GW ADR Privacy Policy

Overview 

GW ADR 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, including state mediation acts 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 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 the content of mediation 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 occurs: 

• 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 the retention period expires 

Data Retention 

• Active case files are maintained during the mediation process. 
• Closed case materials are retained for a period of 2 years, or as required by professional standards. 
• Financial records are maintained in accordance with applicable accounting standards. 
• Documents are securely destroyed after their retention periods have expired.