Privacy Policy

Privacy Policy for Mediation Services

Overview

Compass Mediation Group is committed to protecting the privacy and confidentiality of all parties involved in our mediation services. This Privacy Policy explains how we collect, use, protect, and handle your personal information in accordance with applicable privacy laws and professional mediation standards.

Information We Collect

Personal Information

We may collect the following types of personal information:

Names and contact information (address, phone number, email)
Employment and professional information
Financial information relevant to the dispute
Background information necessary for the mediation process
Communications and documentation related to your case

How We Collect Information

Information is collected through:

Initial intake forms and consultations
Direct communication with parties and their representatives
Documents provided by parties or their counsel
Court referrals or case management systems
Pre-mediation questionnaires

How We Use Your Information

We use your personal information solely for:

Conducting mediation sessions and related services
Communicating with all parties about scheduling and process matters
Preparing mediation summaries (when requested and authorized)
Complying with legal and professional obligations
Billing and payment processing
Quality assurance and service improvement

Confidentiality and Mediation Privilege

Core Confidentiality Commitment

All information shared during mediation is treated as strictly confidential under:

State mediation confidentiality statutes
Professional mediation ethics rules
Our contractual confidentiality agreements

What This Means

Information disclosed during mediation cannot be used in subsequent legal proceedings
We do not disclose mediation communications to outside parties without explicit consent
Mediators cannot be compelled to testify about mediation content in most circumstances

Limited Exceptions

Confidentiality may be limited only when:

Required by law (such as mandatory reporting of child abuse)
All parties provide written consent to disclosure
Information relates to threats of violence or criminal activity
Court orders disclosure (subject to applicable privilege protections)

Information Sharing and Disclosure

Within the Mediation Process

We may share information:

Between parties during joint sessions (with consent)
With authorized representatives or attorneys
With interpreters or other necessary service providers (under confidentiality agreements)

External Sharing

We do not sell, rent, or trade personal information. Limited disclosure may occur:

To comply with legal obligations
To protect the safety of individuals
With your explicit written consent
To our professional insurance carriers (under confidentiality protections)

Data Security and Protection

Security Measures

We implement appropriate safeguards including:

Secure file storage and document handling procedures
Encrypted digital communications when possible
Access controls and staff training on confidentiality
Secure disposal of documents when retention period expires

Data Retention

Active case files are maintained during the mediation process
Closed case materials are retained for 2 years, or as required by professional standards
Financial records are kept according to applicable accounting requirements
Documents are securely destroyed after retention periods expire

Your Rights and Choices

Access and Correction

You may:

Request access to your personal information in our files
Request correction of inaccurate information
Ask questions about our privacy practices

Limitations

Some information may not be accessible if:

It contains confidential communications from other parties
Disclosure would violate mediation confidentiality rules
It consists of mediator work product or case notes

Third-Party Services

Service Providers

We may work with third-party providers for:

Video conferencing platforms
Document sharing services
Payment processing
Administrative support

All third-party providers are required to maintain confidentiality and handle information according to our privacy standards.

Communications

Electronic Communications

Email communications may not be fully secure
We use reasonable security measures for digital platforms
Parties are informed of any security limitations

Marketing Communications

We do not use mediation case information for marketing purposes without explicit consent.

Minors' Information

Special protections apply to information about minors:

Additional consent requirements may apply
Enhanced confidentiality protections
Compliance with child protection reporting requirements

Changes to This Policy

We may update this Privacy Policy to reflect:

Changes in applicable laws
Updates to our practices
Improvements in security measures

Parties will be notified of material changes through email.

International Considerations

If mediation involves parties in different jurisdictions:

We comply with applicable cross-border privacy requirements
Additional consent may be required for international information transfers
Parties are informed of any jurisdictional implications

Contact Information

For questions about this Privacy Policy or our privacy practices:

Compass Mediation Group
Phone: 206 800-8825
Email: info@compassmediationgroup.com

Privacy Officer: Alisa Kharis

Complaints and Concerns

If you have concerns about our handling of your personal information:

Contact us directly using the information above
Contact our professional mediation organization: [Synergy Relations]

Agreement and Acknowledgment

By participating in our mediation services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and handling of your information as described herein.

Important Note: This Privacy Policy works in conjunction with our mediation agreement and any specific confidentiality agreements signed at the beginning of the mediation process. In case of any conflicts, the most protective confidentiality provisions will apply.

This Privacy Policy complies with applicable federal and state privacy laws, including but not limited to relevant provisions of state mediation acts, professional conduct rules, and general privacy legislation. Parties are encouraged to ask questions about any aspect of our privacy practices.