Privacy

• The public SAM.gov record we read. Legal name, DBA, UEI, CAGE code, registration status and dates, addresses on file, entity structure, business types, NAICS and PSC codes, and the public points of contact (name, title, city, state). This is the public tier of SAM.gov's Entity Management API — the same information anyone can look up at sam.gov.
• The report we generated, so its link keeps working when you share it.
• An email address, only if you give us one — to send you a report link, to queue a check, or to tell you when reminders exist.
• A one-way hash of your IP address, used to rate-limit lookups so the daily SAM.gov quota is not exhausted by one visitor. The same hash is stored with each report and with each entry in the confirmation log below.
• What you type into a copilot worksheet — business name, addresses, fiscal year end, NAICS and PSC codes, the names, emails and phone numbers of the points of contact you enter, and your own answers to SAM.gov's legal proceedings, executive compensation and size questions, with any proceeding details and the names, titles and pay of executives you give. It stays until you delete the worksheet or your account, or for as long as the table below says. Your questions to the assistant are stored with it.
• A request for human review, if you make one — the note you write with it and the reply a person on the Firmenza team writes back. Both are deleted with the worksheet or your account.
• The opportunity profile you set, if you set one — NAICS and PSC codes, keywords, states, notice types, your digest setting — and the matches Firmenza recorded for it, with the note you write and the questions you tick on a notice you save. A notice's note and ticks are deleted when it leaves your saved list; the rest is deleted with your account.
• The capability statement you write, if you write one — the words you put on it: your company's overview, competencies, past performance and what sets it apart, its UEI, CAGE code, NAICS and PSC codes, the programs you list, and the contact details you choose to show. It stays until you delete it or your account.
• Your answer preferences for the AI assistant, if you choose any — which of Firmenza's fixed choices you picked: the answer length, and whether to explain terms in plain words, put steps in a numbered list, treat you as new to federal contracting, or as helping someone else with their business's registration. Nothing you type is kept. While you are signed in, a fixed sentence Firmenza wrote for each choice is sent with your questions when Ask Firmenza, the AI assistant on every page, asks our AI model provider, described under “Who else sees it”, for an answer. They stay until you clear them, set them back to the defaults, or delete your account.
• Other people you ask us to remind, if you add any — the email address, an optional name and a language, for up to three people per registration on your watch list. We email each one a link to confirm, and nothing else until they do; every email after that has a link to stop them, and you can remove anybody at any time. They are deleted with that registration on your watch list, or with your account. An address that stopped our emails is kept with that registration, so it is not added again. If you remove the registration from your watch list, we keep only a salted hash of that address with your account, for the same reason.
• A confirmation log of what you did in the copilot — every action it records: a disclosure shown, a section opened, a public record loaded, values loaded from an earlier worksheet of yours, values applied from a document you uploaded, a value copied, a certification acknowledged, a submission acknowledged. Each entry holds the time, a salted hash of your email address and your account id, the hash of your IP address, your browser's user agent, and a hash of the words you acted on. For a copied value, that is a hash of the value itself; it is not salted, so anyone who already knows or guesses the value, such as a phone number or an email address, can match it. The log is the evidence that you, not Firmenza, did each of these things, and its entries cannot be edited or deleted.
• Tax and bank details for Full Service, only if you use it and enter them — your taxpayer identification number, the name and address the IRS has for it, your account for payments (type, routing and account number) and your MPIN. They are kept encrypted with AWS Key Management Service, and you never see them again after saving. Firmenza's software lets only named Firmenza specialists assigned to your order open one, and logs each opening with the reason. How long they stay is in the table below.
• Your answers to each certification, if you use Full Service and answer them in Firmenza — your own answer to every certification question, and the name and title you sign them with, kept with your order as the record of your statements. Firmenza's software shows them only to the specialist assigned to your order, to enter them in SAM.gov, and never to the AI assistant. Closing the order does not delete them, and neither does deleting its tax and bank details; they are deleted with the order's worksheet or your account, as the table below says. The confirmation log keeps a hash of each answer, which is not salted, so anyone who knows the question can match a yes or no answer to it.
• Firmenza's signed agreement for Full Service, if your order carries one — the name and title of the person who signs it for your business, the contract dates and the contact email your specialist gives SAM.gov, and, if your specialist starts a new entity as your business's service provider, the name, title and Login.gov email of the person your business names as its Entity Administrator, and the Federal Service Desk's reference for the appointment letter. They are deleted with the worksheet the order was sent from, or with your account; the confirmation log keeps only a hash of the agreement as signed.

