Privacy Policy

Last Updated: June 22, 2026

1. About this Policy

This Privacy Policy explains how Mediation Manager, LLC (“Mediation Manager,” “we,” “us,” or “our”) collects, uses, and shares personal information when you use our website, platform, and services (the “Service”).

This Policy applies to all users who participate in or otherwise utilize our Service.

By using the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with this Policy, please discontinue use of the Service.

2. Information We Collect

We collect information in three main ways:

2.1 Information You Provide Directly

  • Name, email address, and account credentials
  • Firm or organization name and contact information
  • Case-related information you input into the platform, including party names and contact details
  • Availability information and scheduling proposals
  • Communications and comments submitted within a case workflow
  • Payment information (processed securely by Stripe; we do not store full payment card details)

2.2 Information Collected Automatically

When you use our Service, we automatically collect certain technical information, including:

  • Device type, operating system, and browser type and version
  • IP address and approximate geographic location
  • Pages viewed, features used, and actions taken within the platform
  • Date and time of access and session duration
  • Referring URL and exit pages

This information is collected using cookies and similar tracking technologies, including Google Analytics. See Section 6 for more information.

2.3 Case-Related Content

  • Availability information submitted by parties
  • Date proposals, responses, and negotiation history
  • Case participation records and confirmation history
  • Comments and communications within case workflows

3. How We Use Information

We use personal information to:

  • Provide, operate, and maintain the scheduling platform
  • Enable parties in a case to propose, respond to, and confirm mediation dates
  • Manage user accounts and control access to case information
  • Send transactional notifications and communications related to case activity
  • Process subscription payments through Stripe
  • Analyze platform usage in aggregate to improve functionality and user experience
  • Provide customer support and respond to inquiries
  • Ensure platform security, detect fraud, and prevent misuse
  • Comply with applicable legal obligations
  • Enforce our Terms of Service

4. How Information Is Shared

We share information only as described below:

4.1 Within a Case

Case participants — including attorneys, mediators, paralegals, pro se and authorized parties — may view information relevant to scheduling and participation in their case. 

4.2 Service Providers

We share information with the following trusted third-party service providers who assist in operating the platform:

  • Stripe, Inc.
  • Postmark
  • Google Cloud Platform
  • Google Analytics (see Section 6 for details)

4.3 Legal Compliance and Protection

We may disclose personal information if required to do so by law, legal process, or governmental authority, or if we believe disclosure is necessary to: (a) comply with applicable law or legal obligation; (b) protect the rights, property, or safety of Mediation Manager, LLC, our users, or others; or (c) detect, prevent, or address fraud or security issues.

4.4 Business Transfers

In the event of a merger, acquisition, sale of assets, or other business transfer, personal information may be transferred as part of that transaction. 

4.5 With Your Consent

We may share information for other purposes with your explicit consent.

5. Cookies and Tracking Technologies

5.1 What Are Cookies

Cookies are small text files placed on your device when you visit our platform. We also use similar technologies such as web beacons and local storage.

5.2 How We Use Cookies

We use the following categories of cookies:

Strictly Necessary Cookies: Required for the platform to function, including session management, authentication, and security. You cannot opt out of these without disabling the Service.

Functional Cookies: Remember your preferences and settings to improve your experience.

Analytics Cookies: We use Google Analytics to help us understand how users interact with the platform. Google Analytics collects information such as pages visited, time spent on the platform, and general usage patterns. This data is transmitted to and stored by Google on servers which may be located outside your state or country. Google may use this data in accordance with its own privacy policy, available at policies.google.com/privacy or other such location as Google Analytics may designate. 

5.3 Google Analytics Opt-Out

You may opt out of Google Analytics tracking at any time by installing the Google Analytics Opt-out Browser Add-on, available at tools.google.com/dlpage/gaoptout or such other location as Google Analytics may designate. You may also manage cookie preferences through your browser settings, though disabling certain cookies may affect platform functionality.

