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Cole & Van Note Privacy Policy

OVERVIEW:

Cole & Van Note and its affiliates (referred to herein as “CVN”, “we,” “us,” or “our”) respect your privacy and are committed to complying with this privacy policy (“Privacy Policy”). This Privacy Policy describes what information we collect about you, how we use it, with whom we may share it, and what choices you have regarding our use of that information. This Privacy Policy applies to personal information collected in connection with our website located at https://colevannote.com and any other webpage that CVN maintains that links to this Privacy Policy (collectively, the “Site”), our email communications, our social media pages, other online or wireless offerings that post a link to the Privacy Policy, and other circumstances in connection with the services we provide (collectively, the “Platform”).

CATEGORIES OF PERSONAL INFORMATION WE MAY GATHER:

The categories of personal information we gather will vary based on the services you seek and, for clients, the specifics of our representation or your particular case. The following table outlines certain categories (with illustrative examples) of personal information that we might gather concerning you:

 

CategoriesExamples
A. Personal Identifiers and Demographic DetailsContact details, information like name, email address, phone number, mailing address, occupational title, and organizational affiliation. Unique identifiers, such as client ID, username, IP address, device ID, and additional online markers acquired automatically during your utilization of the Platform. Demographic insights, including birthdate, and broad location details such as city, state, and geographic area.
B. Sensitive Personal InformationOfficial Identification Numbers, including but not limited to Social Security number, driver’s license number, passport number, and various identification details. Financial particulars, covering account numbers, wiring instructions, insurance policy details, invoices, and other relevant payment or banking information. Health-related data, such as physician’s notes, treatment plans, medical conditions, prescribed medications, insurance documentation, details of doctor visits, daily symptom reporting, and other associated records and information.
C. Sensory DataSensory data, such as any photographs, videos, audio recordings, or any other information that may be given as part of a case file.
D. Commercial DataLegal Representation Details, encompassing information about your claim, case, or any other legal proceedings, including the distribution of settlements or other payments if applicable. Account particulars, including the username and password you provide during the account registration process, along with any information stored or transmitted within your account or profile. Interactions, spanning communications initiated by phone or email, confidential and privileged exchanges with our attorneys, and conversations conducted through our digital chat services “Tidio.”
E. Online or Network EngagementDigital Interaction Details, including interconnected pages, viewed pages or screens, time dedicated to a page or screen, pathways navigated between pages or screens, specifics of actions taken on a page or screen, access timestamps, duration of access, and additional online engagement data. Device particulars, such as the operating system for computers and mobile devices, version numbers, wireless carrier details, manufacturer and model specifications, browser types, screen resolutions, general location insights like city, state, or geographic area, and other device-related information automatically gathered.
F. Occupational or Employment DetailsApplication for Employment Details, encompassing your resume or CV, background check particulars, references, and additional relevant information. Professional History Information, including job title, role, employer details, employment chronology, current or past job engagements, and other pertinent professional data.
G. Education InformationAcademic Documentation, comprising transcripts or educational background information.
H. Conclusions Derived from Individual DataProfiles Indicating Preferences, Traits, Psychological Patterns, Inclinations, Behavior, Attitudes, Intelligence, Skills, or Aptitudes.

SOURCES OF PERSONAL INFORMATION:

The mentioned categories of personal information may be gathered from the following places:

  1. Information Supplied by You: We gather the personal information you supply when utilizing our Platform, whether it be through contacting us, establishing an account, submitting a job application, or in any other manner. Additionally, certain sections of the Services, as explicitly indicated by CVN, may be utilized by current CVN clients for communication in the context of an attorney-client relationship. The decision to provide such information is at your discretion; however, it might be necessary to address your specific request.
  2. Automatic Collection of Personal Information: Both we and our third-party providers might employ technologies like log files, tracking pixels, cookies, and analytic tools and services, including other similar methods, to automatically gather personal information pertaining to you.

TECHNOLOGIES FOR AUTOMATED DATA COLLECTION:
In order to enable the aforementioned automatic collection, we may utilize the following technologies:

  1. Cookies: A cookie is a small piece of data stored by your web browser on your computer or mobile device. These cookies are employed to gather details about your interactions with the Platform, aiming to recall user preferences and configurations, tailor your interaction with the Platform, support online advertising, and enhance security measures. You may opt-out of the automatic collection of some information by referring to your web browser or mobile device options or settings menu. However, doing so may disable many of the portions, features, or functionality of the Platform. Each browser is different, so check the “Help” menu of your browser to learn how to change your cookie preferences or visit http://www.allaboutcookies.org for more information.
  2. Pixels: Pixels, which are also known as “web beacons,” are typically used to determine whether a webpage or email was accessed or opened, or that certain content was viewed or clicked. Data collected from pixels is often used to compile statistics about usage of websites and the success of email marketing campaigns.
  3. Texting: You agree we may text you, and collect and retain our text conversations and your contact information for texting. We will not share our text conversations with anyone outside our law firm without your consent.

