Privacy Policy

1. Who We Are and What This Policy Covers

KGHH Properties LLC is a computer systems design and professional services firm that operates a land parcels desk. The company works for owners, families, small developers, lenders and attorneys who need the paper and the digital record of a parcel to agree. The office address is 457 N 400 W Unit 4, Cedar City - 84721-5146, United States (US). Enquiries arrive by email at enquiry@kghhproperties.hair and by phone at +15096969554.

This policy covers information gathered through the company website, through email and telephone contact, through printed forms handed to clients, and through the internal systems the company uses to prepare lot surveys, plat filings, stewardship summaries, boundary walk notes, easement reviews and recording office filings. It applies to enquiries, client files, supplier records, professional relationships and general correspondence. It does not cover any third party website or service that a reader may reach by following an outside link.

The company treats the protection of parcel data as part of the duty of care owed to every client. A boundary drawing can reveal the shape of a holding, the location of a well or the terms of an access right, and the company does not regard that information as trivial. Where a choice exists between collecting more data and collecting less, the company collects less.

2. Information We Collect

The company collects contact details that a person supplies voluntarily, such as a name, an email address, a telephone number and a postal address. When a client opens a parcels file, the company also collects the documents needed to understand the ground, including deeds, prior plats, surveys, easement instruments, assessor parcel numbers and correspondence with the county.

Technical information is gathered automatically when a visitor loads a page. This includes the browser type, the device class, the referring page and the requested paths within the site. The company keeps this information at the level of server logs rather than at the level of a personal profile. The company does not collect biometric identifiers, does not ask for payment card data through the website, and does not request government identification numbers unless a recording office requires them for a specific filing.

Where a parcel file involves a shared access strip or a family division, the company may hold the names of several owners at once. In that situation the company asks the person who opens the file to confirm that the other owners have been told about the work and that no restriction prevents the documents from being read.

3. How Information Is Collected

Most information is collected directly. A visitor completes the contact form, sends an email, places a call or hands over a folder at the office counter. The company also collects information when a client signs a work authority for a lot survey, a plat filing round or a stewardship week. Each of these steps is documented so that the file shows where a document came from and when it arrived.

Some information arrives from public sources. County recorders, assessor offices, planning departments and recorder portals publish plat books, instrument indexes and ownership rolls. The company reads those sources as part of ordinary due care and separates public material from anything supplied in confidence by a client. The distinction is noted inside the file so that a later reader knows which pages may be shared and which may not.

A small amount of information is collected by the website itself. The contact form passes its contents to the company mail handler. Server software notes the time of each request. No tracking pixel is embedded in any page, and no advertising network is granted access to the site.

4. Why We Are Permitted to Process Information

The company processes contact information because a person has asked for a response, because a client has engaged the company for a service, or because a legal obligation requires a record to be kept. For clients in jurisdictions that use a lawful basis test, the basis is the performance of a contract, the taking of steps at the request of a client before a contract is formed, compliance with a legal obligation, or the legitimate interest of the company in running a careful professional practice.

Where consent is the chosen basis, consent is requested in plain language and can be withdrawn at any time by writing to enquiry@kghhproperties.hair. Withdrawal does not affect work already completed and does not undo a filing that a county has already accepted. The company will explain any such consequence before acting on a withdrawal request.

5. Parcel Records and Public Filing Data

Much of what a parcels desk handles is already public. Plats, deeds, easements and instrument numbers are lodged with a county recorder and become part of an open index. The company does not claim ownership of that public record, and a client should understand that anything filed at a recording counter may be copied by any member of the public.

Working material is different. Draft sketches, internal checklists, field photographs and stewardship notes remain private to the company and the client. The company keeps these working pages separate from the filed set so that a public copy can be produced without exposing the analysis behind it. When a client asks for a copy of a working page, the company reviews it first and removes any note that belongs to another owner.

6. How We Use Information

Information is used to answer enquiries, prepare quotations, open and maintain parcel files, carry out lot surveys, plan plat filing rounds, schedule stewardship weeks, organise boundary walk checks, arrange easement review days and complete recording office evenings. It is also used to send a short written summary at the close of a piece of work and to remind a client of a date that matters.

The company uses information to keep its own records accurate, to resolve a question about a past job and to meet the bookkeeping and filing duties that apply to a limited liability company in the United States. The company does not sell contact lists, does not rent an email directory and does not trade parcel data with marketing firms. No client address is added to a promotional list without a clear request.

Aggregate figures may be used to understand workload. For example, the company may count how many boundary walk checks were completed in a season. Those figures are stripped of names and parcel numbers before they are discussed outside the office.

7. When We Share Information

Information is shared only when a task requires it. A plat filing round cannot be completed without giving the submittal set to a county recorder. An easement review day may require a copy of an instrument to be sent to a title examiner or an attorney acting for the client. A boundary walk check may require a field crew to carry a working drawing that shows the parcel outline.

In each case the company shares the smallest set of pages that will allow the task to be done. The company does not share a full client folder when one instrument will do. Where a legal obligation compels disclosure, such as a valid subpoena or a court order, the company complies with the obligation and, where the law allows, informs the client so that a challenge can be considered.

8. Service Providers and Vendors

The company relies on a small number of vendors for hosting, email delivery, file storage and accounting. Each vendor is chosen for reliability and is bound by a written agreement that limits the use of data to the service being provided. Vendors do not receive parcel documents unless the task cannot be completed without them, and access is removed when a vendor relationship ends.

