5: Cookies Policy & Tracking Technologies for details).
• Device & Log Data: Server logs, access timestamps, and authentication records used for security monitoring and fraud prevention.

1.3 Information from Third-Party Sources

We may receive information about your business entities from public databases, such as state Secretary of State registries, to verify entity status, due dates for annual reports, and current registered agent information. We may also receive limited information from our payment processors (e.g., confirmation of payment status) and from authorized third-party integrations you connect to your account.

2. How We Use Your Information

We use the Personal Information and corporate data we collect for the following specific business purposes:

• Fulfilling Statutory Duties: To act as your designated registered agent, receive Service of Process (SOP) and state correspondence, scan and upload documents to your secure dashboard, and send automated email/SMS alerts.
• Account & Service Management: To create, maintain, and secure your online dashboard, manage role-based access permissions, and process annual subscription billing.
• Compliance & Notifications: To track and notify you of upcoming state filing deadlines, annual reports, and compliance requirements across your multi-entity portfolio.
• Customer Support & Communication: To respond to your inquiries, troubleshoot technical dashboard issues, and send administrative updates regarding your account or our Terms of Use.
• Security & Fraud Prevention: To monitor website traffic, detect unauthorized dashboard login attempts, prevent fraudulent filings, and protect the integrity of our digital infrastructure.
• Legal & Regulatory Compliance: To comply with applicable state laws, Secretary of State regulations, court orders, or subpoenas.
• Service Improvement: To analyze usage patterns, improve our Services, develop new features, and enhance the user experience.

We process Personal Information for these purposes under the “business purposes” and “contractual necessity” legal bases recognized by the CCPA/CPRA and other applicable U.S. privacy laws.

3. How We Disclose Your Information

We do not sell your personal or B2B contact information to third parties for monetary or other valuable consideration, and we do not share your Personal Information for cross-context behavioral advertising. We only disclose your information to third parties under the following limited circumstances:

3.1 Service Providers & Infrastructure Partners

We share information with vetted third-party contractors and vendors who perform critical operational services on our behalf. Under our contracts, these entities act strictly as “Service Providers” and are prohibited from using or disclosing your data for any purpose other than providing services to us. These providers include:

• Cloud Hosting & Database Storage: Secure cloud servers (e.g., AWS, Google Cloud, or Base44 infrastructure) used to host our Website and store encrypted client documents.
• Payment Processors: PCI-DSS compliant payment gateways (e.g., Base44 Payments) to process annual subscription fees securely.
• Communication Providers: Automated SMS and email gateway providers used to deliver instant notifications when Service of Process or legal mail is received.
• Accounting & Invoicing Software: Platforms used to generate, track, and reconcile business invoices and tax records.

3.2 Statutory & Public Disclosures

When you retain us to file documents on your behalf (such as Articles of Organization or Change of Registered Agent forms), the name and address of the registered agent become part of the public record maintained by the Secretary of State. While our business address is listed publicly to protect your home address, your private account details and scanned internal documents remain confidential within your dashboard.

3.3 Legal Requirements & Protection of Rights

We may disclose your information if required to do so by law, or in the good-faith belief that such action is necessary to:

• Comply with a legal obligation, court order, subpoena, or lawful request from government authorities.
• Enforce our Terms of Use or investigate potential breaches.
• Protect and defend the rights, property, or safety of City Registered Agent, our employees, our clients, or the public.
• Cooperate with law enforcement or government agencies for fraud prevention or national security purposes.

3.4 Business Transfers

If City Registered Agent is involved in a merger, acquisition, due diligence review, corporate reorganization, or sale of all or substantially all of its assets, your account information and historical records may be transferred as part of that business transaction. You will be notified via email of any change in ownership or control of your data, and we will require the receiving entity to honor this Privacy Policy unless you consent otherwise.

3.5 Consent

We may disclose your information to third parties when you provide explicit consent or direct us to do so (for example, when you add an Authorized Contact or connect a third-party integration through the Client Portal).

