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Privacy Policy

Effective Date: 05/01/2026| Last Revised: 06/01/2024
The Novia Group, Inc. (a Texas corporation) d/b/a File & Go | Houston, Texas

The Novia Group, Inc., a Texas corporation operating as File & Go ("Novia Group," "File & Go," "we," "us," or "our"), provides an online document preparation, processing, notarization coordination, eRecording, and document submission platform. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information in connection with fileandgo.com, related subdomains, customer accounts, APIs, forms, communications, and services (collectively, the "Services").

This Privacy Policy applies to customers, account users, contractors, property owners, construction professionals, real estate professionals, title and settlement participants, advertisers, website visitors, and other users of the Services. By accessing or using the Services, you acknowledge that you have read and understood this Privacy Policy.

This policy is designed to be practical and rights-based without over-indexing on any one state privacy law. Depending on where you live, you may have additional privacy rights under applicable law.

1. Your Privacy Choices at a Glance

  • Access or know: You may request information about the personal information we maintain about you, subject to verification and legal exceptions.
  • Correct: You may ask us to correct inaccurate personal information.
  • Delete: You may request deletion of personal information, subject to legal, transactional, fraud prevention, public record, tax, accounting, dispute, and service-related exceptions.
  • Opt out of marketing: You may unsubscribe from marketing emails or text STOP for marketing text messages. Transactional and service messages may still be sent.
  • Opt out of certain data uses: Where applicable law provides an opt-out right for targeted advertising, sale, sharing, profiling, or similar activities, you may contact us using the information below.
  • Non-discrimination: We will not unlawfully discriminate against you for exercising privacy rights.

2. Personal Information We Collect

  • Account and contact information, such as name, company, job title, email address, phone number, billing address, mailing address, login credentials, and account preferences.
  • Transaction and payment information, such as service selections, order history, subscription status, amounts charged, refunds, payment status, partial payment card details, billing records, and invoice data. Full payment card numbers are generally processed by our payment processor and not stored by us.
  • Document and filing information, such as uploaded documents, completed forms, property information, parcel or address information, party names, contractor information, owner information, project information, notary-related information, signatures, recordings, rejection notices, corrected documents, status updates, and county filing metadata.
  • Identity, authorization, and notarization information, where applicable, such as information used by third-party notary, identity verification, or Remote Online Notarization providers to complete a notarization or verify identity.
  • Communications and support information, such as emails, chat messages, support tickets, call notes, feedback, survey responses, and other communications with us.
  • Website, device, cookie, and analytics information, such as IP address, browser type, device identifiers, operating system, referring URLs, pages viewed, forms started or completed, ad or UTM parameters, session activity, approximate location, and interaction data.
  • Marketing and advertising information, such as campaign source, lead source, email engagement, ad engagement, referral source, and preferences.
  • Business partner and advertiser information, such as contact information, billing information, campaign details, creative assets, targeting preferences, and performance reporting.
  • Employment or contractor application information, if you apply to work with us or provide services to us.

3. Sources of Personal Information

  • You or your company, when you create an account, place an order, upload documents, complete forms, request support, communicate with us, or use the Services.
  • Authorized users, contractors, customers, property owners, project participants, or other third parties who submit information about you through the Services.
  • County recorders, government offices, eRecording networks, notary providers, payment processors, identity verification providers, CRM providers, analytics tools, advertising platforms, hosting providers, email and SMS vendors, and other service providers.
  • Public records, public websites, business directories, county portals, government databases, and other lawful public or commercial sources.
  • Cookies, pixels, tags, SDKs, server logs, and similar technologies.

4. How We Use Personal Information

  • Provide, operate, maintain, and improve the Services.
  • Create and manage accounts, process orders, prepare documents, coordinate signatures, facilitate notarization, submit documents, track recording status, deliver completed documents, and provide customer support.
  • Process payments, subscriptions, invoices, refunds, credits, chargebacks, pass-through fees, county fees, convenience fees, and other billing matters.
  • Communicate with you about your account, orders, document status, subscription, support requests, policy updates, security alerts, and service announcements.
  • Coordinate with county offices, government agencies, notary providers, eRecording partners, payment processors, identity verification providers, and other service providers needed to complete transactions.
  • Perform administrative, formatting, completeness, fraud prevention, quality control, and recordability-related review. This review is not legal review, title review, escrow review, tax advice, or a guarantee of recording acceptance.
  • Detect, investigate, prevent, and respond to fraud, unauthorized filings, forged or altered documents, account abuse, security incidents, chargebacks, payment failures, and unlawful activity.
  • Analyze usage, improve workflows, develop new features, measure marketing performance, personalize user experience, and conduct internal business analytics.
  • Send marketing communications, promotions, newsletters, educational content, and advertising, where permitted by law and subject to your opt-out rights.
  • Comply with legal obligations, enforce our Terms of Service, respond to lawful requests, resolve disputes, maintain records, and protect our rights and the rights of others.

5. Public Records and Government Filings

  • Many documents submitted through File & Go are intended to be filed with county recording offices, clerks, registers, government agencies, or other public authorities.
  • Documents and information submitted to a government office may become public records. Once information is submitted to, accepted by, recorded by, published by, or maintained by a government office, File & Go does not control how that office stores, indexes, publishes, rediscloses, corrects, removes, or retains the information.
  • Public record information may remain publicly available even if you later delete your File & Go account or request deletion from us.
  • You are responsible for ensuring that you have the legal right and authority to submit all information, documents, signatures, and personal information through the Services.

