Sapphire Legal LLC ("Sapphire Legal," "we," "our," or "us") is a process serving agency focused exclusively on Manhattan, New York. We connect clients and law firms with a network of independent, NYC-licensed process servers and manage each job from intake to affidavit and invoice. This policy explains how we handle personal information when you visit our website, use our services, or join our network.

The short version: we use the information you share, including your email, to communicate with you, run our business, and send you occasional emails about our services until you unsubscribe. We keep it in our CRM, HubSpot. We never sell your data.

Information we collect

We collect only what we need to run the agency and our network. Depending on how you work with us, this may include:

Account details: company name and type, addresses, website, and contact names, titles, phone numbers, and emails when you sign up as a client, email us, or submit a form.
Case and service information: documents to be served, recipient names and addresses, case details, and instructions uploaded to your client account on our platform.
Service records: GPS and time-stamped attempt logs, notes, photos, status updates, and affidavits created while a job is completed.
Billing information: invoices, payment records, and related account details.
Process server applicant information: name, business name, address, phone numbers, email, date of birth, license number and expiration, the Manhattan neighborhoods you cover, experience, and availability, submitted through our network application.
Tax information: the W-9 you upload to our platform after you are approved, which includes your taxpayer identification number, so we can pay you and meet tax reporting rules.
Performance information: assignment history and, once our app launches, ratings for servers in our network.
Website data: basic technical information such as IP address, browser type, and pages visited, collected automatically by our website host and service providers, and by HubSpot, our CRM, which records the pages you visit and links them to your contact record if you submit a form or email us.

How we use your information

Receive, assign, and manage process serving and related jobs
Send each assignment to a server in our network who covers that part of Manhattan
Track attempts and prepare affidavits of service or non-service
Invoice clients and pay network servers
Review network applications and verify each server's NYC process server license
Meet tax reporting requirements, including issuing 1099-NEC forms where required
Respond to questions and keep you updated on your cases
Keep a record of your contact details, form submissions, and our communications in HubSpot, our customer relationship management (CRM) system
Send you marketing emails about our services, updates, and offers until you unsubscribe
Improve our services, website, and the app we are developing
Comply with the law and protect against fraud or misuse

How we share information

We do not sell or rent your personal information. We share it only as needed to provide our services:

Network process servers: the server assigned to a job receives the case and recipient details needed to complete it.
ServeManager: our case management platform, used for job intake, dispatch, attempt records, affidavits, invoicing, and server payments.
Spoke: our route planning partner, which receives service addresses to schedule and optimize routes.
HubSpot: our customer relationship management (CRM) and email platform. It stores your contact details, form submissions, and our communications, sends our emails, including marketing emails, and uses cookies to understand how visitors use our website.
FormSubmit: the service that delivers our website forms to our email.
Email, hosting, and font providers: the providers that run our email and website, including Google Fonts, which loads our website font and receives your IP address when you visit.
Courts, clients, and attorneys: affidavits and proof of service are shared with the client who requested the service and filed with courts as needed.
Tax and legal authorities: when required for tax reporting, by law, by court order, or to protect our legal rights.

Process server information

If you apply to or join the Sapphire Legal Server Network, we use your information to review your application, send you assignments, pay you through our platform, and meet tax reporting obligations. We keep W-9s and taxpayer identification numbers private and share them only with tax authorities and our own tax advisors as required. Please upload your W-9 only through our platform after you are approved, never by regular email. We do not store W-9s or taxpayer identification numbers in HubSpot.

Data retention

We keep personal information only as long as needed for the purposes in this policy. Service records, affidavits, invoices, and tax records may be kept for up to seven (7) years to meet legal and business requirements.

Data security

We use reasonable technical and organizational safeguards to protect your information. No system is completely secure, but we take care to protect your data from loss, misuse, or unauthorized access.

Cookies and analytics

Our website does not use advertising cookies. We use HubSpot's tracking code, which sets cookies to recognize returning visitors, record the pages they view, and connect website form submissions to the right contact record. Our website host and other service providers may also use cookies or similar tools for basic site function, security, and traffic statistics. You can block or delete cookies in your browser settings.

Your choices and rights

Marketing emails. When you submit a form on our website, sign up as a client, apply to our network, or email us, we may add your email address to our mailing list and send you occasional emails about our services, updates, and offers until you opt out. Every marketing email includes an unsubscribe link, or you can email us to opt out at any time. Opting out stops marketing emails only. We will still send messages about active jobs, applications, invoices, payments, and your account.

Depending on where you live, you may ask to:

See the personal information we hold about you
Correct information that is wrong or out of date
Delete your information, where the law allows
Stop receiving marketing emails at any time

Some records, such as affidavits and tax documents, may need to be kept to meet legal requirements. To make a request, email contact@sapphirelegalservices.com.

Third-party links

Our website links to other services, such as the IRS website for the W-9 form. We are not responsible for their privacy practices, and we encourage you to read their policies.

Children's privacy

Our services are not directed to anyone under 18, and we do not knowingly collect personal information from children.

Changes to this policy

We may update this policy from time to time. When we do, we will post the new version here with a new effective date. Continuing to use our website or services after a change means you accept the updated policy.

Contact us

Questions about this policy or your information:

Sapphire Legal LLC
Email: contact@sapphirelegalservices.com
Mailing address:
Sapphire Legal LLC
99 Wall Street #1612
New York, New York 10005
Agency License #2138214-DCWP