Flatirons Systems & Services LLC

Privacy Policy

Effective Date: March 13, 2026

Flatirons Systems & Services LLC (“Flatirons”) values clear and limited handling of client information.

This Privacy Policy explains what information Flatirons may collect, how that information is used, and how it is handled in connection with Flatirons services.

1. Information Flatirons May Collect

Flatirons may collect information such as:

business name and contact details;
contact names, email addresses, and phone numbers;
client-provided renewal dates, filing due dates, identifiers, and related service information;
workbook, register, and onboarding information submitted by the client;
billing and payment-related information;
communications sent to or from Flatirons; and
basic website or email interaction data necessary for normal business operation.

2. How Information Is Used

Flatirons uses information only for legitimate business purposes connected to the service, including:

reviewing inquiries;
preparing onboarding materials;
maintaining the monitoring record;
sending reminder notices and related service communications;
sending invoices, confirmations, and account notices;
maintaining business records;
improving internal administration and service consistency; and
complying with legal obligations.

3. Client-Provided Information

Flatirons monitors based on information provided by the client.

The client is responsible for ensuring that submitted information is complete, accurate, and current. Flatirons does not independently verify client-provided information unless separately agreed in writing.

4. Email Communication

Email is the primary communication channel for Flatirons services.

Service notices, reminders, confirmations, invoices, and related communications are generally sent by email to the contact details provided by the client.

5. SMS Communication

If a client provides a mobile number for service contact, Flatirons may use that number only to send occasional SMS prompts related to active monitoring notices.

SMS is used only as a brief prompt to check email. SMS does not contain the full notice and does not replace email as the formal notification record.

Flatirons does not use SMS for cold outreach and does not use SMS as the primary service communication channel.

Clients may request that SMS prompts not be used.

Mobile opt-in data and consent information will not be shared, sold, rented, or disclosed to third parties or affiliates for marketing or promotional purposes.

SMS consent is used only to provide service-related text notifications requested by the client.

6. Phone / Voicemail

If a phone number is provided by Flatirons, it is used for voicemail or initial contact purposes only.

Flatirons handles service communication primarily by email.

7. Sharing of Information

Flatirons does not sell client information.

Flatirons does not intentionally disclose client information except:

where necessary to operate the service;
where required by law;
where necessary to protect Flatirons’ rights or business interests; or
where the client has authorized disclosure in writing.

8. Data Retention

Flatirons may retain client information, service records, billing records, and communications for as long as reasonably necessary for:

active service administration;
business recordkeeping;
legal, tax, or accounting purposes; or
internal reference related to prior service periods.

9. Data Security

Flatirons uses reasonable administrative and technical measures appropriate to the nature of the service to protect client information.

No system can guarantee absolute security, and the client understands that communication by email and normal internet-based systems carries some inherent risk.

10. Third-Party Services

Flatirons may use third-party services for ordinary business functions such as:

email;
document storage;
website hosting;
billing;
voicemail;
messaging; or
related business operations.

Information handled through such services is also subject to the policies and security practices of those providers.

11. Client Rights and Requests

Clients may contact Flatirons to:

update contact information;
request correction of submitted information;
request that SMS prompts not be used; or
ask general questions about information handling.

Flatirons may need to retain certain records even after a correction or closure request where retention is reasonably necessary for legal, accounting, or business documentation purposes.

12. Changes to This Policy

Flatirons may update this Privacy Policy from time to time.

Updated versions will be dated. Continued use of Flatirons services after an updated version becomes effective constitutes acceptance of the revised policy.

13. Contact

Questions regarding this Privacy Policy may be directed to:

Flatirons Systems & Services LLC
Email: inquiries@flatironssystemsandservices.com

Denver, Colorado · United States

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