Privacy Policy

Effective Date: 09/30/2025
Last Updated: 09/10/2025

Introduction

Conclude ADR ("Company," "we," "us," or "our") is committed to protecting the privacy and confidentiality of personal information entrusted to us by our clients, website visitors, and other individuals who interact with our alternative dispute resolution services. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with applicable privacy laws and our professional obligations as providers of mediation, arbitration, and other ADR services.

As legal professionals engaged in the provision of confidential dispute resolution services, we maintain the highest standards of confidentiality and comply with all applicable rules of professional conduct, which impose strict duties to preserve and protect confidential client information.

Information We Collect

Personal Information

We may collect the following types of personal information:

Contact Information: Name, email address, phone number, mailing address, and business affiliation

Professional Information: Legal representation details, case information, dispute details, and related documentation

Financial Information: Billing information, payment details, and financial records related to our services

Website Usage Information: IP address, browser type, pages visited, time spent on our website, and cookies

Communication Records: Correspondence, meeting notes, case files, and other communications related to our services

Sensitive Information

In the course of providing ADR services, we may handle sensitive information including confidential business information, trade secrets, financial data, and other privileged information related to legal disputes. This information is subject to enhanced protection measures and professional confidentiality obligations.

How We Collect Information

We collect personal information through various means:

• Direct provision by clients and parties during intake, consultation, and service delivery
• Website forms, including contact forms, service requests, and newsletter subscriptions
• Email communications and phone calls
• Document submissions and case file materials
• Third-party referrals and professional networks
• Cookies and automated technologies on our website

How We Use Your Information

We use your personal information for the following purposes:

Service Delivery

• Providing mediation, arbitration, and other ADR services
• Communicating with parties, attorneys, and other stakeholders
• Managing case files and maintaining service records
• Scheduling meetings and proceedings
• Preparing awards, agreements, and other legal documents

Business Operations

• Processing payments and managing billing
• Responding to inquiries and providing customer support
• Improving our services and developing new offerings
• Marketing our services (with appropriate consent)
• Complying with legal and regulatory requirements

Website Functionality

• Personalizing your website experience
• Analyzing website usage and performance
• Ensuring website security and preventing fraud
• Providing technical support

Information Sharing and Disclosure

We maintain strict confidentiality regarding client information and limit disclosure of personal information to the following circumstances:

Professional Service Providers

We may share information with trusted third-party service providers who assist us in delivering our services, including:

• Technology vendors and cloud service providers
• Payment processors and financial institutions
• Professional consultants and experts
• Administrative support services

All service providers are bound by confidentiality agreements and are required to implement appropriate security measures.

Legal Requirements

We may disclose personal information when required by law, including:

• In response to valid court orders, subpoenas, or other legal processes
• To comply with regulatory requirements and professional obligations
• To protect our legal rights or defend against legal claims
• To prevent harm to individuals or property

Consent-Based Sharing

We may share information with your explicit consent for specific purposes, such as:

• Coordinating with other professionals involved in your matter
• Providing references or recommendations
• Including anonymized case studies in professional publications (with all identifying information removed)

Data Security

We implement comprehensive security measures to protect your personal information, including:

• Physical Security: Secure office facilities with restricted access and locked file storage
• Technical Security: Encryption, firewalls, secure servers, and regular security updates
• Administrative Security: Employee training, access controls, and confidentiality agreements
• Professional Standards: Compliance with legal and ethical obligations for confidentiality

While we maintain robust security measures, no system is completely secure. We cannot guarantee absolute security but commit to promptly addressing any security incidents and notifying affected individuals as required by law.

Data Retention

We retain personal information for as long as necessary to:

• Fulfill the purposes outlined in this Privacy Policy
• Comply with legal and professional obligations
• Resolve disputes and enforce our agreements
• Maintain accurate business records

Client case files and related information are typically retained for [X] years following case closure, or as required by applicable law and professional standards. Website usage data is generally retained for [X] months unless longer retention is required for security or legal purposes.

Your Rights and Choices

Depending on your location and applicable privacy laws, you may have the following rights regarding your personal information:

Access and Correction

• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete information
• Receive a copy of your personal information in a portable format

Control and Deletion

• Request deletion of your personal information (subject to legal and professional retention requirements)
• Object to certain types of processing
• Restrict processing in certain circumstances
• Withdraw consent where processing is based on consent

Marketing Communications

• Opt out of marketing emails by clicking the unsubscribe link
• Contact us to remove your information from marketing lists
• Adjust your communication preferences

Please note that certain rights may be limited by our professional obligations to maintain confidentiality and comply with legal requirements. We will work with you to accommodate your requests while fulfilling our professional duties.

Cookies and Website Technologies

Our website uses cookies and similar technologies to enhance your browsing experience. We use:

• Essential Cookies: Required for website functionality and security
• Analytics Cookies: To understand how visitors use our website
• Functionality Cookies: To remember your preferences and settings
• Marketing Cookies: To deliver relevant content and advertisements (with your consent)

You can control cookie settings through your browser preferences. Disabling certain cookies may affect website functionality.

Third-Party Links

Our website may contain links to third-party websites for your convenience. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

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 without appropriate consent, we will take steps to delete such information promptly.

International Data Transfers

If you are located outside the United States, please be aware that your personal information may be transferred to, stored, and processed in the United States. We implement appropriate safeguards to protect your information during such transfers in accordance with applicable data protection laws.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our website with a new effective date
• Sending email notifications to registered users
• Providing notice through our services or other appropriate means

Your continued use of our services after any changes indicates your acceptance of the updated Privacy Policy.

Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Regulatory Information

For residents of certain states or countries, additional privacy rights may apply under local laws such as the California Consumer Privacy Act (CCPA), General Data Protection Regulation (GDPR), or other applicable privacy legislation. We are committed to complying with all applicable privacy laws and will work with you to address any rights or requests under such laws.

If you believe we have not adequately addressed your privacy concerns, you may have the right to file a complaint with your local data protection authority or privacy regulator.