Legal

Terms & Conditions

Effective April 28, 2026

These Terms & Conditions ("Terms") govern your access to and use of statewiderecords.net (the "Site") and the records-retrieval, subpoena preparation, copying, and related services (collectively, the "Services") offered by Statewide Record Services, Inc. ("Statewide Records," "we," "us," or "our"). By accessing or using the Site or Services, or by submitting a records request through our forms, you agree to be bound by these Terms. If you do not agree, do not use the Site or Services.

Statewide Records is a bonded California legal photocopy and records-retrieval service organized as Statewide Record Services, Inc. and operating from Sacramento, California. We have provided records services to attorneys, adjusters, and authorized parties since 1993.

1. Acceptance and changes

By using the Site or submitting a records request, you confirm that you have read, understood, and agree to these Terms and to our Privacy Policy, which is incorporated by reference. We may update these Terms from time to time. The revised Terms will be posted on this page with an updated effective date. Continued use of the Site or Services after the revised Terms become effective constitutes acceptance of the changes. If you do not agree to a change, you must stop using the Services.

2. Description of services

Statewide Records provides records-related services to law firms, insurance carriers, adjusters, self-insured entities, claims administrators, and other authorized parties. Services may include, without limitation:

Preparation, service, and tracking of subpoenas duces tecum and civil subpoenas;
Reproduction of medical, billing, employment, academic, pathology, psychiatric, dental, prescription, legal, and ambulance records;
X-ray and imaging duplication;
On-site microfilming and electronic imaging;
Process service and court filings;
Public-record searches; and
Electronic Document Storage ("EDS") and related digital archiving services.

The exact scope of any engagement is determined by the specific request you submit and any written quote, work order, or correspondence we provide in response.

3. Eligibility and account responsibility

You may use the Site and submit requests only if you are at least 18 years of age and have the legal capacity to enter into a binding contract. If you are submitting a request on behalf of a firm, employer, or other entity, you represent and warrant that you have the authority to bind that entity to these Terms, and references to "you" include both you individually and the entity you represent.

You are responsible for the accuracy of the information you provide, including contact information, billing information, and the identifiers required to obtain records. You agree to keep this information current and to promptly notify us of any changes.

4. Authorization, representations, and customer responsibilities

Records services routinely involve sensitive personal information about individuals who are not parties to your agreement with us. By submitting a request, you represent and warrant that:

You have the legal authority to request the records identified in your request, including any necessary written authorization signed by the subject of the records, a properly issued subpoena, a court order, or another legal basis recognized by applicable law;
The information you provide about the subject of the records (including name, date of birth, Social Security Number when supplied, dates of injury, and case identifiers) is accurate to the best of your knowledge;
Your request complies with all applicable federal and California laws governing the production of consumer records, employment records, medical records, and similar information, including (where applicable) the California Code of Civil Procedure §§ 1985.3 and 1985.6, the Confidentiality of Medical Information Act, the Health Insurance Portability and Accountability Act ("HIPAA"), the Family Educational Rights and Privacy Act ("FERPA"), and the Fair Credit Reporting Act;
You have provided, or will provide, any required notice to opposing counsel, the subject of the records, or other affected parties as required by law; and
You will not use the Services to harass, intimidate, or invade the privacy of any individual, or to obtain records for any purpose other than the legitimate matter described in your request.

You agree that we may rely on your representations without independent investigation, and that we are not responsible for verifying that an underlying authorization, subpoena, or court order is valid or that you have followed any required procedural steps. We may, in our sole discretion, decline to process any request we believe may be unlawful, inappropriate, or outside the scope of our services.

5. Subpoenas, authorizations, and legal process

When we prepare or serve subpoenas on your behalf, we act as your service provider and agent for the limited purpose of preparing, issuing, serving, tracking, and collecting records pursuant to your instructions. We are not your attorney and do not provide legal advice. Decisions about whether a subpoena is appropriate, what records to request, what objections to assert or respond to, and how to handle motions to quash, modify, or compel are your responsibility or the responsibility of your legal counsel.

If a custodian, the subject of records, opposing counsel, or another party objects to a subpoena or production we have processed on your behalf, we will inform you of the objection and will follow your reasonable, lawful instructions. We may suspend production while an objection is pending.