ACQUISITION OF INDIVIDUAL DATA FROM THIRD PARTIES:
We may also gather or obtain personal information from external sources, which may encompass:

  1. Our Business Partners,  including third-party data providers and advertising associates.
  2. Public sources, such as social media platforms and publicly-available records.
  3. Individuals or entities engaged in the legal affairs of our clients, such as physicians, other involved parties, and individuals directed by you to provide information to us.
  4. Referral sources, such as members within our referral network, website submissions, and various other sources of referral.

ONLINE ANALYTICS:
Utilizing third-party analytical tools, like Google Analytics, is one of our approaches to gain deeper insights into your interaction with our Platform and identify potential enhancements. For additional details on how Google gathers, utilizes, and discloses your information, please refer to the Google Privacy Policy.To avoid your data being utilized by Google Analytics, you have the option to download the opt-out browser add-on here: Google Analytics Opt-out.

UTILIZATION OF YOUR PERSONAL INFORMATION: We may use your personal information for the following purposes and as otherwise described in this Privacy Policy or at the time of collection:

  1. Facilitating the Platform and Services: Your personal information is utilized to provide our services, including the Platform. For example, we use personal information:
    • to facilitate your requests for a free case evaluation and determine your legal needs;
    • to provide you with legal and other services, content, and features you request;
    • to create, manage, and monitor your account;
    • to respond to your inquiries and communicate with you, including placing calls or sending texts using any automated technology, including prerecorded messages;
    • to operate, troubleshoot, and improve the Platform;
    • to process your transactions, invoices, and settlement payments;
    • to understand your interests, personalize your experience on the Platform, and deliver information about products and services relevant to your interests;
    • respond to your inquiries and requests for customer support, including to investigate and address your concerns and monitor and improve our responses; and
    • enable security features of the Platform, such as by sending you security codes via email or SMS, and remembering devices from which you have previously logged in.
  2. Client Assistance: In the case that you are a client, your personal information is employed to deliver the services you seek, which encompasses legal representation and other relevant assistance.
  3. Direct Marketing and Advertising: Your personal information might be employed to provide you with marketing or promotional content, as well as other details about our services and those offered by our affiliated entities.
  4. Interest-Based Advertising: Our organization, in collaboration with our business partners and third-party advertising associates, may gather and utilize your personal information for advertising endeavors. We might engage with third-party advertising firms and social media entities to assist us in promoting our services, identifying potential customers, and exhibiting advertisements on our Platform and various other sites and services. This involves the utilization of interest-based advertising, where these entities may employ cookies and comparable technologies to accumulate information about you (including device details and online activity, as previously outlined) across our Platform, other sites, services, or your interactions with our emails. Subsequently, they leverage this information to present ads that align with your interests. Additionally, they may use hashed customer lists shared with us to deliver targeted ads to you and similar users on their platforms. For insights into limiting interest-based advertising, please refer to the “Advertising Choices” section below.
  5. Research & Development: Analyzing the utilization of the Platform and enhancing both the Platform and our services is one of the potential applications of your personal information. We use personal information for research and development purposes including by generating and analyzing statistics, preferences, and usage trends, to make our Platform and other offerings better, diagnose technical issues, and develop new features and functionality. As part of these activities, we may create aggregated, de-identified or other anonymous data from personal information we collect. We make personal information into anonymous data by removing information that makes the data personally identifiable to you. We may use this anonymous data and share it with third parties for our lawful business purposes, including to analyze and improve the Platform and promote our business.
  6. Hiring Purposes: Should you decide to seek employment by expressing interest in any of our available roles, providing application details or making inquiries about a position, your personal information will be utilized throughout the assessment, recruitment, and hiring processes. This includes activities such as conducting background checks and reaching out to your provided references.
  7. Adherence to Legal and Regulatory Standards: Your personal information might be utilized to fulfill legal obligations, such as responding to subpoenas, court orders, or legal processes, or to establish and defend legal claims.
  8. Compliance, Fraud Prevention and Safety:
    • to enforce our Terms of Use and other agreements we may have;
    • to comply with applicable laws, regulations, and legal processes;
    • to protect our, your, or others’ rights, privacy, safety, or property (including by making and defending legal claims);
    • to maintain the security and integrity of our business, the Platform, users, our third party business partners and service providers our databases and other technology assets;
    • audit our internal processes for compliance with legal and contractual requirements and internal policies; and
    • prevent, identify, investigate and deter fraudulent, harmful, unauthorized, unethical or illegal activity, including cyberattacks and identity theft.
  9. Security: Safeguarding the stability and soundness of the Platform and our business is a potential use of your personal information. This includes activities like monitoring, preventing fraud, unauthorized access, or other security incidents.

