Privacy Notice

1. Scope and effective date

This Privacy Notice explains how the DedicatedServe platform handles personal information. It takes effect on 17 September 2026 and applies to the public website, the client portal, the process-server Field pages and the dispatch, tracking, messaging, reporting and governance features offered through them.

It applies to visitors to the public site, clients and the organisations they act for, process servers, authorised staff, and people whose information a client supplies to us in order to have documents served.

For information that clients supply about a recipient of service, DedicatedServe acts on the client's instructions for the purpose of carrying out and recording the requested work. For accounts, platform security, audit records and our own compliance obligations, DedicatedServe decides how information is handled.

2. Information collected or prepared to be collected

Identity and account information: names, contact details, organisation, role, sign-in credentials held in hashed form by the authentication provider, session and device authorisation records, and the qualification details a process server provides.

Request and assignment information: service area, requested dates and times, coverage window, document type, instructions, case or matter references, assignment state and timestamps, and recipient information such as a name, an address, a workplace or a physical description where the work genuinely requires it.

Documents and evidence: the legal documents uploaded for service, and the factual evidence recorded for an attempt, including notes and any images or files an authorised person uploads.

Communications: messages between a client and Dispatch, between an assigned server and Dispatch, notification preferences, and delivery metadata such as whether a notification was queued, sent or failed.

Pricing and payment status: quotes, approvals and payment state. Card numbers and bank credentials are not stored in DedicatedServe systems; if a payment processor is enabled in future, those details are handled by that processor and we keep only the status and reference information.

Location information: for an authorised, active hourly assignment only, foreground readings reported by the process server's browser, including coordinates, reported accuracy, timestamps, session and device integrity signals, and the derived intervals showing verified presence and unverifiable periods.

Records and governance information: reports, reviews, the exact policy versions a person accepted, consent and withdrawal records, privacy requests, and audit and security logs.

Technical information: limited browser, device and network information needed to deliver and secure the service, and strictly necessary cookies used for sign-in, session integrity and security. No advertising or analytics cookies are used.

Privacy request information: the categories of request made, the information needed to act on it, and the evidence used to verify identity before disclosure or deletion.

3. Where the information comes from

Directly from you when you browse, submit a request, create an account, upload documents, send messages or make a privacy request.

From an organisation acting with authority for you, such as a law firm or agency submitting on a client's behalf.

From assigned process servers, who record attempts, observations, evidence and location verification for their assignments.

About a recipient of service, from the client who requested the work, and from lawfully supplied or lawfully used public sources where an address or workplace must be confirmed for the service attempt.

From platform and security systems, which generate audit, session, integrity and diagnostic records automatically.

From service providers we use, and only for what those providers actually do, once they are enabled.

4. Why the information is used

To review, confirm and dispatch requests, and to match them to an eligible process server.

To check eligibility, qualification and authorisation for the work.

To carry out and record an assignment, including attempts, evidence and reports.

To show clients privacy-safe live status about their own request.

To protect safety, prevent fraud and abuse, secure accounts and devices, and investigate incidents.

To generate factual reports and maintain the integrity of evidence.

To carry messages and send notifications, where a notification channel is enabled.

To prepare quotes and, only when a payment service is enabled, to process payment status.

To provide support, to comply with legal obligations, to handle disputes and claims, and to keep audit and reliability records.

5. Information minimisation

Only supply what the work requires. Do not upload Social Security or national identification numbers, full financial account details, medical records, passwords or other sensitive information unless a specific assignment genuinely requires it and there is a lawful basis for it. Unnecessary sensitive content should be removed before upload.

6. Location information in detail

Location verification runs only in the foreground of the process server's own browser, only for an authorised hourly or stay-on-location assignment, and only while the Field page is open, visible and online.

The area used for verification is derived from the assignment's own service location. It is used to decide whether a reading is accepted, not to follow a person's day.

Clients never see exact coordinates, routes, movement history, geofence geometry or device details. Clients see privacy-safe status only.

There is no background tracking and no guarantee of continuous coverage. Verification stops when the page is hidden, the device is locked, the browser is closed or suspended, connectivity is lost, power saving restricts the browser, or permission is removed. Those periods are recorded as unverifiable and are never filled in afterwards.

Two separate things are required before any verification can occur: a one-time account-level location agreement accepted by the process server, and the browser's own location permission. They are independent, and neither substitutes for the other.

A process server may stop the current verification session at any time using the account control, and may withdraw the account-level agreement entirely. Withdrawal ends future verification and requires a new agreement before verification can resume. Withdrawal does not erase records that must be retained.

Location records never automatically create a charge, an overtime entitlement, a payroll entry, a completed assignment, a refund or legal proof of service.

