About CivicFiling

Who we are

CivicFiling is operated by Civic Filing LLC, a registered company. We prepare, check and file the recurring paperwork that HUD and USDA programs owe every year, for a flat monthly fee. Write to us at [email protected].

How a filing gets done

• We draftSoftware drafts each document from your own materials, the regulations and HUD's or USDA's templates.
• A person checks itEvery draft is checked against its checklist by a person on our team before it reaches you.
• You approveYour board adopts and your director signs wherever the law requires it. Nothing is filed until you approve it.
• We file and trackA named person on our team enters and submits it wherever the system lets a contractor hold its own access, then tracks the next deadline.

Security and document handling

• Encrypted in transitThis site and the request form run only over HTTPS.
• Request formWhat you type is stored in a database at our hosting provider, Cloudflare, and sent to our team inbox. It is used only to answer you.
• Your documentsKept in our Microsoft 365 business account and open only to the people working on your filings.
• Government systemsEach person on our team uses their own access, granted by you. We never ask for or use your staff's passwords, and we never run bots, scripts or AI agents on HUD, USDA or state systems.
• AIWe use AI providers that do not train their models on our customers' data, and a person reviews everything they produce. Plans and policies don't need tenant personal data, so we ask you not to send it unless a filing requires it.
• Keeping and deletingWe keep your documents while you're a client and for the record-keeping period your program requires, then delete them on request.

What we don't claim

We don't hold SOC 2 or other security certifications yet. If your agency has a vendor security questionnaire, send it to [email protected] and we'll answer it in writing.

More detail: Data and AI policy and Terms of service.