Paperwork Labs

Privacy Policy

Effective: Last updated:

Who this policy covers

Entity. Paperwork Labs LLC is a California limited liability company. Paperwork Labs LLC operates FileFree (filefree.ai), Distill (distill.tax), and 1099copy (1099copy.com) as its products.

This is the privacy policy for Paperwork Labs LLC and everything it operates: FileFree, a U.S. individual and business tax-filing product; Distill, a document-processing tool built for CPA and accounting firms; and 1099copy, an information-returns filing product for 1099s and W-2s. This document also covers paperworklabs.com, the company's own parent site, and Paperwork ID, the shared sign-in system at accounts.paperworklabs.com that FileFree, Distill, and 1099copy each authenticate through; their practices are in Schedule D, below.

Each product publishes its own policy where its practices differ: FileFree at filefree.ai/privacy, Distill at distill.tax/privacy, 1099copy at 1099copy.com/privacy, and AxiomFolio inside the AxiomFolio app. For information you provide to a product, that product's policy governs. This page governs the parent site, Paperwork ID, and anything a product's own policy does not cover.

Personal information we collect

Across all three products, we collect:

We do not collect more than a product needs to do its job, and we do not use what we collect for a purpose incompatible with why you gave it to us. The full purpose-limitation and data-minimization rules, and the special-category handling rule for the small set of highly sensitive documents FileFree processes (foreign government identity and immigration documents: passport, visa, I-20/DS-2019, I-94), live in the Data Governance Policy; this notice states the practice in plain language, that document is the internal register counsel can review category-by-category.

Where this information comes from

Directly from you (what you type or upload), automatically from your device and browser as you use the product, and, for a small number of specific FileFree features, from the government services described on FileFree's own privacy page (a geocoding lookup and a federal disaster registry, both used only to verify facts you already gave us, and a social sign-in provider if you choose that sign-in method instead of email and password).

Why we use it, and our legal basis

We use personal information to provide the product you asked for, keep it secure, and meet our own legal obligations (for example, tax-recordkeeping duties described in "How long we keep it" below). We process it on these grounds:

FileFree, Distill, and 1099copy are U.S.-only products; GDPR and other non-U.S. privacy regimes do not apply. Rights below are framed under CCPA/CPRA and comparable U.S. state privacy laws. The full legal-basis register mapping every data category to its specific basis is the Data Governance Policy; this section is the plain-language summary of that register.

How long we keep it

Our Paperwork Labs Retention and Deletion Policy governs how long we keep personal information, and sets out the deletion mechanics behind each period. In short: we keep what tax law requires us to keep for as long as it requires, and nothing else past its useful life. Each product's own privacy page states the retention periods that apply to it; the Retention and Deletion Policy remains the source of record for the full citations, triggers, and deletion mechanics behind each one.

Who we share it with

We do not sell, rent, or trade personal information. Each product works with a small number of outside vendors to run the service: hosting, analytics, error monitoring, and, for FileFree specifically, a small set of providers that read a document to extract text or verify a fact you gave us. We describe these by the role they play, not by company name or location; the full, evidence-backed vendor roster by name is kept internally and is available to counsel on request. See each product's own privacy page for its specific vendors by role.

Every service-provider contract is required to carry an executed data-processing agreement or documented safeguard clause.

Your rights, and how to exercise them

Depending on where you live, you may have the right to know what personal information we have about you, access a copy of it, correct it, delete it, ask us to restrict certain processing short of deletion, receive a portable copy, and opt out of certain uses. You can also withdraw any consent you gave us, for example the cross-product marketing opt-in below, at any time.

I consent to Paperwork Labs using my information across its family of products and related services to send me product updates and recommendations. I can unsubscribe from any product at any time.

That family is FileFree, Distill, and 1099copy; the current list is always on this page.

We confirm we received your request within 2 business days and complete it within 30 days. If the law that applies to you allows more time and we need it, we will tell you before the 30 days are up.

Denials and appeals.We may deny a request only if we can't verify your identity, the specific data is under a retention duty or an active legal hold, or the request is manifestly unfounded or excessive. If we deny a request, we'll tell you why in writing, and you can appeal by replying to the same email within 60 days. You can also complain to the California Privacy Protection Agency, your state attorney general, or the Federal Trade Commission.

The full procedure, including how we verify your identity, our timelines, and what happens if we deny a request and how to appeal that, is the Individual Rights Procedure. This notice states the rights; that document is how we actually carry them out.

Notice at the time of collection

You see a link to this policy (or, until this document replaces it, the relevant product's own privacy page) in the footer of every screen, including the screens where we ask you for tax documents or other sensitive information.

Children's privacy

Our products are not intended for users under 16. We do not knowingly collect personal information from children.

How we protect your data

The security of your personal information is important to us. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received. Personal information is encrypted both in transit and at rest. FileFree additionally encrypts Social Security numbers under a separate key from the rest of your data. Our security program is summarized at trust.paperworklabs.com. If you have any questions about the security of your personal information, contact us at legal@paperworklabs.com.

Changes to this policy

We will update this policy when our practices change, update the effective date and last-updated date above, and, for a material change, tell you by email or an in-app notice before the change takes effect.

Contact

For a request about Paperwork Labs LLC as a company, email legal@paperworklabs.com. For a request about a specific product, use that product's own address: privacy@filefree.ai (FileFree), privacy@distill.tax (Distill), or privacy@1099copy.com (1099copy). See the Individual Rights Procedure for what happens after you email us.

You can also write to us by mail at Paperwork Labs LLC, 350 Sansome St, Suite 820 PMB 1041, San Francisco, CA 94104.

If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.

Schedule D: paperworklabs.com and Paperwork ID (Accounts)

paperworklabs.com is the Paperwork Labs parent site. Paperwork ID, at accounts.paperworklabs.com, is the shared sign-in system FileFree, Distill, and 1099copy each authenticate through. This Schedule covers those two surfaces themselves; it does not duplicate a fact a product's own privacy page above already states about data collected inside that product.

What we collect. Account information for a Paperwork ID account (name, email address); usage and device information (page views, browser and device type) collected automatically, the same way as the products; and messages you send to our contact addresses.

How we share it.The same categories as "Who we share it with" above: we do not sell, rent, or trade personal information. Beyond service providers (hosting, infrastructure, and analytics), we may also share information when required by law, or to protect the rights, property, or safety of Paperwork Labs, our users, or the public, and in connection with a merger, acquisition, or sale of assets, subject to this policy.

Cookies, analytics, and tracking. We use cookies and similar technologies to keep you signed in and to understand how paperworklabs.com and Paperwork ID are used. Analytics is performed by service providers acting on our behalf, and they are not permitted to use the data for their own purposes. We do not use advertising networks, and we do not permit third parties to collect personal information about your activity across other sites through paperworklabs.com or Paperwork ID. Because we do not track visitors across other sites and do not allow others to do so here, paperworklabs.com and Paperwork ID do not change behavior in response to browser Do Not Track signals; there is no cross-site tracking for such a signal to turn off.

Retention.See "How long we keep it" above. This Schedule does not set a period of its own; Paperwork ID account data follows the company-wide schedule in the Retention and Deletion Policy.

Your rights.Per "Your rights, and how to exercise them" above. You can access, update, correct, or delete your Paperwork ID account information from within the relevant product or by contacting us. Where a product's own privacy page states a right specific to that product, such as FileFree's California privacy section, that page governs for that product.