4. Data Security & Document Retention

4.1 Institutional Security Measures

We implement rigorous physical, technical, and administrative safeguards designed to protect your Personal Information and sensitive corporate documents from unauthorized access, loss, or disclosure. These measures include 256-bit SSL/TLS encryption for data in transit, encrypted cloud storage for data at rest, strict role-based access control, and continuous server monitoring. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

4.2 Data Minimization

We collect only the Personal Information reasonably necessary to provide our Services, comply with legal obligations, and operate our business. We do not collect more information than is needed for these identified purposes.

4.3 Document & Data Retention

• Digital Records: We retain your account information, billing records, and digitized Service of Process documents within your secure dashboard for as long as your registered agent subscription remains active.
• Physical Mail Disposal: Following secure digital scanning and dashboard upload, physical mail and legal correspondence received at our facilities are held in secure storage for thirty (30) days, after which they are securely shredded and destroyed, unless you have requested and paid for physical mail forwarding.
• Post-Termination Retention: If you cancel your services or we resign as your agent, we may retain certain administrative and contact records for up to seven (7) years to comply with statutory record-keeping mandates, tax obligations, or to resolve ongoing legal disputes.
• Client Portal Access Window: After cancellation, you retain read-only access to your Client Portal for three hundred sixty-five (365) days, after which portal access and all stored documents are permanently deleted.

4.4 Breach Notification

In the event of a confirmed data breach affecting your Personal Information, we will notify affected individuals and applicable regulators as required by applicable state breach notification laws, generally without undue delay.

5. Cookies Policy & Tracking Technologies

This Cookies Policy explains how City Registered Agent, LLC uses cookies and similar tracking technologies on our Website. Cookies are small text files placed on your device when you visit a website. They allow the website to recognize your browser, remember your preferences, maintain secure sessions, and gather analytics about how the site is used.

5.1 Types of Cookies We Use

We use the following categories of cookies on our Website:

• Strictly Necessary (Essential) Cookies: These cookies are required for the Website to function correctly. They enable core functionality such as user authentication, secure login to your Client Portal, session management, and protection against security threats. You cannot opt out of these cookies without losing access to your account and key Website features.
• Analytics & Performance Cookies: These cookies collect aggregated, anonymized data about how visitors use our Website, including pages visited, time spent on each page, traffic sources, and navigation patterns. We use this information to improve our Website’s performance, usability, and B2B workflows. These cookies are only placed after you provide consent through our cookie consent banner.
• Functional Cookies: These cookies remember your preferences and choices (such as display settings, accessibility options, and cookie consent decisions) to provide a more personalized browsing experience. These cookies are only placed after you provide consent through our cookie consent banner.

5.2 Session Cookies vs. Persistent Cookies

• Session Cookies: These are temporary cookies that remain on your device only during your browsing session and are automatically deleted when you close your browser. They are used to maintain your secure session while logged into the Client Portal.
• Persistent Cookies: These remain on your device for a set period or until you manually delete them. They are used to remember your cookie consent preference and other settings across visits.

5.3 First-Party and Third-Party Cookies

First-Party Cookies: These are set directly by our Website to enable essential functionality and remember your preferences.

Third-Party Cookies: These are set by external service providers we work with, such as analytics platforms (e.g., Google Analytics). Third-party analytics cookies are only placed after you consent through our cookie banner. These providers may use cookies to measure and report on Website usage patterns. Their use of cookies is governed by their own privacy policies.

5.4 Cookie Consent

When you visit our Website for the first time—and on each subsequent visit until you make a selection—a cookie consent banner will appear informing you of our use of cookies and asking you to either accept or reject non-essential cookies. Your consent choice is stored locally on your device. If you accept, analytics and functional cookies will be placed. If you reject, only strictly necessary cookies will be used, and you will still be able to browse the Website and access your Client Portal.

You may change your cookie consent preference at any time by clearing your browser’s local storage or by revisiting the Website, at which point the consent banner will reappear.