• Your login.gov credentials. Automated access to login.gov is prohibited by its Rules of Use. You log in yourself, every time, and nothing of ours touches that login.
• Tax identifiers, EIN, Social Security numbers, or bank details, anywhere but the vault or a call with your Full Service specialist. The worksheet, the assistant and messages have no place for them. On a call, your specialist types them only into SAM.gov. If you paste one into a message to us, we remove it and ask you not to send it again.
• Sensitive-tier SAM.gov data. We do not request it and could not display it.

Uploading a document is optional. You can type every value into the worksheet yourself, and nothing from a document goes into your worksheet until you select it and apply it.

• What Firmenza reads: a PDF of a state formation filing or certificate of good standing; a contact card (.vcf); or a photo, or a one-page PDF, of the back of a US driver's license or state ID, where the barcode is. From a filing it proposes the legal business name, the physical address, the entity start date and the state of incorporation; from a contact card, one contact's name, title, email and phone; from an ID, only the first and last name.
• What we keep: only the values you accept and apply. They are stored in your worksheet like anything you type there, and the confirmation log records that you applied them. We also count uploads by day, kind of document and outcome, with nothing in the count about you or the document, and keep a count of your own uploads under a one-way hash of your account id, to hold the limit of 20 a day.
• What we discard at once and never store: the file itself, its name, which we never read, and everything in it that was not proposed to you. For an ID, that includes the license number, the date of birth, the address and every other field in the barcode.
• Where it is read: in memory, on the servers that run Firmenza. The file is dropped when the request ends, and it is never written to disk, to file storage, to our database or to a log.
• Who reads it: an ID or a contact card is read by our own code, and is not sent to the AI assistant or to anyone outside Firmenza. From a formation filing, only the lines around the business's name and principal-office address are sent to the AI assistant — that is, to the AI model provider described under “Who else sees it” — and only after an automatic check for anything that looks like a tax, Social Security or bank number. A filing with one is refused, and nothing from it is sent.
• What we refuse: IRS letters, W-9s and other tax forms, bank letters, statements and voided checks, Social Security cards, passports, any photo without the barcode on the back of an ID, and any file that holds something shaped like a tax, Social Security or bank number. Nothing from a refused document is kept.

A report lives at an unguessable address. We do not list it, and search engines are asked not to index it — but anyone you send the link to can open it. Send it the way you would send any other document about your business.

We send what you asked for and nothing else: the report link you requested, or one message when reminders become available. Every email carries the affiliation disclosure, a postal address, and a one-click unsubscribe that we honor promptly and at no cost.

You can unsubscribe from any email, or at /unsubscribe using the link from a message we sent you.

If you save an opportunity profile with a digest, we email it daily or weekly, as you chose. Each digest carries a link that stops the digest alone, without unsubscribing you from anything else; you can also turn it off on your profile.

Our email provider tells us what happened to each message we send: delivered, bounced, rejected, or marked as spam. We record that with the kind of message and the time, and your address only as a one-way salted hash, and we delete those records after 13 months. An address that bounces permanently, or a spam report, goes on our do-not-email list. We do not track whether you open an email or click a link in it.

We count page views ourselves, on our own server. No analytics company, advertising network or third-party tracking code is involved, and we set no analytics or advertising cookies.

• What a page view records: which page it was, by its general address — every report counts as the one report page, and no report link, worksheet or unsubscribe link is recorded; the website you came from, by its name only; the country, looked up from your IP address, and for a view from the United States the state, never the city; whether you are on a phone, a tablet or a computer; and the campaign tags on the link you followed, if it had any (utm_source, utm_medium, utm_campaign). The time is kept to the hour. It also records two yes-or-no answers, which is how we count visits and visitors: whether it is the first page opened in that browser tab after at least 30 minutes without one, and whether it is the browser's first page on this site that day. To answer them, your browser keeps two small notes for this site, which are never sent to us: the time it last opened one of our pages in that tab, and the date it last opened one. Only the yes or no is sent.
• What it never records: your IP address, in any form; your city or postal code; a cookie or any other identifier; your account, your email address, or anything you typed. A page view cannot be linked to you or to your account.
• How to opt out: if your browser sends Global Privacy Control or Do Not Track, nothing is recorded at all, and the two notes are not written. Clearing this site's data in your browser deletes them.
• How long we keep it: page-view records are deleted after 13 months. In your browser, the note about the tab goes when you close the tab, and the date stays until you clear this site's data.