SHARING OF PERSONAL INFORMATION:

In addition to the specific situations discussed elsewhere in this Privacy Policy or as otherwise described at the time of collection, we may share your personal information with external parties for the following objectives:

  1. External Service Providers: Your personal information may be disclosed to third-party service providers who carry out various tasks on our behalf. These tasks may encompass website hosting, data analysis, provision of information technology and related infrastructure, customer service, email delivery, and additional services. These third-party service providers have limited access to personal information only as needed to perform their functions on our behalf and for no other purpose. CVN will not share with third-party service providers any text message originator opt-in data and consent, or any election to receive SMS communications.
  2. Other Law Firms and Lawyers: CVN may share, at your direction or with your permission, your personal information with other law firms and/or other lawyers where we jointly represent a client and when we refer cases or potential cases to other counsel, or as otherwise required in connection with our legal representation of you. Personal information provided pursuant to an attorney/client relationship may not be shared with third parties except as is done with such precautions to preserve the confidentiality of such information and any attorney/client privilege as may attach to such information.
  3. Adherence to Legal and Regulatory Standards: Your personal information might be utilized to fulfill legal obligations, such as responding to subpoenas, court orders, or legal processes, or to establish and defend legal claims.
  4. Authorities, Law Enforcement, and Others:  CVN may disclose personal information to comply with laws, regulations or other legal obligations, to assist in an investigation, to protect and defend our rights and property, or the rights or safety of third parties, to enforce our agreements, Terms of Use or this Privacy Policy or agreements with third parties, or for crime-prevention purposes.
  5. Business Transactions: CVN may disclose your personal information to service providers, advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a transaction (or potential transaction) such as a corporate divestiture, financing, merger, consolidation, acquisition, reorganization, sale, spin-off, or other disposition of all or any portion of the business or assets of, or equity interests in, CVN or our related companies (including in connection with a bankruptcy or similar proceedings).
  6. With Your Consent: We may share your personal information in accordance with your consent.

YOUR OPTIONS:

You possess specific choices regarding how we utilize and reveal your personal information. These options encompass:

  1. Opt-Out of Marketing Communications: If you no longer wish to receive marketing communications from us, you can let us know by submitting a contact form via the “Contact Us” page of our website, or by mail at the address provided below in “Contact Us.” The electronic marketing communications we send may also contain an opt-out mechanism. Please note that it may take up to 10 calendar days to remove your contact information from our marketing communications lists, so you may receive correspondence from us for a short time after you make your request. Please also contact us to update or correct your information if it changes or if you believe that any information that we have collected about you is inaccurate.
  2. Cookies: Typically, web browsers are configured to accept cookies as the default setting. However, if you wish, you can opt to adjust your browser settings to eliminate or decline browser cookies. It’s important to note that this action may not necessarily impact third-party flash cookies associated with the Platform. If you want to delete or disable flash cookies, additional information can be found at Adobe Flash Player Help.
  3. Marketing Communications: You may choose to opt-out of receiving marketing communications or promotional emails from us by following the instructions in those emails. If you opt-out, we may still send you non-promotional emails, such as emails about your accounts or our ongoing business relations.
  4. Advertising Choices: Some of our advertising partners are members of the Network Advertising Initiative (NAI) and are subject to the Self-Regulatory Principles for Online Behavioral Advertising published by the Digital Advertising Alliance (DAA). You can obtain more information about these companies’ information collection practices and opt-out of receiving interest-based advertising from participating NAI and DAA members at http://www.networkadvertising.org/ and/or the DAA’s website at optout.aboutads.info. You can also limit collection of your information for interest-based ads by blocking third party cookies in your browser settings or using privacy plug-ins or ad blocking software that help you block third party cookies. In addition, your mobile device settings may provide functionality to limit use of the advertising ID associated with your mobile device for targeted online advertising purposes. If you opt-out of interest-based advertisements, you will still see advertisements online but they may be less relevant to you. Some of the third party advertising companies we may work with offer their own opt-out options that you can use to limit their use of your information for interest-based advertising. Please note that we also may work with companies that offer their own opt-out mechanisms, such as Google (https://adssettings.google.com/) and Facebook (https://www.facebook.com/about/ads), or do not participate in the opt-out mechanisms described above. Even after using these opt-out mechanisms, you may receive interest-based advertising from other companies.
  5. Declining to Provide Information: We need to collect personal information to provide certain services. If you do not provide the information requested, we may not be able to provide those services.