6. Order handling, turnaround, and rush requests

Estimated turnaround times we provide are estimates based on typical custodian responsiveness, court calendars, and other factors outside our control. We do not guarantee delivery by any particular date unless we have agreed to a specific deadline in writing.

Rush requests are accommodated on a best-efforts basis and may be subject to additional fees. We are not liable for delays caused by custodians, courts, shipping carriers, force majeure, or other circumstances outside our reasonable control.

7. Records produced and certifications

We deliver records as we receive them from the responding custodian. We do not modify, edit, redact, or otherwise alter records, except where we are required by law to do so or where we have agreed in writing to perform a specific redaction or processing service. We do not warrant the accuracy, completeness, or authenticity of records produced by custodians, and we are not responsible for missing, incomplete, or non-responsive productions.

Where applicable law and the responding custodian permit, we can arrange for or attest to the receipt of records as a bonded photocopy service. Formal certifications of custodian authenticity are provided by the custodian, not by us, unless we expressly agree otherwise.

8. Fees and payment

Fees for our Services depend on the type of request, the volume and complexity of the records produced, custodian fees, courier and shipping costs, court filing fees, and other matter-specific factors. Fee schedules and quotes are provided separately from this Site, typically by email, work order, or invoice. By submitting a request, you agree to pay our then-current fees, all custodian and witness fees we advance on your behalf, court filing and process-server fees, courier and shipping charges, and any applicable sales taxes.

Payment is due upon delivery of records or upon receipt of an invoice, unless we have agreed to other payment terms in writing. Past-due amounts may accrue interest at the lesser of one percent (1%) per month or the maximum rate permitted by law. You agree to reimburse us for reasonable costs of collection, including attorneys' fees, on any amount that becomes more than 60 days past due.

9. Confidentiality and privacy

We maintain the confidentiality of records and information we receive in connection with your engagement and disclose them only to (i) you and parties you direct, (ii) the custodians and recipients required to fulfill your request, (iii) our service providers as described in our Privacy Policy, and (iv) as required by law. Our handling of personal information is governed by our Privacy Policy.

You are responsible for maintaining the confidentiality and security of records once they are delivered to you or to a recipient you have designated.

10. No legal advice; no agency for the subject

Statewide Records is not a law firm and does not provide legal advice. Nothing on the Site or in any communication from us constitutes legal advice or creates an attorney-client relationship. You are responsible for retaining your own legal counsel to advise you on the substantive and procedural law applicable to your matter.

We do not represent the subject of any records request and we owe no fiduciary duty to the subject. The subject's rights are protected by the legal process the requester is required to follow (including, where applicable, written notice and an opportunity to object) rather than by any duty owed to the subject by us.

11. Acceptable use

You agree not to:

Use the Site or Services for any unlawful purpose, or in violation of any applicable law, regulation, or court order;
Submit information that is false, misleading, or fraudulent, or that infringes the rights of others;
Use the Site to transmit viruses, malware, or other harmful code;
Attempt to gain unauthorized access to the Site, our systems, or any data we hold;
Interfere with or disrupt the Site or its security features, including any spam-prevention or rate-limiting controls;
Scrape, crawl, or copy substantial portions of the Site for commercial purposes without our prior written consent (this restriction does not apply to good-faith indexing by search engines and AI crawlers consistent with our robots.txt and llms.txt); or
Use the Services to obtain records for stalking, harassment, identity theft, or any other purpose prohibited by law.

12. Third-party services and links

The Site may include links to third-party websites and services that we do not control, including the secure-upload tool currently provided by Hightail and reference links to California state agencies. We are not responsible for the content, policies, or practices of any third-party site or service. Your use of any third-party site or service is at your own risk and subject to that party's terms and privacy policy.

13. Intellectual property

The Site, its design, copy, and original content (excluding records produced by custodians and excluding submissions you provide) are owned by Statewide Records or its licensors and are protected by copyright and other intellectual-property laws. We grant you a limited, non-exclusive, non-transferable, revocable license to use the Site for the purposes of learning about our Services and submitting and managing records requests. All rights not expressly granted are reserved.

14. Disclaimers

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, THE SITE AND THE SERVICES ARE PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS, WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SITE WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS, OR THAT ANY ESTIMATE OF TURNAROUND OR AVAILABILITY OF RECORDS WILL BE ACCURATE.

