Privacy and Data Retention Policy
SOFMIGRACION LLC — SOFMIGRACIÓN · Version 1.0 · Effective October 26, 2026
1. Who is responsible
This policy explains what data SOFMIGRACION LLC, a limited liability company formed in the State of Kansas, United States, on October 21, 2026, which offers the SOFMIGRACIÓN platform ("SOFMIGRACIÓN" or "the Provider"), processes, why, who it shares it with and how long it keeps it.
- Legal name: SOFMIGRACION LLC. Platform and brand: SOFMIGRACIÓN.
- Registered address: 8060 Knox St, Suite 605, Overland Park, KS 66204, United States.
- Contact and privacy email: [email protected].
SOFMIGRACIÓN is a management platform for immigration law firms, paralegals and document preparers (hereinafter "the Subscriber" or "the firm"). It does not provide legal or immigration advice.
We act in two different roles:
- As controller of the data of people who use the platform (the Subscriber's Users), of people who write to us through the website or request a demonstration, and of subscription and billing data.
- As a service provider (processor) with respect to the data the Subscriber records about its own clients, prospects and cases. For that data the controller is the firm, which decides what is recorded and why; SOFMIGRACIÓN processes it on the firm's behalf and only to provide the service.
2. What data we process
| Category | Data | Where it comes from |
|---|---|---|
| Visitors and contact | Name, email, phone, firm, country and city, and the message | Support form and demonstration booking on the website |
| Account and Users | Name, email, phone, ID document, role; the password only as an encrypted hash; two-step verification data; device and date of each session | The User or the Account Holder |
| Subscription and billing | Account Holder and billing data, plan, subscription and payment status. Card data is processed only by Stripe | The Account Holder, Stripe |
| Subscriber Data | What the firm records: prospects, clients, beneficiaries and parties to its cases; identity and immigration documents; questionnaires; appointments, contracts, quotes, payments and communications | The firm and the links it sends to its clients |
| Technical and security data | IP address and browser in sign-up requests, contract and quote acceptances, the document log and bookings; session device; login attempts to curb abuse; activity logs | Generated by using the service |
Subscriber Data may include sensitive personal data (for example, criminal records, immigration history, health, persecution or information about minors). The firm is responsible for having the legal basis and authorizations needed to record it.
3. What we use it for
- To provide the contracted service, maintain accounts and manage the subscription, billing and support.
- To send service communications: access links, verifications, appointment confirmations and subscription, billing, security and terms-change notices.
- To answer messages and schedule requested demonstrations.
- To protect the platform, prevent fraud and abuse, and comply with legal obligations.
- To send commercial communications only to those who have accepted them separately (Section 13).
We do not sell personal data or use it for advertising. Subscriber Data is not used for SOFMIGRACIÓN's own purposes.
SOFMIGRACIÓN does not currently use third-party artificial intelligence to process Subscribers' data. If a function of that kind is ever activated, this policy will be updated first and the provider will be added to the list in Section 4.
4. Who we share data with
Only with the providers needed to deliver the service, and only what each one needs:
| Provider | Purpose | Location |
|---|---|---|
| TECNOVA, operator of the application and database infrastructure | Running the platform and storing its data, on assignment and under a written contract | Colombia |
| Amazon Web Services (S3) | Subscribers' documents and backups | United States (Ohio) |
| Cloudflare | Entry and protection of web traffic and DNS | Global network |
| Stripe | Subscription payments (the card is handled only by Stripe) | United States |
| Google (Gmail) | Sending the platform's emails (access, verifications, notices) | United States |
| Google (Calendar and Meet) | Only if the Subscriber connects its calendar (Section 11) | United States |
If other providers are activated (for example, for text messages), they will be added to this list. SOFMIGRACIÓN is not responsible for those providers' own policies, but selects them with diligence.
We may also disclose data when required by law or by a competent authority, and data may be transferred to a successor entity if SOFMIGRACION LLC merges, is sold or transfers its business, with notice to Subscribers.
5. Where the data is and international transfers
The main application and database infrastructure is in Colombia, managed by TECNOVA, a service operator engaged by SOFMIGRACION LLC under a written contract, which processes the data only on assignment and under the Provider's instructions. Certain documents and backups are in services located in the United States. Some providers (for example, Cloudflare) process data on a global network.
As a result, data of people who live in the United States is processed and stored outside that country. SOFMIGRACIÓN applies the measures in Section 8 to the data wherever it is.
