Privacy Policy

Summary

• We collect what we need to provide our services, to verify identity as USPS requires, and to run our business.
• Handling your mail means we see the outside of every item, and the contents of items you ask us to scan.
• Service providers such as Innbocks, Stripe, Cloudflare, Meta (WhatsApp) and Anthropic help us, and may use your information only to provide services to us.
• We don't sell your personal information.
• You can ask us to access, correct or delete your information. Some records, such as USPS Form 1583, we must keep by law.
• Questions: legal@primaoffices.com

Who we are

Prima Services LLC, a Florida limited liability company doing business as Prima Offices ("Prima Offices," "we," "us"), 2125 Biscayne Blvd, Miami, FL 33137. This policy applies when you visit primaoffices.com, use our virtual office, mail, phone answering, meeting space and WhatsApp services, or contact us. It is part of our Terms of Service.

Information you give us

• Account details: name, company name, email, phone and WhatsApp number, billing address, language preference and login details.
• Identity verification and USPS Form 1583: the information the form requires for you and each recipient, and copies of two forms of identification for each person signing, such as a passport, driver's license or national ID card. We also receive the record of your online notarization.
• Payment information: card details are collected by our payment processor, Stripe. We see limited details, such as the card type and last four digits, not the full card number.
• Check deposit details: if you use check deposit handling, the bank and account details you give us for deposits.
• Instructions and messages: your instructions about mail, your call-answering preferences, bookings, and anything you send us by email, WhatsApp, phone or through your account.

Information we collect while providing the services

• Mail information: for every item, we record and photograph the outside, including sender and recipient names and addresses, postmarks and tracking numbers.
• Mail contents: when you ask us to open and scan an item, we create an image of its contents, which may include financial, legal, medical or other sensitive information. We also see contents when we must inspect a damaged or suspicious item.
• WhatsApp conversations: messages you send to our WhatsApp number, our replies, and your WhatsApp profile name.
• Call information: for phone answering, caller names, numbers, times and the messages taken.
• Visits: names, visit times and bookings when you or your guests visit the building.
• Account activity: requests to scan, forward or shred mail, with dates and times.

Information collected on our website

• Device and usage information: our hosting provider, Cloudflare, receives technical information such as IP address, browser and pages requested, to deliver and protect the website.
• Ad campaign tags: if you arrive from an ad or a tagged link, the website saves those tags (for example UTM tags or Google and Meta click identifiers) in your browser's local storage, so we know which campaign brought you and can pass them to our signup page.
• Preferences: the website remembers in local storage if you dismissed the language suggestion.
• Analytics: we may use PostHog to understand how the website is used. We don't use advertising pixels; if we add them, we'll update this policy first.

Our WhatsApp assistant

When you message our WhatsApp number, an AI assistant may reply. It is powered by Claude, a model provided by Anthropic. Your messages and our replies are sent to Anthropic to generate answers and are stored in our systems on Cloudflare. Members of our team can read the conversation and may reply personally. Don't send identification numbers, passwords, card numbers or bank details on WhatsApp.

How we use information

• To provide the services: manage your account, handle your mail as you instruct, answer calls and messages, manage bookings, deposit checks and provide proof-of-address documents.
• To meet USPS and legal requirements: verify identity, keep Form 1583 records, check sanctions lists, and respond to the U.S. Postal Inspection Service and valid legal process.
• To bill you, including renewals, refunds, failed payments and chargebacks.
• To communicate with you: mail notifications, service and billing messages, notices about our terms or this policy, and replies to your questions.
• To keep people and the services safe: prevent fraud and misuse, inspect suspicious items, and protect our staff, customers and building.
• To improve the website and services, and to understand which campaigns bring us customers.
• To market our services where you've agreed or the law allows. You can opt out at any time.
• To enforce our rights, collect amounts owed, and establish or defend legal claims.