Staff members use individual accounts and do not share passwords. A vendor that processes data on behalf of the company is required to notify the company of any security incident without delay. The company keeps a current list of vendors and reviews it at least once a year.

9. How Long We Keep Information

Parcel files are kept for the period needed to defend a survey or a filing if a question arises later. In practice this means that plats, survey drawings and recording receipts are held for many years, because a boundary question can surface a decade or more after the work was done. Contact details attached to a closed file are kept only as long as the file itself.

Enquiries that do not become a file are removed after a reasonable interval, generally within two years. Email that contains no parcel information is cleared on a routine schedule. Information that must be kept by law, such as tax and company records, is retained for the statutory period and then destroyed in a secure manner.

When a file is destroyed, paper is shredded and digital copies are removed from active storage and from backup rotation. A destruction note is kept so that the company can show the file was closed properly.

10. How We Protect Information

The company uses locked storage for paper, separate accounts for digital work, encrypted transport for email and a backup routine that keeps at least one copy away from the office. Access to a parcels file is limited to the people who need it for the task at hand. A visitor to the office is not left alone with an open folder.

No system is perfect. If a security incident affects client information, the company will investigate, contain the problem, notify affected clients and inform the appropriate authority where the law requires it. The company also reviews its own habits after any incident so that the same weakness is not repeated.

Clients can help. A client should send sensitive documents through the channel the company recommends rather than through an open link, and should tell the office at once if an email reply looks unusual.

11. Cookies and Similar Technologies

The website is built to work without a cookie banner because it does not set advertising cookies. A small number of technical cookies may be used to keep a page state correct during a single visit. These cookies carry no personal profile and expire quickly.

A visitor can block cookies in the browser settings. Doing so will not prevent the public pages from loading. The company does not use fingerprinting scripts and does not place a persistent identifier on a device for marketing purposes.

12. Measurement and Analytics

The company reads server logs to understand which pages are used and where a broken link may sit. This review is limited to counts and paths. The company does not build a behavioural profile of an individual visitor and does not combine log data with parcel records.

If a measurement tool is introduced in future, it will be configured to avoid collecting personal identifiers and this policy will be updated before the tool goes live.

13. Email, Phone and Written Correspondence

Messages sent to enquiry@kghhproperties.hair are read by staff and stored with the relevant file. A telephone call to +15096969554 may be noted in a short call record so that the company remembers what was agreed. Written correspondence that arrives at the office is scanned and filed.

The company sends service messages about a live file, such as a note that a plat has been recorded or that a stewardship week has closed. The company does not send a newsletter unless a person asks to receive one, and every such message carries a clear way to stop.

14. Your Rights and Choices

A person may ask what information the company holds, may ask for a correction where a detail is wrong, and may ask for a copy of the information supplied. A request should be sent to enquiry@kghhproperties.hair with enough detail to identify the file. The company will confirm the request and respond within a reasonable period.

Some requests cannot be granted in full. A recorded instrument cannot be withdrawn from a county index, and a file that supports a live dispute may need to be kept until the dispute ends. Where part of a request is refused, the company explains the reason in writing.

A person may also ask the company to stop sending non essential messages. The company will act on that request promptly and will keep only the record needed to honour it.

15. Privacy for Children

The services of the company are intended for adults who own, manage or advise on land. The website is not directed at children and the company does not knowingly collect information from a child. A parcels file is opened in the name of an owner or an authorised representative. The office answers a call, email or visit from an owner, a lender, a title examiner or a family representative, and each caller is checked before any parcel page is shown. Staff ask a short set of confirming questions rather than releasing a document on the strength of a familiar name. Where a caller acts for someone else, the office asks for a written note of authority and keeps that note with the file. No page of a working folder leaves the office in response to an unsigned request sent from an unverified mailbox, and a copy posted to a county never carries an internal working note. This routine protects an owner, protects a neighbour whose access strip may cross the parcel, and protects the office from the confusion that follows a mistaken release.

If the company learns that a child has supplied information, the information will be removed unless a legal duty requires it to be kept. A parent or guardian who believes that a child has sent information may write to the office and the company will act on the request.

16. Visitors Outside the United States

The company operates from Cedar City, Utah, and its systems are hosted in the United States. A visitor from another country should understand that information will be processed under United States law. The company takes care to apply the same standards of confidentiality to every file, wherever the client is located.

Where a regional rule grants a specific right, the company will honour that right for a client in that region on request. Questions about cross border handling can be sent to the office address above.

17. Third Party Links and Embedded Content

A page may link to a county portal, a mapping service or a professional body. Those sites are governed by their own policies. The company does not control what an outside site collects and does not accept responsibility for an outside privacy practice.

The company does not embed third party video or advertising frames on its pages. If that changes, any frame will be disclosed and the policy will be revised before the frame is added.

18. Changes to This Policy

This policy may be revised when a service changes or when the law requires a new disclosure. The date at the top of the page shows the current version. A material change will be noted on the homepage and, where a client is directly affected, will be sent by email.

Continuing to use the website or to work with the company after a revision means that the revised policy applies. A client who does not accept a revision may close the relationship after any live file has been brought to a clean stopping point.

19. How to Reach Us

Questions about this Privacy Policy, or about the handling of a parcels file, should be sent to KGHH Properties LLC at 457 N 400 W Unit 4, Cedar City - 84721-5146, United States (US). The company can be reached by email at enquiry@kghhproperties.hair and by telephone at +15096969554. The office keeps regular hours and a message left outside those hours will be answered on the next working day.

The company thanks every reader who takes the time to understand how parcel information is handled, because a clear record protects both the owner and the office that serves the owner.