5.5 Managing and Disabling Cookies

Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline or delete cookies. The “Help” feature in your browser will tell you how to do this. Please note that disabling strictly necessary cookies will prevent you from logging into your Client Portal and using secure account features. The following resources provide browser-specific guidance:

• Google Chrome: support.google.com/chrome
• Mozilla Firefox: support.mozilla.org
• Apple Safari: support.apple.com
• Microsoft Edge: support.microsoft.com

5.6 Web Beacons and Pixel Tags

In addition to cookies, we may use web beacons (also known as pixel tags or clear GIFs) and similar technologies to track whether emails we send have been opened, to measure the effectiveness of our communications, and to monitor Website traffic. These technologies work in conjunction with cookies and are subject to the same consent requirements described above.

5.7 Updates to This Cookies Policy

We may update this Cookies Policy from time to time to reflect changes in technology, legal requirements, or our business practices. When we make material changes, we will update the “Last Updated” date at the top of this Privacy Policy. We encourage you to review this section periodically.

6. California Consumer Privacy Act (CCPA/CPRA) Rights

This section applies strictly to natural persons who reside in the State of California (“California Consumers”). Under the CCPA, as amended by the CPRA, business-to-business (B2B) contact information—including business emails, phone numbers, professional names, and job titles—is fully recognized and protected as Personal Information.

6.1 Categories of Personal Information Collected and Disclosed

In the preceding twelve (12) months, we have collected the following statutory categories of Personal Information from B2B clients and website visitors, and disclosed them to Service Providers for business purposes:

6.2 Your California Privacy Rights

If you are a California resident, you possess the following statutory rights regarding your Personal Information:

• Right to Know / Access: You have the right to request disclosure of the specific pieces of Personal Information we have collected about you, the categories of sources from which it was collected, our business purpose for collecting it, and the categories of Service Providers with whom we shared it.
• Right to Request Deletion: You have the right to request the deletion of your Personal Information from our systems. Statutory Exception: We are legally permitted and required to deny deletion requests if retaining the data is necessary to complete a transaction, maintain active statutory registered agent representation, comply with state Secretary of State record-keeping laws, detect security incidents, or resolve active legal disputes.
• Right to Correction: You have the right to request the correction of any inaccurate or incomplete Personal Information we maintain about you.
• Right to Limit Use of Sensitive Personal Information: We use sensitive personal information (such as your login credentials and payment card data) only to perform the Services reasonably expected by an average business client (e.g., logging into your dashboard and processing renewal fees). We do not use sensitive data to infer characteristics about you or for cross-context behavioral advertising.
• Right to Opt-Out of Sale or Sharing: We do not sell or share your Personal Information. Therefore, we do not provide an opt-out mechanism for the sale or sharing of data, as no such activity occurs on our platform.
• Right to Non-Discrimination: We will never discriminate against you—by denying service, charging different rates, or degrading dashboard functionality—for exercising any of your CCPA/CPRA rights.

6.3 How to Exercise Your CCPA Rights

California residents (or their legally authorized representatives) may submit a verifiable consumer request to exercise their Right to Know, Delete, or Correct by contacting us through any of the following channels:

• By Email: Privacy@CityRegisteredAgent.com with the subject line “CCPA Privacy Request”

6.4 Authorized Agents

You may designate an authorized agent to submit a request on your behalf. To do so, the authorized agent must provide written permission signed by you (or a valid Power of Attorney) and verify their own identity with us. We may still require you to confirm your identity directly.

6.5 Verification Protocol

To protect your sensitive information and prevent unauthorized access to sensitive legal correspondence, we must verify your identity before fulfilling any CCPA request.

• If you have an active account: We will verify your identity by requiring you to log into your secure dashboard or by matching the email address, phone number, and corporate entity names associated with your account.
• Authorized Representatives: If you are submitting a request on behalf of a California resident or B2B officer, you must provide written, signed permission from the individual or proof of Power of Attorney pursuant to California Probate Code. We may still require the individual to verify their own identity directly with us.

We endeavor to respond to a verifiable consumer request within forty-five (45) days of receipt. If we require more time (up to an additional 45 days), we will inform you of the reason and extension period in writing.

