Privacy Policy

Effective Date: January 2026

Last Updated: February 2026

Introduction

SteelMine Intelligence ("we," "our," or "us") is committed to protecting your privacy and handling your personal information with the highest level of care and confidentiality. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, engage our services, or communicate with us.

Given the sensitive nature of our work—including fraud investigation, child welfare advocacy, and organizational consulting—we maintain enhanced privacy and security standards that exceed typical business practices.

By using our website or services, you agree to the terms of this Privacy Policy.

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1. Information 

1.1 Information You Provide Directly

We collect information that you voluntarily provide when you:

• Request a consultation or contact us through our website
• Engage our services as a client
• Subscribe to our newsletter or Insights blog
• Submit forms or communicate with us via email or phone

This information may include:

• Name and contact information (email, phone number, mailing address)
• Professional or organizational affiliation
• Details about your inquiry, case, or consulting needs
• Any other information you choose to provide

1.2 Information About Your Case or Engagement

When you engage SteelMine Intelligence for services, we may collect:

• Fraud Investigation Services: Transaction records, financial documentation, dispute details, communications, evidence materials, witness statements, and related case information
• Consulting & Advisory Services: Organizational documents, policies, procedures, personnel information, assessment data, and strategic planning materials
• Advocacy & Child Welfare Services: Case files, court documents, assessment reports, stakeholder communications, and other confidential materials related to child welfare matters

Important Note: All case-related information is subject to strict confidentiality protocols and is handled in compliance with applicable legal and ethical requirements.

1.3 Automatically Collected Information

When you visit our website, we may automatically collect:

• Device and browser information: IP address, browser type, operating system
• Usage data: Pages visited, time spent on pages, navigation paths
• Cookies and similar technologies: See Section 5 below

1.4 Information from Third Parties

We may receive information from:

• Legal and professional referrals: Contact information and case context from referring attorneys, organizations, or professionals
• Public records: Information available through court filings, regulatory databases, or public documents relevant to our investigative work
• Third-party verification services: Background checks, credential verification, or professional licensing confirmations when applicable to our work

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2. How We Use Your Information

We use collected information for the following purposes:

2.1 Service Delivery

• Conducting fraud investigations and analysis
• Providing consulting and advisory services
• Performing child welfare case reviews and advocacy
• Communicating with you about your engagement
• Preparing reports, recommendations, and deliverables

2.2 Business Operations

• Responding to inquiries and consultation requests
• Processing payments and maintaining financial records
• Managing client relationships and engagement logistics
• Improving our services and website functionality

2.3 Legal and Professional Obligations

• Complying with applicable laws and regulations
• Responding to court orders, subpoenas, or legal processes
• Fulfilling mandatory reporting requirements (e.g., child welfare obligations)
• Maintaining professional liability insurance and risk management protocols

2.4 Marketing and Communications

• Sending newsletters and Insights blog updates (with your consent)
• Sharing industry updates and professional resources
• Announcing new services or capabilities

You may opt out of marketing communications at any time using the unsubscribe link in emails or by contacting us directly.

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3. How We Share Your Information

We do not sell, rent, or trade your personal information. We may share information only in the following circumstances:

3.1 With Your Consent

We will share information with third parties when you have explicitly authorized us to do so.

3.2 Service Providers

We may share information with trusted third-party service providers who assist with:

• Website hosting and maintenance
• Payment processing
• Email delivery and newsletter management
• Data storage and backup services
• Professional liability insurance carriers

All service providers are contractually bound to maintain confidentiality and security standards consistent with this policy.

3.3 Legal and Professional Obligations

We may disclose information when:

• Required by law: Court orders, subpoenas, regulatory requests, or legal processes
• Mandatory reporting: Child abuse reporting obligations, fraud reporting to financial institutions or law enforcement when legally required
• Professional standards: Disclosures required by professional codes of conduct or regulatory bodies
• Legal defense: Necessary to defend against legal claims or protect our legal rights

3.4 Case-Specific Disclosures

Depending on the nature of your engagement:

• Fraud investigations: We may share findings with financial institutions, law enforcement, or legal counsel as directed by you or required by law
• Consulting engagements: We may share reports and recommendations with designated organizational stakeholders
• Child welfare advocacy: We share findings and recommendations with courts, child welfare agencies, and authorized parties in accordance with statutory requirements

All case-specific disclosures are governed by engagement agreements and applicable confidentiality requirements.

