01Scope of this policy
This Privacy Policy explains how Company Vista Inc, trading as CompanyVista, collects, uses, stores, shares and protects personal information. It applies to our website at companyvista.com, to every service we provide, and to all correspondence with us by email, telephone, WhatsApp or our client portal.
It covers information about prospective clients, clients, directors, shareholders, beneficial owners, authorised signatories, partners, resellers and website visitors.
02Who we are
CompanyVista is the trading name of Company Vista Inc, a company registration, document filing, taxation and accounting services firm founded in 2020. We are not a law firm and do not provide legal advice.
| Entity | Company Vista Inc |
|---|---|
| Registered address | Company Vista Inc 10409 Montgomery Parkway NE, Suite 202A Albuquerque, NM 87111 United States |
| Operations office | Noida NCR, Uttar Pradesh, India |
| Privacy contact | privacy@companyvista.com |
For the purposes of data protection law, Company Vista Inc is the controller of the personal information described in this policy, except where we process information on behalf of a partner or reseller, in which case we act as a processor under that partner's instructions.
03Information we collect
The information we collect depends on which service you use. Company formation and banking assistance are regulated activities in most jurisdictions, and the identity information we must collect is set by law, by government registries and by banks — not by us.
Information you give us
- Identity information — full name, date of birth, nationality, place of birth, passport or national identity document, photographs of identity documents, and in some cases a live selfie or video verification
- Contact information — email address, telephone and WhatsApp numbers, residential address, business address
- Tax information — tax identification numbers, SSN or ITIN where applicable, EIN, PAN, tax residency declarations
- Company information — proposed and existing company names, share structure, directors, shareholders, ultimate beneficial owners and their ownership percentages
- Financial and compliance information — source of funds, source of wealth, expected transaction volumes, countries you trade with, bank statements, invoices and contracts where a bank or registry requires them
- Background information — declarations regarding sanctions, politically exposed person status, criminal convictions relevant to directorship, prior bank rejections or account closures, and regulatory or insolvency history
- Payment information — billing details and transaction records. We do not store full card numbers; card payments are handled by our payment processors
- Correspondence — emails, WhatsApp messages, call notes, support tickets and any documents you send us
Information we collect automatically
- IP address, approximate location derived from it, browser type, device type and operating system
- Pages viewed, time on page, referring website and links clicked
- Cookie identifiers and similar technologies — see section 12
04Where we get it from
- Directly from you — forms, email, WhatsApp, calls and our client portal
- From a partner or reseller — where a professional firm has engaged us to deliver a service for their client
- From your colleagues or co-owners — where another director, shareholder or beneficial owner of the same company provides your details
- From public registers and screening providers — company registries, sanctions and politically exposed person lists, adverse media databases and credit or identity verification services, where required for anti-money-laundering checks
- From banks and government bodies — correspondence, decisions, filing confirmations and queries relating to your matter
05How we use your information
| Purpose | What this involves |
|---|---|
| Delivering the service | Preparing and filing incorporation documents, applying for tax identification numbers, submitting bank account applications, filing statutory returns and preparing accounts |
| Identity and background checks | Verifying who you are, screening against sanctions and politically exposed person lists, and assessing risk before accepting an engagement |
| Legal and regulatory compliance | Meeting anti-money-laundering, counter-terrorist-financing, beneficial ownership reporting and record-keeping obligations in every relevant jurisdiction |
| Communication | Responding to enquiries, providing quotes, giving status updates and answering questions during and after an engagement |
| Payment and accounting | Invoicing, collecting payment, maintaining our own financial records and meeting our own tax obligations |
| Service improvement | Understanding how our website is used, diagnosing faults and improving our processes |
| Marketing | Sending information about our services where you have agreed to receive it or where we are otherwise permitted to — see section 13 |
| Protecting our position | Establishing, exercising or defending legal claims, investigating suspected misuse and preventing fraud |
06Legal bases for processing
Where the EU or UK General Data Protection Regulation applies to our processing, we rely on the following legal bases.
| Basis | When we rely on it |
|---|---|
| Contract | Processing necessary to provide the service you have engaged us for, or to take steps at your request before entering an engagement |
| Legal obligation | Identity verification, sanctions screening, beneficial ownership reporting, tax filing and record retention required by law |
| Legitimate interests | Operating and improving our business, preventing fraud, maintaining security and defending legal claims — balanced against your rights and freedoms |
| Consent | Optional marketing communications and non-essential cookies. You may withdraw consent at any time |
| Substantial public interest | Processing criminal conviction and politically exposed person data for anti-money-laundering purposes, where permitted by applicable law |
Where India's Digital Personal Data Protection Act applies, we process personal data on the basis of your consent or for legitimate uses permitted under that Act, including compliance with legal obligations.
08International transfers
We operate internationally. Providing our services necessarily involves transferring personal information across borders — for example, sending a European client's identity documents to a US state registry, or to a bank in the UAE.
Personal information is processed principally in India and the United States, and is transferred to whichever jurisdiction your engagement concerns.
Where information originating in the EEA or UK is transferred to a country without an adequacy decision, we rely on appropriate safeguards including Standard Contractual Clauses with our service providers, or on the derogation permitting transfers necessary for the performance of a contract or for the establishment or defence of legal claims.
Transfers to government registries and banks are necessary for you to obtain the service you have requested and cannot be avoided while still delivering that service.