How we share information

Service providers that process information on our behalf, under contracts that limit their use of it:

• Innbocks, the platform that runs your account, records your mail and stores scans, IDs and Form 1583 records
• Stripe, to process payments
• Cloudflare, to host and protect the website, forward email and store WhatsApp conversations
• Meta, to deliver WhatsApp messages
• Anthropic, to generate replies from our WhatsApp assistant
• Our online notary provider, phone and call-answering providers, and email provider
• Professional advisers, such as lawyers and accountants, under confidentiality obligations

USPS and authorities: we provide Form 1583 records to USPS as its rules require and cooperate with the U.S. Postal Inspection Service. We share information with law enforcement or courts when required by valid legal process, or when we believe in good faith it's necessary to prevent fraud or protect someone's safety.

At your direction: carriers when you ask us to forward mail (including customs information), your bank when you ask us to deposit checks, and anyone you ask us to send documents to.

Business transfers: if we're involved in a merger, acquisition or sale of all or part of our business, information may be transferred as part of that transaction, subject to this policy.

We don't sell personal information, and we don't share it with third parties for their own marketing.

Third-party services on the website

Google Fonts supplies our typeface, Google Maps shows the map on our address page, and WhatsApp buttons take you to WhatsApp. These services receive your IP address and may set their own cookies under their own privacy policies.

How long we keep information

• USPS Form 1583 and identification documents: while your service is active and for as long as USPS requires afterward.
• Mail photos and scans: while your account is active and up to 90 days after your service ends, so you can download them.
• Physical mail: as described in our Terms of Service, generally up to 30 days after we notify you.
• Account, billing and check deposit records: 7 years after the transaction, for tax and accounting purposes.
• WhatsApp conversations, call messages and call logs: 12 months.
• Website analytics: up to 12 months.
• Other communications with us: up to 3 years after your service ends, or longer if needed for a dispute.

How we protect information

We use reasonable administrative, technical and physical safeguards, including encrypted connections, access limited to the staff and providers who need it, physical mail kept in a secured area, and secure shredding. No system is completely secure. If a data breach affects your information, we'll notify you and the authorities as the law requires.

International users

We're based in the United States, and we store and process information in the United States and other countries where our providers operate. If you're outside the United States, your information will be transferred to the United States, where data protection laws may differ from yours. Where the law requires, we rely on appropriate safeguards for these transfers.

Your choices and rights

Wherever you live, you can ask us to access, correct or delete your information, and you can stop marketing messages at any time (unsubscribe link, reply STOP to texts, or tell us on WhatsApp or by email). Email legal@primaoffices.com from the address on your account. We'll verify your identity and respond within 30 days. Some requests may affect the services; for example, we can't receive mail for you without Form 1583 records. You won't be treated differently for exercising your rights.

European Economic Area, United Kingdom and Switzerland: Prima Services LLC is the controller. We rely on contract, legal obligation, legitimate interests and, where required, consent. You may also object to or restrict processing, request portability, and complain to your data protection authority.

Brazil: you have the rights provided by the LGPD (Law No. 13,709/2018), including confirmation of processing, access, correction, anonymization or deletion, portability, information about sharing, and withdrawal of consent. You may complain to the ANPD.

Canada: you can access and correct your information and withdraw consent under PIPEDA, and complain to the Office of the Privacy Commissioner of Canada.

U.S. states: where a state privacy law applies to us, we'll honor the rights it provides.

Our website doesn't currently respond to "Do Not Track" signals.

Other people's information and children

If you give us information about other people, such as other recipients on your account, you confirm you're authorized to do so and have told them about this policy. Our services are for adults and businesses; we don't knowingly collect information from anyone under 18.

Changes and language

We may update this policy and will post the new version with a new date. For material changes, we'll email account holders at least 30 days before they take effect. This policy is provided in English, Spanish and Portuguese; if the versions differ, the English version controls, except where local law requires otherwise.

Contact us

Prima Services LLC, doing business as Prima Offices, 2125 Biscayne Blvd, Miami, FL 33137. legal@primaoffices.com