6. How We Disclose Personal Information

  • County recording offices, clerks, registers, government agencies, eRecording networks, and other filing authorities as needed to submit, process, correct, record, retrieve, or track documents.
  • Third-party notary, RON, identity verification, signing, courier, mailing, document processing, or fulfillment providers, where needed to provide the Services.
  • Payment processors, banks, card networks, fraud prevention providers, accounting providers, subscription billing tools, and tax or compliance providers.
  • Technology and operations vendors, including hosting, cloud infrastructure, security, analytics, CRM, customer support, email, SMS, data storage, document management, and workflow providers.
  • Advertising and analytics partners, including tools that help measure campaign performance, attribute traffic, improve marketing, or show relevant content, subject to applicable opt-out rights.
  • Professional advisors, including attorneys, accountants, auditors, insurers, and consultants.
  • Law enforcement, courts, regulators, government authorities, or other parties where required or permitted by law, to protect rights or safety, to prevent fraud, or to enforce our agreements.
  • Business transaction parties in connection with a merger, acquisition, financing, restructuring, bankruptcy, sale of assets, or similar transaction.
  • Other parties with your direction, authorization, or consent.

7. Aggregated, Anonymized, and De-Identified Data

  • We may create, use, share, license, commercialize, or otherwise process aggregated, anonymized, or de-identified data derived from use of the Services for lawful business purposes, including analytics, benchmarking, product improvement, fraud prevention, operational intelligence, market insights, industry trends, and development of new services.
  • We do not sell your directly identifying personal information, payment information, or customer-specific document content to unaffiliated third parties for their independent marketing purposes without your consent.
  • We maintain and use de-identified information in de-identified form and do not attempt to reidentify it except as permitted by law, such as to test our de-identification processes or comply with legal requirements.

8. Cookies, Analytics, and Advertising Technologies

  • We and our service providers may use cookies, pixels, tags, local storage, server logs, analytics tools, advertising tools, and similar technologies to operate the Services, remember preferences, improve performance, measure campaigns, prevent fraud, and understand usage.
  • You can control cookies through your browser settings. Some features may not work properly if cookies are disabled.
  • Where required by law, we will provide additional choices for non-essential cookies, targeted advertising, sale, sharing, or similar activities.

9. Privacy Rights and Requests

  • Depending on your state of residence, you may have the right to request access, correction, deletion, portability, opt-out of certain processing, or appeal a denied request.
  • To submit a request, contact privacy@fileandgo.com. We may need to verify your identity and authority before fulfilling a request.
  • We may deny or limit requests where permitted by law, including where information must be retained for recording, transaction, tax, accounting, fraud prevention, security, dispute resolution, legal compliance, backup, public record, or legitimate business purposes.
  • Authorized agents may submit requests where permitted by law, but we may require proof of authorization and verification of the consumer.
  • If we deny a privacy request in whole or in part, you may appeal by emailing privacy@fileandgo.com with the subject line “Privacy Request Appeal.” We will respond within the timeframe required by applicable law. If your appeal is denied, you may have the right to contact your state attorney general or applicable privacy regulator.

10. Data Retention

  • We retain account and contact information for the duration of your account relationship plus a reasonable period afterward. We retain document, order, recording, payment, tax, audit, and dispute records for extended periods (typically up to seven years) because they support legal, financial, operational, and public record obligations. RON session recordings and notarization identity verification data are retained for the period required by the applicable state’s notarization law. We retain marketing and analytics information only as long as needed for those purposes.
  • Document, order, recording, payment, audit, fraud prevention, and support records may be retained for extended periods because they relate to legal, financial, operational, and public record transactions.
  • Aggregated, anonymized, or de-identified data may be retained indefinitely.

11. Security

  • We use commercially reasonable administrative, technical, and physical safeguards designed to protect personal information. These measures may include access controls, encryption, logging, monitoring, vendor controls, backups, and security procedures appropriate to the nature of the information.
  • No system, transmission, or storage method is completely secure. We cannot guarantee that unauthorized access, data loss, hacking, or other security incidents will never occur.
  • You are responsible for maintaining the confidentiality of your account credentials and for promptly notifying us of suspected unauthorized access.

12. Children’s Privacy

The Services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided personal information to us, contact privacy@fileandgo.com.

13. Third-Party Websites and Services

The Services may link to or integrate with third-party websites, platforms, payment processors, notary providers, county systems, advertising platforms, or other services that we do not control. Their privacy practices are governed by their own policies, not this Privacy Policy.

14. International Users

The Services are intended for use in the United States. We process information in the United States and may use service providers located in the United States or other jurisdictions. If you access the Services from outside the United States, you understand that your information may be processed in the United States.

15. Policy Updates

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a revised effective date or last revised date. If changes are material, we may provide additional notice as required by law. Your continued use of the Services after an update means you acknowledge the updated policy.

16. Contact Us

For privacy questions or requests, contact us at privacy@fileandgo.com. For general support, contact support@fileandgo.com. Legal notices may be sent to legal@fileandgo.com or to our registered agent address on file with the State of Texas.

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