Elite Document Services
Privacy Policy
How we handle your information, documents and instructions.
Last updated 17 September 2026
1. Who we are
Elite Document Services provides process serving and related field services, based in Rockingham and serving greater Perth, with regional, national and international arrangements. This policy explains how we handle personal information about clients, prospective clients, document recipients and other people connected with an instruction. Contact our privacy contact at office@elitedocumentservices.com.au or 0432 514 213.
2. Information we collect
We may collect names, contact and billing details, organisation details, instructions, case references, court documents, photographs, addresses, workplace and vehicle details, descriptions, attendance notes, correspondence, affidavits and service outcomes. Documents may contain sensitive information, including health or criminal-history information. Provide only information reasonably needed for the instruction and which you are authorised to disclose. Do not send account passwords or payment-card details through the website.
3. How we collect it
We collect information from website submissions, email, telephone, clients and their authorised representatives. In performing an instruction we may also collect relevant information from the person concerned, authorised agents, lawful public sources and observations during attendance. Where appropriate and required, we give a collection notice or obtain consent. If you supply information about another person, you must have a lawful basis for doing so; your acknowledgement of this policy does not replace that person’s consent where it is legally required.
4. Why we use information
We use relevant information to assess and quote instructions, identify recipients, arrange and perform lawful service or fieldwork, manage safety, communicate progress, prepare evidence and reports, invoice, handle enquiries and complaints, maintain records, and meet legal obligations. If essential information is not supplied, we may be unable to quote, accept or complete the work. General enquiries can be made without providing a full identity where practicable. We do not sell personal information or use submitted legal documents for advertising.
5. Website submissions and email
When online submission is enabled, the form transmits your details and up to five attachments over HTTPS, with a combined attachment limit of 10 MB (10,000,000 bytes). The website handler temporarily processes the submission in memory and forwards it using Resend to our office mailbox. The public form does not save attachments to site storage or deliberately log document contents. It retains a receipt reference, sender email, submission fingerprint and delivery status to track delivery and prevent duplicate sending. Copies are nevertheless processed or retained by the email delivery provider, our mailbox, associated backups and our business records. This is email forwarding, not an end-to-end encrypted document vault. A successful on-screen message indicates acceptance by the email provider, not our acceptance of a job. For especially sensitive material, call us to agree an appropriate transfer method first.
When document scanning is configured, uploaded portal files are processed by our private malware-scanning gateway and held from download until they pass. Approved accounts linked by the office to the same client organisation can share that organisation’s jobs, costs and released documents. Client portal accounts use Supabase Authentication to process email addresses, passwords, verification and password-reset requests, and sign-in security information. Supabase manages password credentials; EDS does not store your password in its operations database. Essential authentication cookies keep you signed in. EDS stores your client profile, approval decision and Supabase account identifier to control access to jobs and documents. Email verification alone does not approve your account. Staff and client sign-in both use verified email addresses and passwords managed by Supabase. Staff roles are granted by the office; creating an account does not grant staff access.
6. Who may receive information
We disclose information reasonably necessary for the work to our personnel, instructed agents, clients and authorised representatives, relevant recipients, courts and other parties where the instruction or law requires it. Hosting, email, security, accounting and professional advisers may process information to support the business. We may also disclose information where required or permitted by law, including to address a serious safety issue. Agents receive information relevant to their assigned task; an international instruction may require documents to be disclosed in the destination jurisdiction.
7. Overseas processing
Our hosting and security infrastructure and email delivery services may process information outside Australia, including in the United States. For international service, information may also go to agents and authorities in the country where service is requested. Other processing locations depend on the providers and agents used for the particular matter. Contact us before submitting documents if a country restriction applies so we can confirm arrangements. Where applicable, we take the steps required by Australian privacy law for overseas disclosures; we do not treat use of this website as a waiver of privacy rights.
8. Security and retention
The website uses HTTPS, server-side validation and a security challenge for submissions. No online or email system can guarantee absolute security. We limit access to information to legitimate business and legal purposes. Business correspondence, documents, reports and billing records are retained for as long as reasonably needed for the matter, applicable recordkeeping duties, dispute handling and legal holds, then securely deleted or de-identified where appropriate. Retention depends on the record and matter; contact us about a particular file. Deleting a website submission is not a way to remove copies already held in email or case records. We assess suspected incidents and make notifications where legally required.
9. Cookies and technical information
Your light or dark appearance choice is stored locally in your browser as eds-theme until you clear it or change the choice. The site has no advertising pixels or application analytics. Hosting and access-control services may process IP addresses, request and security metadata, and authentication cookies. When submissions are enabled, Cloudflare Turnstile processes technical and interaction information to help distinguish genuine visitors from automated abuse. Google Fonts receives normal connection information when fonts load. These providers have their own privacy notices. We do not store your form text or documents in browser local storage.
10. Access, correction and complaints
To request access to or correction of information about you, or to raise a privacy concern, contact office@elitedocumentservices.com.au or call 0432 514 213. Describe your request and give a safe way to respond; do not include unnecessary sensitive documents. We may need to verify identity and authority. We will consider the request and respond within a reasonable period, explaining any lawful refusal and available complaint options. Access may be restricted to protect another person’s privacy or where a legal exception applies. If you remain dissatisfied, you may contact the Office of the Australian Information Commissioner where it has jurisdiction.
11. Policy updates
Approved EDS ServeTrack clients can store instructions and documents in the private portal. Job records, estimates and client-visible charges are held in the operations database; portal documents are held in private object storage and accessed through authorised routes. This differs from the public email-only enquiry form. When enabled, regional address estimates send only the service address to Google Maps to obtain a one-way driving distance from Perth CBD; subject names and documents are not sent for routing. Contact the office for a manual estimate if you do not want this routing lookup. This policy was prepared on 14 September 2026. We may update it to reflect changes to our services, technology and legal obligations; the current version is published here. Material changes affecting an existing matter will be communicated where appropriate. Contact us for a copy or clarification.
Questions? Contact our office or call 0432 514 213.
Further information: OAIC privacy guidance · Cloudflare privacy · Supabase privacy · Resend privacy · Google privacy.