7. Other U.S. State Privacy Rights

If you are a resident of a U.S. state other than California that has enacted a comprehensive consumer privacy law (such as Virginia, Colorado, Connecticut, Utah, and others), you may have rights similar to those described in Section 6, including the right to access, correct, delete, or opt out of certain processing of your Personal Information. To exercise these rights, please contact us using the information in Section 14.

We do not sell your Personal Information, and we do not process it for targeted advertising. Where a state law requires us to recognize a universal opt-out signal (such as the Global Privacy Control browser setting), we will treat such a signal as a valid opt-out request for the sale or sharing of Personal Information, to the extent applicable.

8. International Visitors & Data Transfers

our Website and Services are intended for businesses located in the United States, primarily in New York and California. If you access our Website from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, which may have data protection laws different from those in your jurisdiction. By using our Website, you consent to the transfer of your information to the United States.

If you are a resident of the European Economic Area, the United Kingdom, or Switzerland, our legal basis for processing your Personal Information is our legitimate interests in operating our business and fulfilling our contractual obligations to you, or where required by law. For questions about your rights under the GDPR or UK GDPR, contact us at Privacy@CityRegisteredAgent.com.

9. SMS & Text Message Privacy

If you opt in to SMS notifications, we collect and store your mobile phone number and the content of text messages you send to us (such as “STOP” or “HELP” opt-out commands) for the purpose of delivering our notification services and complying with carrier and regulatory requirements. We do not sell your mobile number or SMS data. Message frequency varies, and message and data rates may apply. You may opt out at any time by replying “STOP” or updating your preferences in the Client Portal. See our Terms of Use for full SMS terms.

10. Children’s Privacy

our Website and B2B Services are designed strictly for business professionals, corporate officers, and legal adults aged 18 and older. We do not knowingly collect, solicit, or maintain Personal Information from anyone under the age of 16. If we discover that we have inadvertently collected Personal Information from a child under 16, we will immediately delete such information from our servers. If you believe we have collected information from a minor, please contact us at Privacy@CityRegisteredAgent.com.

11. Third-Party Links & Partner Integrations

our Website or dashboard may contain links to third-party websites, software integrations, or government portals (such as state Secretary of State online filing systems or partner accounting software). We are not responsible for the privacy practices, content, or data security of those third-party entities. We encourage you to review the privacy policies of any external site you visit. When you connect a third-party integration through the Client Portal, that provider’s privacy policy governs the information they collect from you.

12. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time to reflect changes in our legal obligations, B2B software workflows, or statutory privacy laws. When we make material changes, we will update the “Last Updated” date at the top of this page and notify active clients via an email broadcast or a prominent alert within the client dashboard. Your continued use of the Website or Services following the posting of changes constitutes your acceptance of the revised Privacy Policy.

13. General Provisions

13.1 Relationship to Terms of Use. This Privacy Policy is incorporated by reference into our Terms of Use. In the event of a conflict between this Privacy Policy and the Terms of Use, the Terms of Use shall control with respect to their subject matter.

13.2 No Sale of Data. We have not sold, and do not sell, Personal Information in exchange for monetary or other valuable consideration, and we have not shared and do not share Personal Information for cross-context behavioral advertising.

13.3 Do Not Track. We do not currently respond to “Do Not Track” signals from your browser, as there is no uniform industry standard for how to interpret or respond to such signals. We do honor Global Privacy Control signals as described in Section 7.

13.4 Severability. If any provision of this Privacy Policy is found unenforceable, the remaining provisions shall remain in full force and effect.

14. Contact Us

If you have questions, comments, or formal requests regarding this Privacy Policy or how we handle your B2B contact data, please reach out to our privacy team:

• Company Name: City Registered Agent, LLC
• Website: www.CityRegisteredAgent.com
• Privacy Support Email: Privacy@CityRegisteredAgent.com
• General Support Email: CS@CityRegisteredAgent.com
• Official Mailing Address: 9450 SW Gemini Drive #40708, Beaverton, OR 97008-7105