Privacy Policy

Last updated: October 2026

This policy covers colonyenterpriseauthority.org, operated by the Colony Enterprise Authority Compliance Department (“CEA,” “we,” “us”), including its online application and filing forms: the Wholesale Excise Tax Return, Retail Marijuana Tax Return, Marijuana Supplier Application, Business License Application, Marijuana Establishment Agent Card Application, the Marijuana Establishment License Application, the Marijuana Establishment Regulatory Complaint Form, the Audit Response Form, and the general Contact form.

What we collect

Depending on which form you submit, we collect some or all of the following:

• Business information: business name, DBA, entity type, license and registration numbers (CEA supplier license, METRC / Cannabis Compliance Board facility ID, Nevada State Business License, federal tax ID), and mailing/physical/service addresses
• Personal information for applicants and business contacts: name, title, date of birth, home address, phone number, and email address
• For Agent Card applications specifically: physical description (eye color, hair color, height, weight, gender, race), tribal affiliation information, and a copy of your government-issued photo ID and a passport-quality photo
• Financial and filing details: sales figures, fees owed, payment method, and supporting documents such as sales invoices, purchase contracts, or business licenses
• Your typed or drawn electronic signature, the date you sign, and the name you provide as the signer
• The IP address and timestamp your submission came from, recorded automatically to support the electronic signature under the federal E-SIGN Act and Nevada’s Uniform Electronic Transactions Act — except for an anonymous Regulatory Complaint Form submission, where your IP address is never captured at all
• If you use the Contact form instead of an application: your name, email address, subject, and message
• If you use the Audit Response Form to respond to a CEA audit report: your name, title, and email address; your written corrective-action responses and completion dates; any evidence files you upload (such as revised procedures, photographs, or training records); and the IP address and time of each submission, recorded as an audit trail
• If you apply for a Marijuana Establishment License: the names, titles, mailing addresses, email addresses, and phone numbers of the applicant’s board members and officers; the names and phone numbers of on-site managers; proposed hours of operation; your current establishment license number if you are renewing; and the documents on the Application Checklist that you upload, such as Metrc and CEA licenses, the entity charter, lease or occupancy agreement, insurance, site plan, distance certificate, security plan, security checklist, and operating procedures
• If you use the Regulatory Complaint Form, you can choose to submit anonymously — checking that option means your name, phone number, and email address are never collected or stored at all, not just hidden

How we use it

This information is used to:

• Process and record your filing, registration, or application
• Verify license, registration, and identity information against CEA’s records
• Generate a PDF copy of your completed submission, sent to you and to CEA Compliance
• Create and reconcile invoices for amounts owed in CEA’s accounting system (QuickBooks Online)
• Follow up with you if your submission needs review, correction, or additional documentation
• Record a licensee’s responses to CEA audit findings and track them through CEA review
• For a Marijuana Establishment License renewal, look up your current license number in CEA’s records to fill in your business name, address, and sales tax permit number, and to confirm the license being renewed

Where it’s stored

Submission data is stored in Airtable (CEA’s records system) and, where an invoice is generated, in QuickBooks Online (CEA’s accounting system). Submitted PDFs and confirmation emails are sent through a third-party transactional email service. We do not sell or share your information with any party outside of CEA’s compliance and accounting operations, except as required by law or tribal regulation. The security plan, security checklist, and the personal information of board members and officers submitted with a Marijuana Establishment License Application are kept as Confidential Information, available only to CEA and, as needed, the RSIC Tribal Police. The PDF copy of that application shows board members and officers by name and title only, and only the last four digits of the federal tax ID.

QuickBooks Online integration

Some forms connect to CEA’s QuickBooks Online account to create invoices for amounts owed:

• Wholesale Excise Tax Return: business name, filing amount, and return period are shared with QuickBooks — no METRC numbers, license numbers, uploaded attachments, or signatures are sent
• Retail Marijuana Tax Return: business name, filing amount, and return period are shared with QuickBooks, the same way as the Wholesale Excise Tax Return
• Agent Card Application: only the establishment/employer name and the application fee amount are shared with QuickBooks, billed to that establishment’s own account — no applicant personal information (name, address, physical description, ID, or signature) is sent to QuickBooks, and the invoice email goes only to CEA Compliance, never to the applicant

How long we keep it, and your rights

Submission records are retained as required for CEA’s regulatory, licensing, and tax recordkeeping obligations. If you believe information we hold about you is inaccurate, or you have questions about what we’ve retained, contact us using the information below and we will work with you to correct or address it.

Contact

Questions about this policy or your data can be directed to compliance@colonyenterpriseauthority.org or (775) 420-6010.