6. Your Privacy Rights

6.1 Rights Available to U.S. Residents

Depending on your state of residence, you may have some or all of the following rights with respect to your personal information:

  • Right to Know / Access: Request information about the personal data we collect, use, and share about you
  • Right to Correction: Request that we correct inaccurate personal information
  • Right to Deletion: Request that we delete your personal information, subject to certain legal and operational limitations
  • Right to Data Portability: Receive a copy of your personal information in a portable format
  • Right to Opt Out of Sale or Sharing
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights
  • Right to Appeal: If we deny your privacy request, you may appeal our decision per Section 7.4 below

6.2 How to Submit a Privacy Request

You may submit a privacy rights request using any of the following methods:

We will respond to verified requests within 45 days. We may extend this period by an additional 45 days where reasonably necessary and will notify you of any extension. We may need to verify your identity before processing your request.

6.3 California Residents — Additional Rights (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA), including the right to know specific categories and pieces of personal information collected, the right to limit use of sensitive personal information, and a private right of action for certain data breaches.

6.3.1 California Notice at Collection

We may collect the following categories of personal information:

  • Identifiers (name, email address, IP address, device identifiers)
  • Professional or employment information (firm name, role)
  • Internet or electronic network activity (usage data, pages viewed)
  • Case participation and scheduling data
  • Approximate geolocation

We use this information to operate the Service, manage cases, and improve functionality. 

6.4 Appeal Process

If we deny your privacy rights request, you may appeal by contacting us within 30 days at contact@mediationmgr.com with the subject line “Privacy Request Appeal.” We will respond within 60 days. If your appeal is denied, you may contact your state attorney general’s office or applicable privacy regulator.

6.5 Applicable State Privacy Laws

The following states have enacted comprehensive consumer privacy laws whose protections may apply to you: California, Virginia, Colorado, Connecticut, Texas, Utah, Iowa, Delaware, Indiana, Kentucky, Rhode Island, Minnesota, Maryland, Nebraska, New Hampshire, New Jersey, Tennessee, Montana, Oregon, and Florida (for qualifying businesses). We will update this policy as additional state laws take effect.

7. Data Breach Notification

In the event of a data breach involving your personal information, we will notify you and applicable regulatory authorities in accordance with applicable state and federal law.  Notification will be provided by email to the address associated with your account, by mail, or by prominent posting on our website, as appropriate.

8. Data Retention

We retain personal information only for as long as necessary to provide the Service and fulfill the purposes described in this Policy, after which it is deleted or anonymized. Retention periods vary based on the type of information, the nature of your use of the Service, and applicable legal requirements. We do not make guarantees regarding minimum retention periods.

You may request deletion of your account data at any time by contacting us at contact@mediationmgr.com. Deletion requests will be honored subject to any legal obligations that require us to retain certain information, such as financial records or legally mandated record-keeping requirements.

9. Data Security

We implement reasonable and appropriate administrative, technical, and organizational safeguards to protect your personal information against unauthorized access, disclosure, alteration, loss, or destruction.  While we work diligently to protect your information, no system is completely secure. We cannot guarantee the absolute security of information transmitted over the internet. In the event of a breach, we will follow the notification procedures described in Section 8.

10. Children’s Privacy

The Service is intended for use by adults in a professional legal context and is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we learn that we have inadvertently collected information from a minor, we will take prompt steps to delete it. If you believe we may have collected information from a minor, please contact us at contact@mediationmgr.com.

11. Data Minimization

We collect only the personal information that is reasonably necessary and proportionate to provide and maintain the Service you have requested. We do not collect personal information beyond what is necessary for the purposes described in this Policy.

12. Third-Party Links and Services

Our platform may integrate with or link to third-party services. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you use in connection with our platform.

13. Changes to This Policy

We reserve the right to update or modify this Privacy Policy at any time and for any reason at our sole discretion. For material changes, we will provide notice by displaying a prominent notice within the platform or by sending an email notification to registered users where required by applicable law.

Your continued use of the Service after the effective date of any revised Policy constitutes your acceptance of the changes. We encourage you to review this Policy periodically to stay informed about how we protect your information.

14. How to Contact Us

For questions, concerns, or to exercise your privacy rights, please contact us using any of the following methods:

Email: contact@mediationmgr.com
Mail: Mediation Manager, LLC, 6012 Bayfield Pkwy, Suite 302, Concord, NC 28027
Web Form: www.mediationmgr.com/contact