Privacy Policy

This Privacy Policy describes how Middlesex Notary Co LLC d/b/a CIVIL CONSTABLE (“CIVIL CONSTABLE,” “we,” “us”) collects, uses, discloses, retains and protects personal information through civilconstable.com, the client portal at portal.civilconstable.com, the service-request forms, the Document Center, online invoices and payments, and the website assistant (together, the “Services”). It describes how the Services actually operate.

1. Summary of Our Commitments

• We collect the information reasonably needed to review, quote, perform, document and bill the services you request.
• We do not sell personal information and do not share it for advertising.
• We do not use client documents or case information for advertising, for training artificial-intelligence models, or for any purpose unrelated to your request and our legal and business records.
• A limited number of technology providers process information on our behalf to operate the Services. Section 5 identifies each provider and what it receives.
• Uploaded documents are encrypted at rest and are accessible only to authorized CIVIL CONSTABLE personnel and to persons you have authorized through your portal account.
• To protect accounts, we record sign-in activity, including IP addresses and an approximate location estimated from them. You can review your own activity in the client portal. We never collect your device’s precise location unless you choose to share it.

2. Who We Are

The Services are operated by Middlesex Notary Co LLC d/b/a CIVIL CONSTABLE, a Massachusetts civil process and constable services business. Privacy questions and requests: info@civilconstable.com · 781-579-7462 · 335 Washington St #1127, Woburn, MA 01801 (mailing address; not a walk-in office).

3. Information We Collect

3.1 Information you provide

• Contact and account information: name, email address, telephone number, role (for example, attorney, paralegal, landlord or property manager), organization, preferred contact method and, if you choose to provide it, a Massachusetts Board of Bar Overseers number. Passwords are stored only as one-way cryptographic hashes.
• Request information: court, case number and parties; the documents to be served; recipient names, service addresses and identifying descriptions; deadlines; delivery instructions; authorized contacts; matter references; billing contact information; and notes. Recipient information may include descriptions and safety information that you choose to provide to help identify the correct person or address.
• Documents: legal documents, court orders, notices, exhibits and images you upload. These typically contain personal information about other people, such as defendants, tenants, witnesses and records custodians.
• Contact address: if you add one to your portal profile, your street address, apartment or suite, city, state, ZIP code and country. This is kept separately from billing addresses and from the addresses where documents are to be served.
• Device location (optional): if you choose “Share Current Location” on the Account Security page and allow it in your browser, the coordinates and accuracy estimate your device reports. We do not convert them into a street address.
• Workspace information: for firm and business accounts, the workspace name, address and contact details, and the names, email addresses and roles of people you invite.
• Properties: property addresses and notes saved by property-management accounts.
• Communications: messages sent through the portal or the contact form, and our replies.
• Agreements and signatures: the policies and agreements you accept and, if you sign a service authorization electronically, your typed name, title, email address, the date and time, your IP address, browser information and a cryptographic fingerprint of the signed document.
• Payment information: invoices, amounts and payment status. From our payment processor we receive the card brand and last four digits (or bank name and last four digits). We do not receive or store full card numbers, card security codes or online-banking credentials.

3.2 Information collected automatically

• Security and evidence records: IP address, browser user-agent, date and time when you submit a request, accept an agreement or sign a document.
• Sign-in and account security records: for each attempt to sign in to an existing account, we record the date and time, whether it succeeded, the sign-in method, the IP address, an approximate city, region and country estimated from the IP address, and the browser, operating system and type of device. We also record each signed-in session and its most recent activity, and alerts about unusual sign-ins. Attempts that use an email address with no account are not recorded.
• Approximate location: estimated on our own server from the IP address using a database licensed from DB-IP. It identifies the internet provider’s network, typically at city level at best, and may be inaccurate, for example when a VPN or mobile network is used. It is never a street address.
• Essential cookies: a session cookie that secures forms, the portal and the administration area, and a security cookie that recognises your browser when you sign in. See the Cookie Policy.
• Analytics: analytics are not currently used. If analytics are enabled in the future, they will load only after you consent through the cookie banner and never on request forms, the Document Center, payment pages, sign-in pages or the portal.

3.3 Information from third parties

• If you sign in with Google, Google provides your name, email address, a Google account identifier and confirmation that your email address is verified. We do not receive your Google password, contacts or profile photograph.
• Our payment processor informs us whether a payment succeeded, failed, was refunded or was disputed.
• An attorney, firm or business may submit a request that contains your information, for example as a recipient or party. We use that information only to perform the requested service and keep required records.

4. How We Use Information

We use personal information to:

1. review whether we can accept a request, including document, location, deadline and legal-authority review;
2. prepare quotes and service authorizations, perform accepted services, and prepare returns, affidavits and completion records;
3. communicate with you about requests, accounts and invoices;
4. issue invoices, collect payments, issue refunds and respond to payment disputes;
5. secure the Services, prevent fraud and misuse, and maintain an audit trail of access to client records;
6. protect your account: show you your sign-in history, recognise new devices, alert you and our administrators to unusual sign-ins, and let you or an administrator sign out other sessions;
7. maintain business records and comply with legal obligations, including lawful subpoenas and court orders; and
8. if you opt in, email you a link to finish a request you started.

We do not use personal information for advertising and do not make decisions about you based solely on automated processing.

5. How We Disclose Information

We do not sell personal information, rent it or share it for cross-context behavioral advertising. We disclose personal information only as described below.

5.1 Persons involved in the service

• Documents are delivered to the recipients named in a request, and returns or affidavits are provided to you and may be filed with or provided to a court as the service requires.
• Within a firm or business workspace, the owners and administrators, and members with access to all of the workspace’s requests, can view that workspace’s requests and invoices. Members with “own requests” access see only their own. Persons outside your workspace cannot access your records.
• If a request must be coordinated with or referred to another person authorized to serve process, we share it only with your consent.

