Privacy notice

Who we are

Public Filing Desk is a service of 1414618 B.C. Ltd., British Columbia, Canada. You can reach us at hello@publicfilingdesk.com.

If we emailed you

We write only to business addresses that organizations publish for the role that owns the filing, and we keep a record of where and when we found each one:

Water systems: the administrative contact on your system's public record in EPA's Safe Drinking Water Information System, or a manager or official's address on your system's or town's own website.
Illinois units: the contact information local governments report to the Illinois Comptroller, which the Comptroller publishes.
Nonprofit parents: an address published on your organization's own website.

We used it, with your organization's public record, to write to you about the filing your organization owes. We do not buy email lists. Reply "stop" to any email from us and you will not hear from us again; we keep your address on a do-not-contact list so it stays that way.

What we hold

Your name, role, email address and anything else in your messages or signature.
Your organization's name and identifiers (PWSID, Comptroller unit code, EIN or group exemption number) and public information about it from EPA, the Illinois Comptroller or the IRS.
If you hire us: the records you send, such as service line records, bank statements, treasurer's reports or chapter lists, and the documents we prepare from them.

This site has no forms, no cookies, no scripts and no tracking or analytics. Its fonts and images are served from this site, so your browser does not contact anyone else to show it. Our web host may keep short-lived technical logs, such as IP addresses, for security.

Why we hold it

To answer you and send your free check.
To quote, prepare and deliver the work you ask for, including review by the reviewer your service names.
To invoice and keep the business records the law requires.
To keep a record of where we found an address and of any request not to hear from us again, so we honor it.

We do not sell what you send us and we do not share it for anyone's marketing. We share it only with the people working on your request, including the reviewer under a written confidentiality agreement, with the providers that hold or process it for us, or when the law requires.

Where it is kept

In our business email and file storage, in access-controlled accounts with multi-factor sign-in. Those providers may store data in Canada, the United States or other countries. Before any paid work starts, we confirm in writing which providers will hold or process your documents and in which countries. If you need your documents kept in a particular country, tell us before you send anything.

How long we keep it

Emails and free checks: up to 24 months, then deleted, unless your organization becomes a client.
Working files that contain your information: returned or securely deleted within 30 days after the work ends, unless you ask us in writing to keep them longer.
What we delivered, quotes, agreements, invoices and correspondence: six years after the end of the tax year they relate to, as Canadian tax rules require.
Do-not-contact entries: kept so we never write to you again.

If something goes wrong

If a breach of our safeguards affects your information, we tell you as soon as we know, so you can meet your own duties.

Your choices

You can ask what we hold about you, ask us to correct it, or ask us to delete it, unless the law requires us to keep it. Email hello@publicfilingdesk.com and we reply in writing.

Changes

If we change this notice, we update the date at the top of this page.