7. Who information is shared with

The assigned process server, limited to what is needed to perform that assignment.

Dispatch and authorised staff, limited by role.

Infrastructure, authentication and security providers that host and protect the platform, under contract and for our instructions only.

Email and payment providers, only if and when those services are enabled, and only for the information those services require.

Professional advisers such as lawyers, auditors and insurers, under a duty of confidence.

Courts, regulators and law enforcement, where disclosure is legally required or legally permitted and appropriate.

An acquirer or successor in a merger, acquisition, financing or similar transaction, subject to safeguards and to this notice continuing to apply to the information transferred.

Documents and location information are never published publicly. DedicatedServe does not sell personal information and does not share it for cross-context behavioural advertising. If that ever changed, we would say so before the change and honour applicable opt-out signals, including recognised browser opt-out preference signals.

8. How long information is kept

Information is kept only as long as reasonably necessary for the purpose it was collected for: to deliver the service, to preserve the integrity of evidence and audit records, to resolve disputes, to meet legal and regulatory duties, and to protect the security of the platform.

A legal hold overrides deletion. While a hold applies, the information within its scope is preserved even if a retention period would otherwise have expired.

Exact retention periods for each category are governed by a separate retention schedule. That schedule is not yet approved, so no automatic deletion runs on this platform today. Until it is approved and validated, information is retained rather than deleted automatically, and individual deletion requests are handled by human review.

9. Security

Documents and evidence are held in private storage. Access is scoped by role and by record, and every privileged action is written to an append-only audit record.

Connections use encryption in transit where the network and browser support it. Download links for restricted material are short-lived and limited in scope. Device and session controls allow access to be revoked.

No system can be guaranteed absolutely secure, and we do not claim otherwise.

10. Your choices and rights

Subject to the law that applies to you, you may ask to know what information we hold and how it is used, to receive a copy, to correct inaccurate information, to delete information, to restrict or object to certain uses, to withdraw a consent you previously gave, to receive a portable export, to opt out of any sale or sharing, to limit the use of sensitive information, and to have an authorised agent act for you. You will not be treated differently for exercising a right.

You can make a request through the privacy request pathway in the Policy Centre. You do not need an account to make an initial request. Provide only what the request needs.

Before we disclose, correct or delete anything, we verify who you are to a level appropriate to the sensitivity of the request. Every request is reviewed by a person. Some requests must be refused or narrowed where the law requires retention, where a legal hold applies, where another person's rights would be affected, or where the information belongs to a client's matter rather than to us, in which case we will point you to the right controller. We explain the outcome.

11. California disclosure

This section is provided for transparency to people in California and does not state that any particular statutory threshold applies to DedicatedServe.

The categories of personal information described in section 2 are collected from the sources described in section 3, for the purposes described in section 4, and disclosed to the categories of recipient described in section 7.

DedicatedServe does not sell personal information and does not share it for cross-context behavioural advertising. No financial incentive is offered for personal information.

Sensitive personal information, such as precise location for an active authorised assignment, is used only to perform the service requested, to secure the platform and to meet legal obligations. It is not used to infer characteristics about a person.

Where California rights apply to you, they are the rights listed in section 10, and you may exercise them through the Policy Centre pathway, including through an authorised agent.

12. Children

The platform is not directed to children, and accounts are for adults aged 18 or over. We do not knowingly create accounts for children, and we delete a child account if one is discovered, subject to any record we must retain.

Case documents may lawfully concern a minor. Where that happens, the information is handled only for the authorised service work and is subject to the same restrictions as other case information.

13. International use, links, changes and contact

The platform is operated and hosted using providers that may process information in more than one country. Where information is transferred across borders, we rely on the protections our providers offer and on the safeguards the law requires.

Links to third-party sites are provided for convenience. Those sites have their own privacy practices, which we do not control.

This notice is versioned. Each version has a version number, an effective date and a content fingerprint, and previous versions are retained. Where a change is material, we give notice and, where consent is the basis for a use, ask for acceptance of the new version before continuing.

To contact us about privacy, use the privacy request pathway in the Policy Centre, or the authenticated portal if you already have an account.

14. Cookies and tracking

Only strictly necessary cookies and equivalent browser storage are used: sign-in and session state, session integrity, and security protections. There is no advertising cookie, no cross-site tracking pixel and no third-party analytics profile on this platform. If that changes, this notice will be updated before the change takes effect.

15. Plain language and accessibility

This notice is written in plain language, uses structured headings, and is published in a form that can be read with assistive technology, resized and printed. If it is not accessible to you in this form, tell us through the Policy Centre and we will provide it another way.