5.2 Service providers

Provider	Function	Information processed
Hostinger	Hosting of the website, database and stored files	Information stored by the Services. Uploaded documents are encrypted before storage.
Resend	Delivery of emails sent by the Services	Recipient email address and email content
Stripe	Processing of online card and bank payments on Stripe’s hosted checkout page	Billing name, email, telephone and address; invoice number, amount and request reference; payment details you enter directly with Stripe
Google	“Sign in with Google,” if you choose it	The sign-in request; Google returns your name, email address and account identifier
Anthropic	Artificial-intelligence processing for the website assistant (when enabled) and for an internal billing tool used by our staff	Website assistant: only the questions you type and the recent conversation, without account, request or document data. Internal billing tool: billing information needed to prepare an invoice, such as client name, billing email and amounts. Documents are never sent.

Approximate locations are calculated on our own server. IP addresses are not sent to DB-IP or to any other location service, and the maps in our administration area are drawn from map data stored on our own server.

Our email account (info@civilconstable.com) is hosted by an email service provider that processes messages you send to us and our replies. Service providers may use personal information only to provide their services to us. Stripe and Google also process information you provide directly to them under their own privacy policies.

5.3 Legal and safety disclosures

We may disclose information when required by law, subpoena or court order; when reasonably necessary to protect the rights, safety or property of any person or of CIVIL CONSTABLE; or in connection with a merger, sale or transfer of our business, in which case this Policy will continue to apply to the information transferred. Unless prohibited by law, we will notify a client before disclosing that client’s records in response to legal process.

6. How We Protect Information

• All pages are served over HTTPS with security headers that restrict framing, scripts and content sources.
• Uploaded documents are encrypted at rest, stored outside the public website, and downloadable only by authorized personnel or by you through the portal, using links that expire after fifteen minutes.
• Staff accounts are individual, protected by strong passwords and two-step verification, and limited by role. Viewing and downloading request files is logged.
• Sign-in records for all accounts are available only to CIVIL CONSTABLE administrators. Other staff see only their own sign-in activity. Each time an administrator opens or exports an account’s sign-in records, it is logged.
• Sign-in links, reset links and verification codes expire quickly, can be used once, and are removed from our stored copies of emails once delivered.
• Images you upload are re-encoded to remove embedded location data.
• Our safeguards are designed to meet the Massachusetts standards for the protection of personal information in 201 CMR 17.00.

No method of transmission or storage is completely secure. If a breach of security involving your personal information occurs, we will provide notice as required by G.L. c. 93H, § 3, including to affected Massachusetts residents, the Attorney General and the Office of Consumer Affairs and Business Regulation.

7. Retention

Information	Retention
Unfinished request drafts	14 days for public forms; 30 days after the last change for portal drafts
Sign-in links, reset links and verification codes	Expire within 10 to 60 minutes; records deleted after 30 days
Copies of emails we send	One-time links and codes are removed upon delivery; message content is deleted after 180 days, leaving the date, recipient and subject
Request records, uploaded documents, returns, agreements, signatures and acceptance records	Retained as business and legal records for as long as reasonably necessary to document the services performed, respond to questions and disputes, and comply with legal obligations. You may ask us to delete uploaded documents when they are no longer needed; we will do so unless we are required to keep them.
Invoices and payment records	Retained as financial records for tax and accounting purposes
Internal billing-tool conversations	12 months
Successful sign-in records (including IP addresses and approximate locations) and security alerts	12 months
Failed sign-in attempts	90 days
Session records	90 days after the session ends
Recognised devices	12 months after the device was last used to sign in
Device locations you choose to share	90 days, or until you delete them in the portal
Contact address in your profile	Until you change or remove it, or your account is closed
Security and application logs	12 months
Website assistant conversations	Not stored by us; kept only in your browser tab until it is closed

When we dispose of records containing personal information, we destroy or erase them so that the information cannot practicably be read or reconstructed, as required by G.L. c. 93I, § 2.

8. Your Choices and Rights

• Access: you may request a copy of the personal information we hold about you.
• Correction: you may update your profile, contact address and billing contact in the portal or ask us to correct other information.
• Account security: on the portal’s Account Security & Login Activity page you may view your sign-in history, IP addresses, approximate locations, devices and sessions, sign out other sessions, and delete any device locations you shared.
• Deletion: you may ask us to close your account and delete your personal information. We will delete or de-identify information we are not required to retain. We may retain records that document services performed, agreements, payments and legal obligations, and information about other persons contained in documents that were served or filed.
• Email reminders: you may stop “finish your request” reminders using the link in any reminder. Service and billing messages relating to an active request or account are part of the Services.
• Browser storage: you may clear saved form answers using “Start over” on a form or by clearing your browser’s data for this website.

To make a request, email info@civilconstable.com. We will verify the request, ordinarily by corresponding with the email address associated with your account, and respond within thirty (30) days. We will not charge a fee or treat you differently for making a request.

9. Children

The Services are intended for adults and are not directed to children under 13. We do not knowingly collect personal information from children, except as it appears in legal documents submitted for service.

10. Changes to This Policy

We will post any change to this Policy on this page with a new version number and effective date. If a change materially affects how we use personal information we already hold, we will notify account holders by email before the change takes effect.

11. Contact

Middlesex Notary Co LLC d/b/a CIVIL CONSTABLE · 335 Washington St #1127, Woburn, MA 01801 · info@civilconstable.com · 781-579-7462.