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Espoir Mediation & Insurance Advocacy — Privacy Policy

Effective Date: [01/01/2026] Last Updated: [03/01/2026]

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Espoir Mediation & Insurance Advocacy (“Espoir,” “we,” “our,” or “us”) is committed to protecting the privacy, confidentiality, and security of the individuals and organizations we serve. This Privacy Policy explains how we collect, use, store, and protect personal information through our mediation services, insurance advocacy services, website, and any related communication.

By using our services or accessing our website, you agree to the practices described in this Privacy Policy.

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1. Scope of This Policy

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This Privacy Policy applies to:

  • Mediation services

  • Insurance advocacy and healthcare navigation

  • Consultations (virtual or in‑person)

  • Website interactions

  • Email, phone, and text communications

  • Intake forms and documentation

This policy does not apply to third‑party websites or services we may link to.

 

2. Information We Collect

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We may collect the following types of information:

 

A. Personal Information

  • Name

  • Address

  • Phone number

  • Email address

  • Date of birth

  • Identification documents (if required for advocacy)

 

B. Mediation‑Related Information

  • Case details

  • Parties involved

  • Documents voluntarily provided

  • Notes and communication relevant to the mediation process

 

C. Insurance & Healthcare Information

(Protected under HIPAA‑aligned standards)

  • Insurance policy details

  • Claims information

  • Medical billing documents

  • Provider correspondence

  • Authorization forms

 

D. Website & Technical Information

  • IP address

  • Browser type

  • Device information

  • Cookies and usage data (if enabled on your site)

 

3. How We Use Your Information

We use the information we collect to:

  • Provide mediation services

  • Provide insurance advocacy and healthcare navigation

  • Communicate with you about your case or inquiry

  • Prepare documents, appeals, or case summaries

  • Improve our services and client experience

  • Maintain internal records and compliance

  • Protect against fraud or unauthorized access

We do not sell or rent your personal information.

 

4. Mediation Confidentiality

Espoir follows strict confidentiality standards consistent with mediation ethics and state guidelines.

We do not disclose:

  • Mediation discussions

  • Notes

  • Documents

  • Statements made during mediation

Exceptions apply only when required by law (e.g., threats of harm, court order).

 

5. Insurance Advocacy & HIPAA‑Aligned Protections

While Espoir is not a medical provider, we handle sensitive health‑related information. We follow HIPAA‑aligned privacy practices, including:

  • Limiting access to client information

  • Using secure communication methods

  • Storing documents in protected systems

  • Releasing information only with client consent

We do not share your medical or insurance information without your explicit authorization unless required by law.

 

6. How We Share Information

We may share information only in the following situations:

 

A. With Your Consent

  • Insurance companies

  • Healthcare providers

  • Legal representatives

  • Family members (if authorized)

 

B. For Service Delivery

Only when necessary to complete:

  • Claims

  • Appeals

  • Prior authorizations

  • Mediation scheduling

 

C. Legal Requirements

We may disclose information if required to:

  • Comply with a court order

  • Respond to legal process

  • Prevent harm or fraud

We do not share information for marketing purposes.

 

7. Data Security

We use reasonable administrative, technical, and physical safeguards to protect your information, including:

  • Encrypted storage

  • Secure email and document handling

  • Access controls

  • Password‑protected systems

  • Limited staff access

No system is 100% secure, but we take all reasonable steps to protect your data.

 

8. Data Retention

We retain information only as long as necessary to:

  • Provide services

  • Meet legal and ethical obligations

  • Maintain accurate records

Mediation records are typically retained for a limited period and then securely destroyed.

 

9. Your Rights

You have the right to:

  • Request access to your information

  • Request corrections

  • Request deletion (where legally permitted)

  • Withdraw consent

  • Request a copy of your records

  • Ask how your information is used

To exercise these rights, contact us using the information below.

 

10. Cookies & Website Tracking

If your website uses cookies, analytics, or tracking tools, we may collect:

  • Usage data

  • Page views

  • Device information

You may disable cookies through your browser settings.

 

11. Children’s Privacy

Our services are not directed to children under 13. We do not knowingly collect information from minors without parental or guardian consent.

 

12. Updates to This Policy

We may update this Privacy Policy from time to time. The “Last Updated” date will reflect the most recent revision.

 

13. Contact Information

If you have questions about this Privacy Policy or wish to exercise your rights, contact:

Espoir Mediation & Insurance Advocacy Email: [Support@espoircare.org] Phone: [PH: (847) 238-2897‬] Website: [https://www.espoircare.org] Address: [3618 W 80th LnUnit #121Merrillville, IN 46410]

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