Legal

Privacy Policy

Effective Date: January 1, 2026  ·  Last Updated: January 1, 2026

Fair Square Systems, Inc. ("FairSquare," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and dispute resolution services.

1. Information We Collect

We collect information you provide directly to us, including:

  • Account and contact information: name, email address, phone number, and mailing address.
  • Dispute information: details about the dispute you submit, including supporting documents, photographs, contracts, invoices, and communications.
  • Payment information: billing details processed securely through our payment processor. We do not store full card numbers.
  • Communications: messages you send to us or through our platform during the resolution process.

We also automatically collect certain technical information when you use our platform, including IP address, browser type, pages visited, and device identifiers, via cookies and similar tracking technologies.

2. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and improve our dispute resolution services.
  • Facilitate communication between parties and neutral mediators or arbitrators.
  • Process payments and send transaction confirmations.
  • Send administrative notices, case updates, and service-related communications.
  • Comply with legal obligations and enforce our Terms of Use.
  • Detect and prevent fraud, abuse, and security incidents.
  • Analyze usage trends to improve platform performance and user experience.

3. Sharing of Information

We do not sell your personal information. We may share your information with:

  • Other parties to your dispute: information necessary to conduct the mediation or arbitration process is shared with the opposing party and the assigned neutral.
  • Neutral professionals: mediators and arbitrators who are bound by confidentiality obligations.
  • Service providers: vendors who help us operate our platform (hosting, payments, email delivery), subject to data processing agreements.
  • Legal authorities: when required by law, subpoena, court order, or to protect our rights or the safety of others.
  • Business transfers: in connection with a merger, acquisition, or sale of assets, with notice provided to affected users.

4. Confidentiality of Dispute Proceedings

All mediation and arbitration proceedings conducted through FairSquare are confidential. Information submitted as part of a dispute is used solely to facilitate resolution and is not disclosed to third parties except as described above or as required by law.

5. Cookies and Tracking Technologies

We use cookies and similar technologies to authenticate users, remember preferences, and analyze traffic. You may disable cookies in your browser settings, though this may limit some platform functionality.

6. Data Retention

We retain your personal information and dispute records for as long as necessary to provide our services, comply with legal obligations, resolve disputes, and enforce our agreements. Closed case records are generally retained for seven (7) years.

7. Your Rights and Choices

Depending on your jurisdiction, you may have the right to:

  • Access the personal information we hold about you.
  • Request correction of inaccurate data.
  • Request deletion of your data, subject to legal retention requirements.
  • Opt out of marketing communications at any time via the unsubscribe link in any email.

To exercise any of these rights, please contact us in writing at the mailing address in Section 11 below.

8. Security

We implement industry-standard security measures including encryption in transit (TLS), access controls, and regular security reviews. No system is completely secure; we encourage you to use a strong, unique password and contact us immediately if you suspect unauthorized access to your account.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor has provided us with personal information, we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised effective date. Continued use of our services after such changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this Privacy Policy or our privacy practices, please contact us in writing:

Fair Square Systems, Inc.
[Mailing Address Placeholder]
[City, State, ZIP]