Separately, our web server keeps a short technical log of each page request for 30 days: the kind of page (every report counts as the one report page) or, for an address that is not one of our pages, the address itself, cut short and with any email address or id in it removed; whether it is one of our pages; the kind of request; and a rough browser type, such as a browser, a search engine or a script. It never holds your IP address, in any form, what you searched for, a cookie or any other identifier.

If you have an account, the delete button on your account page removes it with your watch list, every copilot worksheet and the questions you asked about it, any human review request with its note and reply, your capability statement, and your answer preferences for the AI assistant. Three things are kept. The reports themselves stay, with your email address removed from them, because a report is a reading of a business's public record and may have been shared by its link. If your address is on our do-not-email list it stays there, so that deleting an account cannot put you back in scope for email. And the confirmation log stays in full: every action it recorded, with a salted hash of your email address and your account id, the hash of your IP address, your browser's user agent, and the hash of each value you copied. It is the evidence that Firmenza did not act or answer for you, and its entries cannot be edited or deleted. It is kept for 6 years after its last entry for a worksheet. Without an account, email legal@firmenza.com and we will delete the reports you generated and any email address we hold for you. Tell us which report links or which address; we do not need anything else to find them.

We use hosting and email providers to run the service, and they process data on our behalf. When you ask the copilot's assistant a question, the text of that question, with up to two earlier questions on the same section and their answers, is sent to an AI model provider to answer it, after a pattern check that removes numbers written the way a tax identifier, a Social Security number or a bank account number usually is. Questions you ask Ask Firmenza, the AI assistant on every page, go to the same provider after the same check, with up to six earlier turns of that conversation and, while you are signed in, today's date; the public name, Unique Entity ID, status and expiration date of each registration on your watch list, with the days left to that date, the date of our last read of it, whether its renewal was marked as submitted, the day a Care plan starts its renewal, and the dates of the latest renewal and record change our reads found, with which fields changed but never what they hold; the status of an open Full Service order and the list of steps that are yours on it; and the fixed sentences for the answer preferences you chose. With “Explain this notice”, that notice's published details go too, with what its page shows you: why it matched your profile, the changes recorded on a saved notice, and whether its response date falls after the expiration date of a registration you watch. It is a pattern match and can miss a number written another way, so please do not put those numbers in a question. We do not sell data, and we do not send SAM.gov contact data to advertisers or list brokers.

• Amazon Web Services (AWS): hosts the website, the servers that run Firmenza, the database and the servers' logs, in its US East (N. Virginia) region.
• Amazon Simple Email Service (Amazon SES): part of AWS; it sends our email and tells us what happened to each message.
• Anthropic: the AI model provider. It answers the questions you ask the copilot's assistant and Ask Firmenza, and reads the lines of a formation filing described above.
• Microsoft 365: holds our company mailbox, so it receives what you write to hello@firmenza.com or legal@firmenza.com.
• Stripe, if you pay for a specialist's work: takes the payment on its own page. Your card or bank account number goes to Stripe, never to Firmenza. Stripe also receives your email address and the order number from us, and keeps the payment record under its own retention.

If you ask for a human review, a person on the Firmenza team reads your worksheet, including the points of contact you entered, and your note, in order to write the reply.

What you type in a worksheet's address fields is not sent to any address-lookup service. When you type a ZIP code, our own server looks up the city and state in a postal-code table we hold ourselves: GeoNames data (geonames.org), used under the Creative Commons Attribution 4.0 license.

No geolocation service sees your IP address. When we can tell which country a page view came from, and for a view from the United States which state, our own server looks it up in two databases we hold ourselves: IP to Country Lite and IP to City Lite by DB-IP (db-ip.com), used under the Creative Commons Attribution 4.0 license. We keep the state and never the city.