Privacy policy

Kestrel Legal Support Operations LLC collects personal information in order to serve legal process, deliver and file documents, notarize signatures, and bill for that work.

Two kinds of people appear in our records

Clients. The person or firm who places an order. They give us their name, firm, email address, phone number and payment details.

Parties and other people named in an order. The person to be served, and sometimes a person who answered a door. They did not contact us and did not choose to be in our records. They are there because a court process requires them to be served and because the record of that service is evidence.

We handle the second group’s information narrowly: only what the service requires, only for as long as the record must exist, and never in a text message. The process server or notary assigned to an order sees only what that order needs, as the sharing list below says.

What we collect

From clients: name, firm name, email address, phone number, billing address, billing terms, and the orders you place. Card details go to our payment processor and are not stored by us. The processor also keeps the card used for a prepaid process service or court run order on file, if you authorize it at payment, so we can charge parking on that order.

About an order: the service requested, the county, the court and case number if you give them, the documents you upload, your instructions, and the price.

About a party to be served: name, address, and any description you give us to help identify them.

About each attempt: date, time, the address attempted, the outcome, the location of the attempt recorded in the field, notes written by the server, and photographs where they are useful and lawful to take. Where service succeeded, who the documents were handed to.

Communications: emails, text messages in and out, and phone calls. Inbound calls are recorded, and every caller hears an announcement saying so before the call connects. Recordings may be transcribed and summarized. We do not record calls we make.

Technical: we keep a hashed form of the IP address for rate limiting, not the address itself. We keep an append-only audit log of every change to a record.

Why we collect it

To perform the service you ordered. To produce a proof of service or other record that can stand as evidence of what happened. To tell you what is happening with your order. To take payment and issue invoices. To meet our legal and tax obligations. To defend the accuracy of our records if they are challenged.

We do not sell personal information. We do not use it for advertising.

Who we share it with

Only the parties who make the service work:

• the courts and clerks we file with and the recipients of documents we deliver;
• process servers and notaries who work with us, who receive only what an order needs: the name and address of the person to be served or the signer, and the documents;
• our hosting provider, which hosts the site, the application and the database, screens website forms for automated abuse, and transcribes call recordings;
• our payment processor, for payments and invoicing;
• our email providers, which send and host our email;
• our text message and phone provider, and the carriers that deliver our texts;
• our registered agent, which receives our mail at the address below and forwards it to us;
• our AI provider, used to categorize inbound messages and to draft replies, summaries and document text for a human to review and correct before anything is sent or signed;
• our accountant and, if we have to, our insurer or lawyer.

We will disclose information where the law requires it, including in response to a subpoena or court order.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All of the categories above exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties, excluding the aggregators and providers of the text message services.

Text messages

We send texts only to a number that has opted in. An order notification by text contains our name, the order reference, a short status phrase and a tracking link. It never contains a case number, a party name, an address, or anything from a document. For your security, those details are kept in the client portal, which you sign in to with a single-use link emailed to the address that placed the order.

Once you have opted in, we may also reply by text to messages you send us about your order. If you ask about your order’s status, we may answer automatically with its current status; any other reply is sent by a person. Every reply follows the same rule.

Reply STOP to any message to opt out. See the SMS terms. Opting out is recorded as a change of status. We never delete the record of your request, because that record is how we make sure we do not text you again.

The contact form

The contact form collects your name, email address, topic and message, and your phone number if you give one. It is sent to us by email. It is not stored in our system; we keep it only as email, with our email provider and in our archive of it. Our hosting provider screens submissions for automated abuse, and we keep a hashed form of your IP address for rate limiting.

A phone number given on the form is not consent to receive text messages. We delete an enquiry one year after the last message in that conversation, unless it leads to an order, in which case it is kept as order correspondence under the table below.

Tracking links

A tracking link shows an order’s reference, service, status and the timeline of attempts as dates, times and outcomes. It opens without a sign-in. For your security, it shows no address, no party name and no case number; those are in the client portal.

Signed proofs are not on the tracking page. They are in the client portal too, behind an emailed sign-in link.

How long we keep it

What	How long
Documents you send us to serve or file	2 years, then deleted
Paper copies we print to serve or deliver	Kept secured while the order is open, shredded once it closes
Proofs of service, attempt records (including photographs and location) and receipts	7 years
Our audit log of changes to records	7 years
Call recordings, and the transcripts and summaries made from them	1 year after the call, then deleted together
Text and email messages, in both directions	1 year after your last order with us closes, and never less than a year after the message; then the content is deleted
Contact form enquiries that do not lead to an order	1 year after the last message in that conversation, then deleted
Orders that were never paid	Cancelled automatically 60 days after they were last updated

Account and billing records are kept as long as our tax obligations require. We keep something longer than this only when it has become evidence in a dispute or the law requires it. Documents carry an individual purge date and are deleted, along with the stored files, once it passes.

Each notary records their acts in their own paper journal, which is the official record. Colorado law requires the notary to keep it for ten years after the last act recorded in it, and to give a certified copy of a single entry to anyone who asks in writing and identifies the entry. We do not store identification numbers in our system.

Security

These are the measures we use. They reduce risk; they do not remove it. Documents are stored encrypted. Access to the operations application requires an authenticated identity. Portal access is by a single-use, expiring emailed link. Tracking tokens are stored hashed for lookup and encrypted so we can resend the same link. Every change to a record is written to an append-only audit log, designed so that the application cannot rewrite it.

No system is completely secure. If a security breach affects personal information we hold about you, we will notify you as Colorado law requires, within 30 days after we determine the breach occurred. If we hold the information for a law firm or other client, we will notify that client promptly so it can notify you.

Your choices

You can ask us what we hold about you, ask us to correct it, and ask us to stop texting you. Email info@kestrellegalops.com. If you were served, or named in an order, you can ask too; we will tell you what we can without breaching our duty of confidentiality to the client who placed the order.

Some information we cannot delete on request. A proof of service and the attempt records behind it are evidence of a court process, and destroying them would destroy the record of something that happened. If we cannot delete something we will tell you why.

Children

Our services are not directed to children and we do not knowingly collect information from them beyond what a court process places in a document we are asked to serve.

Changes

We will date any change at the top of this page.

Contact

Kestrel Legal Support Operations LLC. Email: info@kestrellegalops.com. Mail: 1500 N Grant St, Ste N, Denver, CO 80203.

We are not attorneys and cannot give legal advice.