FileviaPrivacy Policy
Last updated: November 4, 2026
Filevia is an invite-only web application operated by imHER Innovative Solutions, LLC, doing business as Filevia (formerly FILE READY), for agencies that process housing annual reexamination files. This policy describes what information Filevia collects, why, and what it never collects.
Disclaimer: Filevia guides the processor. The processor and the housing authority remain responsible for every determination.
The most important line in this policy
Filevia does not collect or store participant personal information. The app is designed for processor-chosen file labels only. Names, Social Security numbers, dates of birth, addresses, and similar participant details are prohibited in every field and upload, are screened for at intake and in typed fields, and must never be entered. If such information is entered by mistake, it is removed on discovery, and agencies agree to report it immediately under the Data Handling and No-PII Agreement. One deliberate exception exists, for the people who work in the app rather than the people whose files they process: the contractor documents described below, which a contractor provides about themselves for their own engagement.
What we collect
Account information: name, work email address, role, agency, password (stored hashed, never in plain text), two-factor setup status, and a profile photo if the user adds one.
Agency information: agency name, plan and seats, approved email domains, contacts, settings, billing status, and uploaded agency documents (administrative plans, procedure guides, resources) and income worksheets an agency chooses to store.
Work data: production files identified by processor-chosen labels, checklist answers and statuses, QC review records, work-log notes, target dates, and file history events. This data is about workflow, not about program participants.
Audit and security records: sign-in events, account changes, and an audit trail of key actions, kept so agencies and the platform owner can answer "who did what, when."
Support exchanges: questions sent through the in-app assistant and support tickets, and the answers given.
Billing information: handled by Stripe. Filevia stores subscription status, plan, and invoice references; it never stores full card numbers.
Contractor information and the document vault
When an agency enables the Contractors and Pay add-on, its contractors provide profile information (name, work and personal email addresses, phone, position), how they want to be paid (a payment method and the destination detail for it, such as a payment handle), and documents for their engagement. Those documents can include a resume and an IRS Form W-9, which contains the contractor's own tax information, provided by the contractor for their own engagement. It is not participant information.
Vault documents are stored in a separate, access-controlled area. A vault document is visible only to the contractor it belongs to and to that agency's owner and admins. Vault documents are never visible to the platform owner, are never indexed or searchable, are never used in training or in the in-app assistant, and are deleted when the contractor's account is permanently removed or when the agency departs, under the departure rule below. The agency is responsible for its own payroll and tax records outside the app.
Connected services an agency may choose
QuickBooks Online. If an agency connects its own QuickBooks company, Filevia stores that agency's connection tokens and company identifier, and reads the company name and the expense account list needed to post bills. Filevia sends QuickBooks the vendor names and invoice amounts from invoices the agency approved. Connection tokens are kept only so the agency's connection keeps working. They are deleted when the agency disconnects or departs. QuickBooks information is never shared with another agency, never sold, and never used for advertising or for any purpose other than the sync the agency asked for.
Request for Assistance. Request for Assistance is a companion app operated by the same company. If an agency enables it as an add-on, a member who opens it from inside Filevia is signed in there with their name, work email, and role, so the two apps work as one for that member. Their help requests live in that agency's own pool inside Request for Assistance and are never visible to another agency. Members who already use Request for Assistance on its own keep that separate sign-in; connecting the add-on does not change their account or password.
Microsoft Teams. If an agency links a Teams channel, Filevia sends operational notifications to the address or webhook the agency supplied. Notifications contain workflow summaries only and never participant information.
How we use information
To run the service: sign-ins and security, checklists and QC workflow, training progress, reporting for the agency, billing, support, contractor pay tracking for agencies that enable it, and the calendar digest and notifications an agency has enabled. We do not sell personal information, and we do not use agency work data to advertise.
Who processes data for us
Vercel for application hosting and file storage. Resend for transactional email (invites, password resets, digests, receipts). Stripe for payments and subscription billing. Each provider receives only what it needs for its function. Services an agency connects itself, such as its own QuickBooks company or Teams channel, receive only what that agency directs the app to send.
Separation between agencies
Every agency's files, documents, team, contractor records, and reports are scoped to that agency server-side. Agency users cannot see another agency's data. Platform owner tools show platform-level information (agencies, plans, seats, account status) and the on/off state of add-ons; contractor documents and connected-account contents are not part of what the platform owner can see.
Retention and deletion
Account and work data is kept while the agency's subscription is active. Departure rule: when an agency or a member is permanently removed, Filevia deletes stored profile photos and uploaded documents for the departed agency or account, including contractor vault documents, and scrubs saved backups and audit-trail emails for that agency or account. Passwords are never kept after departure. Deactivated accounts keep their work history visible to the agency by label, so files can be reassigned; deactivation is not deletion.
Your choices
Users can update their name and profile photo in My Profile. Email addresses cannot be changed; the account is replaced instead. Agencies manage their own team access in the app, and an agency can disconnect a connected service at any time. Questions or requests about personal information: filevia@imherstudio.com.
Changes
We may update this policy. The dated version published in the app is current, and material changes will be announced in the app or by email.