6. Retention, export and deletion
| When | What happens |
|---|---|
| While the subscription is active | Data is kept for as long as the firm keeps it. What is "deactivated" or "removed" stays in the database with its log (to preserve case traceability) |
| Subscription cancelled, payment failed after the 5-day grace period, or trial ended | 30 days of read-only access: the Subscriber can view and export its information; its clients' links keep working |
| End of the 30 days | Access is closed and the links of the firm's clients are blocked, except records (the receipt of a payment already made and the contract already signed, for viewing or downloading only) |
| The next 90 days | Data is retained so the Subscriber can request its export or reactivate the account. The Account Holder is notified 30 and 7 days before that period ends |
| After the 90 days | It is not deleted automatically. SOFMIGRACIÓN does not promise a deletion date: the conditions for final deletion will be defined, and communicated, after reviewing the applicable legal, contractual and retention obligations |
- Export. The Account Holder can download a copy of its company's information (structured data and original documents, without passwords or keys) with the "Export information" function, from a session with two-step verification, while the account has access. Afterwards it may request it in writing at the contact email while the information is retained.
- Backups. Deleted data may remain in backups until they expire (up to 90 days, plus 30 for non-current versions).
- Legal obligations. Billing data and acceptance records will be kept for as long as the law requires, and a litigation hold or an order from an authority suspends any deletion of the affected data.
- Website contacts. Messages from the support form and demonstration requests are kept for 12 months from the last contact with that person, unless a legal obligation requires keeping them longer, or the person has become a Subscriber (in which case the account rules apply).
7. Rights and requests
Depending on the law that applies to them, people may ask to access, correct or delete their data, or object to certain processing, by writing to [email protected]. We will verify the identity of the requester and respond within the period set by the applicable law.
If you are a client of a firm, please contact that firm first, since it decides on your data; SOFMIGRACIÓN will help it respond to your request, and if we receive it directly we will forward it to the firm.
8. How we protect the data
SOFMIGRACIÓN applies reasonable technical and organizational measures: a separate database for each company; encrypted connections; per-user access control and permissions; two-step verification available; activity logs; and backups.
No system connected to the Internet can guarantee absolute security, and SOFMIGRACIÓN does not claim to hold security certifications. If it becomes aware of a security incident affecting the Subscriber's data, it will notify the Subscriber without undue delay.
9. Browser storage and cookies
Neither the website nor the platform uses analytics or advertising cookies, or loads third-party tracking scripts. The website and platform pages we checked do not set cookies. The platform stores in your browser's storage only what is strictly necessary to work: the session, the language and drafts of some forms; the website stores the language you choose. That data is not sent to third parties and can be deleted from your browser.
Two providers take part in traffic and payment and may set their own technical cookies:
- Cloudflare (protection and delivery of web traffic): may use technical security cookies, such as the one that tells automated traffic from human traffic (for example,
__cf_bm, about 30 minutes). Its purpose is to protect the site, not advertising or tracking. In our checks we have not seen it on SOFMIGRACIÓN pages. - Stripe (subscription payment): the payment page belongs to Stripe, hosted on its domain, where Stripe sets its own cookies to process the payment and prevent fraud (for example,
__stripe_midand__stripe_sid). They are governed by Stripe's policy. SOFMIGRACIÓN does not load Stripe's code on its own pages.
10. Acceptance and records
To create an account you are asked to accept the Terms and Conditions and this Policy, and to buy the paid subscription the Holder accepts the Terms again. For each acceptance we keep the version of the document (with its digital fingerprint), the date, the time, the account and technical data such as the IP address and the browser. This record is kept for as long as the law requires.
11. Google data
If the firm connects Google Calendar, SOFMIGRACIÓN accesses its Google account only to: create, change and delete, in the calendar the firm chooses, the events for appointments scheduled in SOFMIGRACIÓN, with their Google Meet link; show the names of its calendars so it can pick one; and show the email of the connected account.
Each event carries the name, phone and email of the person the appointment is with, and its subject. That person is added as a guest so they can join the video call; Google does not send them notices, and the link reaches them in the firm's email. We do not read the other events in its calendars or its email. The authorization is stored encrypted and separated by firm, is not shared with third parties or used for advertising, and can be withdrawn at any time from Settings or from the Google account. On disconnecting, the authorization is revoked at Google and deleted from SOFMIGRACIÓN; events already created remain in the firm's calendar.
SOFMIGRACIÓN's use of information received from Google APIs complies with the Google API Services User Data Policy, including the Limited Use requirements.
12. Minors
The platform is used by firms. If a firm records data about minors within a case, it does so under its own responsibility and with the appropriate authorization. SOFMIGRACIÓN does not direct its services to minors.
13. Commercial communications
Service notices are always sent. SOFMIGRACIÓN's news and offers are sent only to those who have accepted them in a separate, optional, not pre-checked box. Consent can be withdrawn at any time, from My Company or from the unsubscribe link in each message, and a record of each change is kept. No commercial communications are sent today.
14. Changes to this policy
If it changes, we will publish the new version with its date. Material changes will be communicated to Subscribers 15 days in advance, unless a legal obligation or a security risk requires applying them sooner. When a change requires new acceptance, it will be requested from the Holder in the platform.
15. Language
This Policy is provided in Spanish and in English. In case of a discrepancy, the English version prevails, without prejudice to any mandatory rules that apply.
16. Contact
SOFMIGRACION LLC · Email: [email protected] · 8060 Knox St, Suite 605, Overland Park, KS 66204, United States.