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4. Data Security

We implement industry-leading security measures to protect your information:

4.1 Technical Safeguards

• Enterprise-grade network security: Full network security management with intrusion prevention and threat detection
• Network segmentation: Isolated network zones separating business operations, guest access, and high-security investigative work
• Encryption: Data encryption in transit (TLS/SSL) and at rest
• Secure credential management: Password protection using enterprise password management systems
• Multi-factor authentication: Required for access to sensitive systems

4.2 Physical Safeguards

• Secure home office environment with controlled access
• Locked storage for physical documents
• Secure destruction protocols for sensitive materials

4.3 Administrative Safeguards

• Access controls: Information access limited to personnel with legitimate need-to-know
• Confidentiality agreements: All contractors and service providers sign confidentiality agreements
• Regular security assessments: Ongoing evaluation and enhancement of security protocols
• Incident response procedures: Documented protocols for responding to potential security incidents

4.4 Backup and Recovery

We maintain comprehensive backup systems:

• Cloud backup: Encrypted cloud based storage
• Local backup: Device backups to secure and encrypted external drives
• Redundant systems: Multiple backup layers to ensure data integrity and availability

While we implement robust security measures, no system is completely secure. We will notify you of any data breach affecting your information in accordance with applicable law.

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5. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to:

• Ensure proper website functionality
• Analyze website traffic and user behavior
• Improve user experience

Types of Cookies We Use:

• Essential cookies: Required for website operation
• Analytics cookies: Help us understand how visitors use our site
• Preference cookies: Remember your settings and preferences

You can control cookie settings through your browser. Disabling cookies may affect website functionality.

We do not use tracking technologies for targeted advertising.

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6. Data Retention

We retain information for as long as necessary to fulfill the purposes outlined in this policy:

6.1 Client Engagement Records

• Active engagements: Duration of engagement plus any contractual retention period
• Completed engagements: Minimum of 7 years from engagement completion (consistent with professional liability insurance requirements and statute of limitations considerations)
• Child welfare records: Maintained in accordance with applicable state laws and court requirements

6.2 Website and Marketing Data

• Newsletter subscribers: Until you unsubscribe or request deletion
• Contact inquiries: 2 years from last contact
• Website analytics: Aggregated data retained indefinitely; individual data purged after 26 months

6.3 Legal and Regulatory Requirements

Some information must be retained longer to comply with:

• Tax and financial record requirements
• Professional licensing obligations
• Court orders or legal hold requirements

You may request deletion of your information subject to legal and contractual retention obligations

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7. Your Privacy Rights

Depending on your location, you may have the following rights:

7.1 Access and Correction

• Request access to information we hold about you
• Request correction of inaccurate or incomplete information

7.2 Deletion

• Request deletion of your information (subject to legal retention requirements)

7.3 Objection and Restriction

• Object to certain processing of your information
• Request restriction of how we use your information

7.4 Data Portability

• Request a copy of your information in a portable format

7.5 Withdraw Consent

• Withdraw consent for marketing communications or optional data processing

To exercise these rights, contact us at: info@steelmineintelligence.com

We will respond to requests within 30 days. Some requests may be subject to legal limitations (e.g., we cannot delete records required for legal compliance).

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8. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

• Right to know: What personal information we collect, use, and disclose
• Right to delete: Request deletion of your personal information
• Right to opt-out: We do not sell personal information, so opt-out is not applicable
• Right to non-discrimination: We will not discriminate against you for exercising your rights

To exercise CCPA rights: Contact us at info@steelmineintelligence.com with "California Privacy Rights" in the subject line.

Authorized agent requests: If you use an authorized agent, we may require verification of authorization.

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9. Children's Privacy

Our website and general business services are not directed to children under 13. We do not knowingly collect information from children under 13 through our website.

Child Welfare Services Exception: Our child welfare advocacy work necessarily involves information about minors. This information is:

• Collected only as required to fulfill our statutory obligations
• Subject to enhanced confidentiality protections under state and federal law
• Governed by court orders and child welfare regulations
• Never used for marketing or non-service purposes

If you believe we have inadvertently collected information from a child under 13 through our website, please contact us immediately.

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10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of external sites. We encourage you to review the privacy policies of any third-party sites you visit.

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11. International Data Transfers

SteelMine Intelligence operates in the United States. If you are accessing our services from outside the U.S.:

• Your information will be transferred to and processed in the United States
• U.S. data protection laws may differ from those in your country
• By using our services, you consent to transfer and processing in the U.S.

We implement appropriate safeguards for international data transfers consistent with applicable law.

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12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect:

• Changes in our practices or services
• Legal or regulatory developments
• Security enhancements

Notification of changes:

• Updated "Last Updated" date at the top of this policy
• Material changes will be posted prominently on our website
• Significant changes may be communicated via email to active clients

Your continued use of our services after changes constitutes acceptance of the updated policy.

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13. Contact Information

For questions, concerns, or requests regarding this Privacy Policy or our privacy practices:

SteelMine Intelligence LLC

Email: info@steelmineintelligence.com

Response time: We will respond to privacy inquiries within 14 business days.

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14. Commitment to Confidentiality

Beyond this Privacy Policy, SteelMine Intelligence maintains enhanced confidentiality commitments:

• Attorney-client privilege: When working with legal counsel, we respect and maintain privilege
• Work product protection: Investigative materials prepared for litigation are protected
• Professional codes of conduct: We adhere to ethical obligations of our professional memberships
• Contractual confidentiality: Client engagement agreements include specific confidentiality provisions

Our commitment: Your trust is foundational to our work. We will never compromise confidentiality for convenience or commercial gain.