Privacy Policy

Updated October 7, 2026

Kolice (legal company name: Kolice LLC) operates W-8BEN Forms at w8benform.com.

This policy describes information handled by W-8BEN Forms at w8benform.com. For privacy questions, access or deletion requests, contact support@w8benform.com or use Support. Please do not send tax IDs, signatures or completed forms in a support message.

Information we collect and why

The guided interview uses names, dates of birth, addresses, citizenship, tax residence, tax identification numbers, payment context and other form answers to prepare your selected IRS form. We save supported draft answers so you can resume and correct your form. We use your receipt email to connect your purchase and recover access. Form identifiers, timestamps, status, consent choices and access records support saving, security, troubleshooting and purchase access.

Signatures and completed PDFs are generated in your browser. The saved-form API does not accept signatures or completed PDFs. If you choose phone signing, encrypted signing context and an encrypted signature temporarily pass through our relay; the encryption key stays in the browser link.

Support collects your email, optional name, topic, message and optional owned-form reference to answer your request. Infrastructure also processes connection information to serve the website, prevent abuse and determine the applicable cookie-consent region.

Storage and access

Draft answers are encrypted at rest using AES-256-GCM in our Cloudflare database. Your browser also holds working answers and access state. Server access requires an authorized form session; a form ID or email address alone does not grant access. Authorized support administrators can inspect saved answers through an authenticated, audited interface with tax IDs and dates of birth masked. Encryption does not mean the operator can never access saved answers.

Providers that receive information

• Cloudflare hosts the application and database, handles access and abuse prevention, and delivers recovery and support email. It processes stored encrypted information, request metadata and email information required for those functions.
• AppHub / PaywallHQ manages quotes, hosted checkout, payment status and per-form download entitlement. It receives your receipt email and a form-specific billing identifier; we do not send interview answers, tax IDs, signatures or completed PDFs to it. Its payment provider processes payment details in hosted checkout.
• Subject to the regional policy and your choices, Google Analytics, Google Ads, PostHog and our own analytics receive controlled usage and purchase events. Microsoft Clarity records permitted public-page interactions. Session recording is disabled on form, signing, saved-form, recovery, support and checkout routes. PostHog recording is disabled everywhere.

Analytics and advertising events exclude names, emails, addresses, tax IDs, signatures, form answers and documents. Tracked event URLs omit query strings and fragments and group private form routes. Read the Cookie Policy for consent, provider links and international processing. Providers may process information outside your country under their own policies.

Retention and deletion

Saved forms currently have no automatic expiry or permanent-purge schedule. Archiving keeps a form available. Deleting from Your forms removes it from normal customer access but marks the server record as deleted rather than immediately erasing its encrypted contents. To request permanent deletion, contact Support; access must be verified before tax records are disclosed or removed. Related support and payment records are separate from the form record.

Phone-signing links expire after ten minutes. Consuming, cancelling or expiring a handoff clears its encrypted signing content. Recovery links expire after 30 minutes and can be used once. Cookie choices expire after 180 days. Resolved support conversations are eligible for scheduled permanent deletion after 180 days; unresolved conversations remain for follow-up. Payment providers retain their own transaction records under their policies and applicable obligations.

Clear this site's browser storage to remove locally stored working data and preferences. This does not delete server records or copies you downloaded. Withdrawing optional tracking stops future permitted collection but does not automatically erase past provider records.

Your choices and requests

You can use the service without optional tracking. Use Privacy settings to change or withdraw optional choices. Depending on applicable law, you may request access, correction, deletion, restriction or a copy of your information, or raise a complaint with your privacy regulator. Contact Support so we can verify the request without exposing another customer's forms.

Policy changes

We will update this page when our handling changes. Check the updated date before entering information.