Some jurisdictions do not allow the exclusion of certain warranties, so some of the above exclusions may not apply to you.

15. Limitation of liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, NEITHER STATEWIDE RECORDS NOR ITS OFFICERS, EMPLOYEES, AGENTS, OR SERVICE PROVIDERS WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, CONSEQUENTIAL, SPECIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR ANY LOSS OF PROFITS, REVENUE, BUSINESS, GOODWILL, DATA, OR USE, ARISING OUT OF OR RELATED TO THE SITE OR SERVICES, WHETHER BASED ON CONTRACT, TORT, STRICT LIABILITY, OR ANY OTHER LEGAL THEORY, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, OUR TOTAL CUMULATIVE LIABILITY ARISING OUT OF OR RELATING TO THE SITE OR SERVICES WILL NOT EXCEED THE GREATER OF (A) THE AMOUNT YOU PAID US FOR THE SPECIFIC ENGAGEMENT GIVING RISE TO THE CLAIM IN THE TWELVE (12) MONTHS PRECEDING THE EVENT GIVING RISE TO LIABILITY, OR (B) FIVE HUNDRED DOLLARS ($500).

Some jurisdictions do not allow the limitation or exclusion of liability for incidental or consequential damages, so the above limitation may not apply to you in full. Nothing in these Terms limits liability that cannot be limited as a matter of California law.

16. Indemnification

You agree to defend, indemnify, and hold harmless Statewide Records and its officers, employees, agents, and service providers from and against any and all claims, liabilities, damages, judgments, awards, losses, costs, expenses, and fees (including reasonable attorneys' fees) arising out of or relating to: (a) your use of the Site or Services; (b) your breach of these Terms or your representations and warranties; (c) your violation of any law, regulation, or third-party right (including the privacy or intellectual-property rights of the subject of any records request); or (d) any records request you submit, including any failure to obtain a required authorization, to comply with subpoena procedures, or to provide required notice to affected parties.

17. Suspension and termination

We may suspend or terminate your access to the Site or any Service at any time, with or without notice, if we reasonably believe you have violated these Terms, if continued provision of the Service would expose us to legal liability, or for any other reason in our sole discretion. Termination does not relieve you of any payment obligation already incurred. Sections that by their nature should survive termination (including Sections 7, 9, 13, 14, 15, 16, 18, and 19) will survive.

18. Governing law and dispute resolution

These Terms are governed by and construed in accordance with the laws of the State of California, without regard to its conflict-of-laws principles. Any dispute arising out of or relating to these Terms, the Site, or the Services that cannot be resolved informally will be brought exclusively in the state or federal courts located in Sacramento County, California, and you and we consent to the personal jurisdiction and venue of those courts. The parties waive any objection to venue in those courts.

Before initiating any formal proceeding, the parties will attempt in good faith to resolve the dispute by direct discussion. If the dispute is not resolved within thirty (30) days after written notice of the dispute, either party may proceed to court as described above.

19. General provisions

Entire agreement. These Terms, together with our Privacy Policy and any written quote, work order, or invoice we provide for a specific engagement, constitute the entire agreement between you and us regarding the Site and Services and supersede any prior agreements.
Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions will remain in full force and effect, and the invalid provision will be reformed to the minimum extent necessary to make it enforceable.
No waiver. Our failure to enforce any provision of these Terms is not a waiver of our right to enforce that or any other provision later.
Assignment. You may not assign these Terms or any rights or obligations under them without our prior written consent. We may assign these Terms in connection with a merger, acquisition, financing, or sale of substantially all of our assets.
Force majeure. We are not liable for delays or failures in performance caused by events beyond our reasonable control, including acts of God, natural disasters, fire, flood, war, civil unrest, labor disputes, government action, internet or utility outages, or service-provider failures.
Headings. Section headings are for convenience only and do not affect interpretation.
Notices. Notices to us must be sent to the address in Section 20. We may give notice to you by email to the address you provided or by posting on the Site.

20. Contact

Questions about these Terms should be directed to:

Statewide Record Services, Inc.
PO Box 15617
Sacramento, CA 95852
Phone: (916) 344-0446
Email: info@statewiderecords.net