Privacy Policy
Version 2026-10-10-draft-4
Draft for review — not effective terms or an approved privacy notice. Public registration and live confidential intake are not enabled. Production provisions below describe proposed operations and must be verified before launch.
1. Scope and current development status
This notice describes proposed OM production practices and the current development limits. Outpost Legal Solutions, LLC (OLS) provides the software. The pilot is not ready for live confidential case information. The local HTML prototype holds fictional edits in memory; refreshing clears them. The separate functional app can be configured to authenticate with Supabase and save agreement versions only after database and account setup. No public registration, live participant intake, subscription billing or production deployment is enabled. Before launch, OLS must verify every practice in this notice against the actual service.
2. Office records and OLS records
The mediator’s office decides the purposes and authorized use of case records, professional retention and participant communications. OLS processes those records to provide the service under documented office instructions and a data-processing agreement, subject to law. OLS separately determines appropriate purposes for its own subscription administration, security and support records. Legal controller and processor classifications depend on applicable law and actual activities; they are not resolved solely by these labels. OLS, LLC is not a law firm and does not provide legal advice, legal representation, or mediation services through OutpostMediation. Use of OM does not create an attorney-client relationship with OLS, LLC. Mediators and their offices provide their own professional services under separate agreements; their use of OM does not make them employees or representatives of OLS. Contact the mediator for questions about the mediation itself.
3. Information involved
When the relevant functions are enabled, information may include account and office contact details, roles, authentication identifiers, agreement text and versions, case numbers and court dates, party and attorney contact information, marriage and child information, employment, income, assets and debts, financial-disclosure answers, mediation notes and uploaded documents. Restricted intake may include safety concerns, protective orders, safe-contact instructions, protected addresses and privately shared statements. Children’s details are supplied by adults for a family matter; the service is not directed to children and children may not create accounts. Technical information may include IP addresses, browser/device details, timestamps, authentication and access events, and necessary security diagnostics. Subscription providers may handle payment information when billing is enabled; OLS should receive only the billing identifiers and status needed for administration, not full card details.
4. Purposes and minimization
Information is used to authenticate users, enforce office and case access, prepare and preserve authorized records, support the office’s workflow, operate billing when enabled, respond to appropriate support requests, investigate misuse and meet legal obligations. Collect only what is needed. Do not put private case narratives in help messages or include passwords, authenticator setup keys or financial account credentials. Security logs and diagnostics must be configured to avoid intake contents and protected addresses. Case data is not to be used for advertising, sold, or used to train general-purpose AI models. No AI case-processing feature is currently enabled; any proposed addition requires separate review, accurate disclosure and any necessary authorization before data is sent to an AI provider.
5. Who can access information
The intended production access model gives office users only their granted office/case access. Billing administrators do not automatically receive case access. OM office users are mediators and authorized staff, not parties. Participants may save and resume only their own unsubmitted drafts after identity verification. After submission, they cannot reopen, view or edit their answers through OM; corrections go through the mediator office. Neither participant can access the other participant’s answers. This portal restriction does not waive applicable legal rights to request records through the appropriate process. Restricted safety answers are limited to the assigned mediator and specifically authorized staff, with access separate from ordinary office-wide case access. Private material is excluded from ordinary shared reports by default. These are release requirements; the current app does not yet implement the participant intake and export screens. Authorized office recipients may receive documents the mediator chooses to distribute, subject to the mediator’s duties and safeguards. Under the proposed production policy, OLS does not routinely view case information. Any access must be necessary for a specific support, security or legal purpose, specifically authorized where appropriate, limited to the information and time needed, and logged. OLS may retain technical ability to access stored information; this policy does not claim that access is technically impossible. Owning the platform is not blanket permission to browse cases. These controls must be implemented and verified before live confidential information is accepted.
6. Service providers and disclosures
The development database provider is Supabase. GitHub stores software source and project documents and must not store live case records or secrets. Vercel is the planned web host; deployment is not yet enabled. No subscription payment processor is currently enabled. Before live operation, OLS will publish an accurate provider list, processing purposes and relevant locations and execute suitable agreements. Providers may process information only as needed for their contracted service and applicable obligations. OLS may disclose information when legally required, to respond to a valid legal process, protect rights or safety where legally permitted, or support a business transfer subject to continuing protections. Requests for case information must be assessed for privilege, protective orders and confidentiality; OLS will notify the office when lawful and appropriate and limit disclosure to what is required. No promise of absolute mediation privilege is made.
7. Storage, security and your device
The development Supabase project is in the United States, Ohio region. This does not establish the location of every provider log, backup or support operation; those must be verified before launch. Planned safeguards include individual sign-in, multifactor verification for office access, restricted database permissions, case separation, private file storage, secure transport, limited support access and incident procedures. A safeguard is not a compliance certification or a guarantee. Current tests simulate authentication claims; hosted integration, uploads, monitoring and recovery checks remain pending. Downloaded documents leave OM’s access controls; the office is responsible for appropriate storage, recipient checks and disposal on its devices and elsewhere.
8. Retention, deletion and backups
The office directs professional record retention subject to law, court orders and legal holds. OLS will retain its own account, billing, security and support records only for necessary operational and legal periods. Production retention periods, export opportunities, deletion requests and backup expiry will be disclosed before live data is accepted. The development app does not yet offer a complete deletion/export process. Immutable agreement history preserves versions and is not a promise of indefinite retention or an exception to applicable rights. A deletion request may require identity checks and coordination with the office and may not override a lawful retention obligation. Backups can persist after deletion from active systems until scheduled expiry; OLS must restrict access and apply deletions again after restoration where appropriate.
9. Questions and privacy requests
Contact jody@outpostlegalsolutions.com for privacy questions or requests and your mediator’s office for case-record requests. Give only the minimum identifying information needed; do not send private safety details by ordinary email. OLS will verify identity reasonably and use a safe contact method where requested and feasible. Depending on applicable law, you may have rights to access, correct, delete or obtain certain information, opt out of specified processing, or appeal a denial. OLS will respond and explain applicable limitations and any required appeal process within legal deadlines. Iowa’s consumer privacy statute has thresholds and exemptions; OLS does not assume it applies to every record or person, and this notice does not reduce rights under other applicable laws. Offices must not disclose another participant’s private answers when responding to a request.
10. Essential browser storage and communications
The functional app uses the authentication provider’s browser session storage to maintain sign-in, including session tokens. Closing a browser alone may not sign you out. Sign out on shared devices and do not allow someone else to use your authenticated session. No advertising trackers or optional analytics have been intentionally added to this app. Provider diagnostics and any future cookies or analytics must be inventoried before launch; optional technologies will receive any legally required choice. Service and security notices will use configured safe channels. Marketing consent will be separate and optional; privacy acknowledgment is not marketing consent.
11. Incidents, changes and confidentiality limits
If a security incident occurs, OLS will investigate, contain it and give affected offices and individuals legally required notices under applicable law and the data-processing agreement. Confidentiality and privilege depend on the mediation, law, agreements, exceptions and any waiver; storage in OM does not itself establish privilege or prevent lawful disclosure. Material changes to this notice will be identified by version and effective date and communicated as required. An acknowledgment confirms receipt of the notice; it does not waive legal rights or authorize unrelated processing. This draft has no effective date until approved and adopted.