09How long we keep information
Retention periods are driven largely by legal record-keeping requirements, which in this sector are long.
| Category | Typical retention period |
|---|---|
| Identity and due diligence records | At least 5 years after the engagement ends, and longer where a jurisdiction requires it |
| Company formation and filing records | At least 7 years after the engagement ends |
| Tax and accounting records | As required by the relevant tax authority, commonly 6 to 7 years |
| Correspondence | Up to 7 years, or longer where relevant to an ongoing or anticipated matter |
| Enquiries that do not become engagements | Up to 24 months |
| Marketing contact details | Until you unsubscribe, then a suppression record is kept so we do not contact you again |
| Website analytics | Up to 26 months |
Where we no longer need information, we delete it or irreversibly anonymise it.
10How we protect information
- Encryption of data in transit using TLS, and encryption at rest for stored documents
- Access limited to team members who need it for their role, with individual accounts and multi-factor authentication
- Confidentiality obligations in every employment and contractor agreement
- Written data processing terms with service providers who handle information on our behalf
- Restricted handling of sensitive documents such as passports and bank statements
- Regular review of access rights, backups and incident response procedures
11Your rights
Depending on where you are located, you may have some or all of the following rights.
- Access — obtain a copy of the personal information we hold about you
- Correction — have inaccurate or incomplete information corrected
- Erasure — ask us to delete information, where no legal retention obligation applies
- Restriction — ask us to limit how we use information while a concern is resolved
- Objection — object to processing based on our legitimate interests, and to direct marketing at any time
- Portability — receive information you provided in a structured, machine-readable format
- Withdraw consent — where we rely on consent, withdraw it at any time without affecting earlier processing
- Complain — lodge a complaint with your data protection authority
- Nominate — under India's Digital Personal Data Protection Act, nominate someone to exercise your rights if you die or become incapacitated
If you are a California resident, you also have rights to know what personal information is collected and disclosed, to request deletion, to correct inaccurate information and not to be discriminated against for exercising these rights. We do not sell or share personal information for cross-context behavioural advertising.
How to exercise a right
Email privacy@companyvista.com. We will verify your identity before acting, and respond within the period the applicable law requires — generally 30 days, extendable where a request is complex.
12Cookies and website analytics
Our website uses cookies and similar technologies.
| Type | Purpose |
|---|---|
| Strictly necessary | Enable core functions such as security, session management and form submission. These cannot be switched off |
| Analytics | Help us understand which pages are used and where visitors encounter difficulty, so we can improve the site |
| Functional | Remember preferences such as language or a previously selected option |
| Referral attribution | Record that a visitor arrived through a partner's referral link, so the partner is credited correctly |
You can control cookies through your browser settings. Blocking strictly necessary cookies may prevent parts of the site from working. Where required by law, we ask for your consent before setting non-essential cookies.
We use third-party analytics providers who process usage data on our behalf under contract.
13Marketing communications
We may send you information about our services by email or WhatsApp where you have asked to receive it, or where you are an existing client and the message concerns services similar to those we have already provided to you.
Every marketing message includes a way to unsubscribe. You can also email privacy@companyvista.com at any time. Unsubscribing does not stop service messages about an active engagement — filing confirmations, deadline reminders and status updates.
14Partner and reseller data
If you apply to or join our partner programme, we process your name, firm details, contact information, track and volume information, commission and payout records, and the performance data shown in the partner portal.
Where a partner submits a client's information to us under a white label arrangement, the partner is the controller of that client's data and we act as a processor on their instructions, subject to the partner agreement. Where a partner refers a client who then contracts with us directly, we are the controller.
Partner performance data is used to calculate commissions and tier rates, and is visible to the partner concerned. We do not disclose one partner's data to another.
15Children
Our services are for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with information, contact privacy@companyvista.com and we will delete it.
Where a minor is a shareholder or beneficiary of a structure we are engaged on, we collect only what the registry or bank requires, and only from the adult responsible for that engagement.
16Third-party websites
Our website and communications may link to third parties — including banks and fintech providers such as Payoneer, Mercury and Lili, and to government registries. Those organisations operate their own privacy policies, and once you provide information to them directly, it is governed by their terms rather than ours.
We are not responsible for the content or privacy practices of any third-party website.
17Account and data deletion
If you have a CompanyVista account — on our website, client portal, or mobile app — you can ask us to delete your account and the personal information associated with it at any time.
How to request deletion
- Email privacy@companyvista.com with the subject line "Account deletion request", from the email address linked to your account (or including enough detail for us to identify it), or
- Message us on WhatsApp at +91 86309 28581.
We verify the request comes from the account holder, then confirm by email once it is actioned — generally within 30 days.
What gets deleted, and what we have to keep
We delete your account login, profile details, app/portal usage data and any personal information not otherwise required to be kept. However, where you have used our services to register a company, file taxes, or open a bank account, government registries, banks and tax authorities require records of that activity to be retained for a fixed period regardless of an account-deletion request — the periods are set out in section 9, "How long we keep information" (for example, identity and due-diligence records for at least 5 years, and formation/tax filing records for 6–7 years). We will tell you at the time of your request which records, if any, fall into this category and cannot be deleted immediately.
If you have no active company registration or filing history with us — for example, you only created an account or submitted an enquiry — there is no such retention requirement, and all your personal information is deleted.
18Changes to this policy
We may update this policy to reflect changes in our services, our technology or the law. The date at the top of this page shows when it was last revised.
Where a change materially affects how we use your information, we will take reasonable steps to notify you directly, for example by email or a notice on the website, before the change takes effect.
19How to contact us
Privacy enquiries
10409 Montgomery Parkway NE, Suite 202A
Albuquerque, NM 87111
United States
If you are not satisfied with how we have handled a privacy concern, you may complain to your local data protection authority. In India this is the Data Protection Board of India; in the UK, the Information Commissioner's Office; in the EEA, the supervisory authority in your country of residence.