Privacy and Security Policy

Mares Mediation Group LLC (“we,” “our,” or “us”) is committed to protecting the privacy, security and
confidentiality of individuals who visit our website or engage our mediation services. This policy covers all
information we receive in connection with mediations conducted in Colorado. It explains what limited information
we collect, how we use it, how we protect it, and how and when we destroy it.

What Information We Collect

We intentionally collect and retain as little personal information as possible.

• Party information voluntarily provided
  • Before and during mediation, parties may share names, contact information, and other personal details as part
    of their mediation communications.
  • We use this information only for scheduling, conducting the mediation, and communicating with the
    participants.
• Attorney and professional contact information
  • For attorneys and other professionals, we may retain name, firm, email address, and phone number for ongoing
    professional communication, referrals, billing, and conflict checking.
• Payment information
  • Credit card payments are processed directly by our third party payment processor; we do not store or retain
    full credit card numbers, CVV codes, or magnetic stripe data.
  • Payments by Venmo or Zelle are processed through those platforms; we do not store bank account numbers or
    full card details, only the transaction information those platforms provide to us (e.g., payer name, date,
    amount).

We do not collect sensitive personal information unless it is voluntarily provided for the purpose of mediation
services and payment of mediation services. After mediation, any information we collect about the parties is
destroyed. The only information that will be kept is the contact information of the attorneys, if the parties are
represented by attorneys.

How We Use Information

Information collected is used solely to:

• Respond to inquiries
• Schedule and provide mediation services
• Communicate with clients and prospective clients
• Improve our website and services

We do not sell, rent, or share personal information with third parties except as required by law or with your
explicit consent.

We do not build profiles, sell data, or use personal information of the parties for targeted advertising or
unrelated marketing.

Mediation Confidentiality

All communications made for the purpose of, in the course of, or pursuant to mediation are treated as confidential
“mediation communications” under the Colorado Dispute Resolution Act, C.R.S. § 13 22 301 et seq.

• We will not voluntarily disclose mediation communications or documents, and we will resist disclosure by
  compulsory process to the fullest extent permitted by law, subject to the statutory exceptions (such as threats
  of serious harm or when disclosure is required by another statute).
• Any notes we take during mediation are for facilitation only and are destroyed promptly after the mediation
  concludes, as described below.

Data Minimization and Retention

We follow a data minimization and “no retention” approach for party information, consistent with Colorado’s
statutory requirement, with emphasis on limiting data to what is reasonably necessary for the specified purpose.

• Party information
  • We do not maintain a file of party names, addresses, or phone numbers once the mediation is complete. After
    the mediation is completed, all documentation relating to same previously shared with the mediator/s is
    destroyed or anonymized leaving no party identifying information.
• Mediation notes and working documents
  • Any handwritten or electronic notes used by the mediator during the session are destroyed or securely deleted
    no later than seven (7) after the conclusion of the mediation, unless a shorter period is administratively
    feasible.
  • Any documents or drafts created solely for use in mediation are destroyed once final settlement documents are
    provided to the parties or counsel, unless we are expressly asked in writing to hold them for a brief,
    defined period.
• Attorney and professional contact information
  • We may retain attorney and professional contact details in our general contact list as part of our ongoing
    business operations.

Administrative and Financial Records

• We retain minimal associated information necessary to meet tax, accounting, and ethical obligations, consistent
  with applicable record keeping rules.
• We take reasonable administrative and technical measures to protect personal information from unauthorized
  access, disclosure, alteration, or destruction.

Payment Information and Third-Party Services

• All credit and debit card payments are processed exclusively through third party payment processors (such as Stripe).
• Mares Mediation Group LLC does not collect, store, or have access to full card numbers, CVV codes, or bank account numbers.
• Our payment processors use the information solely to complete the transaction and provide us with confirmation
  of payment (such as payer name, date, and amount), which we retain only for billing and accounting purposes.
• Payments made via Venmo or Zelle are handled within those platforms; we do not receive or store your underlying
  card or bank account details.

Security Safeguards

Mares Mediation Group LLC implements reasonable security procedures and practices appropriate to the sensitivity of
the information we handle and the size and nature of our practice, as required by Colorado law. These may include:

• Use of reputable, access-controlled platforms for email, calendaring, videoconferencing, and document storage.
• Strong, unique passwords and multi factor authentication on accounts used for mediation.
• Limiting access to mediation communications to the mediator and essential staff.

While we employ industry-standard security measures to protect data, no method of electronic transmission or
storage is completely secure. Accordingly, we cannot guarantee absolute security of information transmitted
electronically.

Clients and website visitors are encouraged not to submit highly sensitive or confidential information through
unsecured electronic communication unless specifically instructed to do so.

Data Breaches and Incident Response

If we become aware of a security incident that may have compromised personal information of a Colorado resident,
we will promptly investigate and take appropriate steps in line with Colorado’s breach notification requirements.

If notification is required by law, we will notify affected individuals and, when applicable, the Colorado
Attorney General within the legally required time frames.

Website Disclaimer

Information provided on this website is for general informational purposes only and does not constitute legal
advice. Use of this website or contacting Mares Mediation Group LLC does not create a mediator-client relationship.

Your Rights

You may request access to, correction of, or deletion of your personal information by contacting us directly.

Contact Information

If you have questions about this Privacy Policy, please contact:

Mares Mediation Group LLC
cynthia@maresmediationgroup.com
+1 (720) 807-0169