Privacy & Confidentiality Policy
Last Updated: March 14, 2024
APEX LAND SURVEY, LLC is committed to protecting the privacy and confidentiality of our clients' personal information and project data. This Privacy and Confidentiality Policy explains how we collect, use, protect, and disclose information in the course of providing professional land surveying services.
Information We Collect
In the course of providing professional surveying services, we may collect various types of information:
Personal Information
- Name, address, phone number, and email address
- Property ownership information and legal descriptions
- Payment and billing information
- Project specifications and requirements
Property and Survey Data
- Property boundaries, dimensions, and coordinates
- Topographic features and elevation data
- Photographs and visual documentation of the property
- Existing improvements, structures, and utilities
- Easements, encroachments, and right-of-way information
How We Use Your Information
We use the collected information for the following purposes:
- To perform professional land surveying services as contracted
- To prepare accurate survey plats, maps, and legal descriptions
- To communicate with clients regarding project status and deliverables
- To process payments and maintain billing records
- To comply with legal and regulatory requirements
- To maintain professional records and archives as required by law
Information Protection and Security
We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction:
- Secure storage of physical documents in locked filing systems
- Password-protected digital files and encrypted data transmission
- Regular backup of electronic data to prevent loss
- Limited access to client information on a need-to-know basis
- Employee training on confidentiality and data protection
- Secure disposal of documents when no longer needed
Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:
With Your Consent
We will share information with third parties when you have given us explicit permission to do so, such as sharing survey results with your attorney, engineer, or title company.
Legal Requirements
We may disclose information when required by law, such as in response to court orders, subpoenas, or regulatory requests. This includes filing survey plats with county recorders' offices as required by state law.
Professional Consultants
We may share information with other licensed professionals (engineers, attorneys, architects) when necessary to complete your project, always with appropriate confidentiality agreements in place.
Service Providers
We may share information with trusted service providers who assist us in operating our business (such as accounting firms or IT support), provided they agree to keep the information confidential.
Client Confidentiality
As professional land surveyors, we maintain strict confidentiality regarding all client projects and information. This includes:
- Not discussing client projects with unauthorized parties
- Protecting proprietary information about development plans or property transactions
- Maintaining confidentiality even after project completion
- Requiring all employees and subcontractors to sign confidentiality agreements
Data Retention
We retain client information and project records in accordance with professional standards and legal requirements:
- Survey field notes and measurements are retained permanently as part of our professional archive
- Survey plats and final deliverables are maintained for a minimum of 10 years
- Financial records are kept for 7 years as required by tax regulations
- Client contact information is retained as long as there is a legitimate business need
Your Rights and Choices
You have certain rights regarding your personal information:
- Access: You may request copies of your survey documents and related information
- Correction: You may request correction of inaccurate personal information
- Restriction: You may request that we limit how we use your information
- Objection: You may object to certain uses of your information
Please note that some information must be retained for legal and professional liability reasons, even if you request deletion.
Website and Online Privacy
If you visit our website or communicate with us electronically:
- We may collect standard web analytics data (IP address, browser type, pages visited)
- We use secure connections (HTTPS) for data transmission
- We do not use tracking cookies for advertising purposes
- Email communications are encrypted when possible
Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete it promptly.
Changes to This Policy
We may update this Privacy and Confidentiality Policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be available on our website with the date of last revision clearly indicated. Continued use of our services after changes constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy and Confidentiality Policy or wish to exercise your rights regarding your information, please contact us:
Professional Commitment: As licensed professional land surveyors, we are bound by state regulations and professional ethics codes that require us to maintain the highest standards of confidentiality and data protection. Your trust is essential to our business, and we take our responsibility to protect your information very seriously.