INFORMATION SECURITY:

CVN takes commercially reasonable measures to secure and protect the personal information we collect. Nevertheless, no security system is impenetrable. We cannot guarantee the absolute security of your personal information. Moreover, we are not responsible for the security of information you transmit to us over networks that we do not control, including the Internet and wireless networks.

DO NOT TRACK REQUESTS:

We adhere to the standards set out in this Privacy Policy and do not monitor or follow any Do Not Track browser requests. To find out more about “Do Not Track,” please visit http://www.allaboutdnt.com.

USING THE PLATFORM FROM OUTSIDE THE UNITED STATES:

CVN is headquartered in the United States of America, and we may have affiliates and service providers in the United States and other countries. Please be aware that your personal information may be transferred to, stored or processed in the United States, where our servers are located and our central database is operated, and other locations outside of your home country. The data protection and other laws of these countries might not be as comprehensive as those in your country. By using any portion of the Platform, you understand and consent to the transfer of your personal information to our facilities in the United States and those third parties with whom we share it as described in this Privacy Policy.

CHILD PRIVACY:

The Platform is not intended for individuals under the age of 16, and we do not intentionally gather personal information from individuals under this age. If you are under 16, we kindly request that you refrain from using or accessing the Platform in any manner. In the event that we become aware of the collection of personal information from individuals under 16 years of age without verifiable parental consent, we will promptly take necessary measures to delete such information.

RETENTION OF PERSONAL INFORMATION:

We will uphold your personal information for the duration essential to fulfill the objectives elucidated in this Privacy Policy, unless a legal requirement or allowance mandates a more extended retention period.

EXTERNAL LINKS:

The Platform might include links to other websites or services not owned or managed by us, which may encompass links to social media platforms. The practices outlined in this Privacy Policy do not extend to the privacy procedures of those external websites. We recommend that you examine the privacy policies of such websites or services.

YOUR CALIFORNIA PRIVACY RIGHTS:

This section applies only to California residents. It describes how we collect, use, and share personal information of California residents when we act as a “business” as defined under California privacy law, and their rights with respect to their personal information. For purposes of this section, “personal information” has the meaning given under California privacy law but does not include information exempted from the scope of those laws. In some situations, we may provide a different privacy notice to certain categories of California residents, whereby that notice will apply instead of this section.

California Civil Code Section § 1798.83 permits users of our Platform who are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please contact us.

In addition, the state of California provides California residents with certain other rights concerning their personal information. This section describes (1) the categories of personal information, collected and disclosed by CVN, subject to California privacy law, (2) your privacy rights under California privacy law, and (3) how to exercise your rights.

PERSONAL INFORMATION WE COLLECT, USE AND/OR DISCLOSE:
In accordance with California law, we describe:

  • the categories of personal information we may have collected about you in the preceding 12 months and the categories of sources from which we collected your personal information in the section above called “Types of Personal Information We Collect”;
  • the business and commercial purposes for which we collect this information in the section above called “Use of Personal Information”; and
  • the categories of third parties to whom we disclose this information in the section above called “Sharing of Personal Information”.

CVN must also disclose whether the following categories of personal information are disclosed for a “business purpose” or “valuable consideration” as those terms are defined under California privacy law, which also calls this latter category a “sale.” Note that while a category below may be marked, that does not necessarily mean that we have personal information in that category about you.

In the preceding twelve months, we have disclosed the following categories of personal information in the manner described:

 

CategoryPersonal Information Disclosed for a Business PurposePersonal  information Disclosed for Valuable Consideration
A. Personal Identifiers and Demographic DetailsYesNo
B. Sensitive Personal InformationYesNo
C. Sensory DataYesNo
D. Commercial DataYesNo
E. Online or Network EngagementYesNo
F. Occupational or Employment DetailsYesNo
G. Education InformationYesNo
H. Conclusions Derived from Individual DataYesNo

YOUR PRIVACY RIGHTS UNDER CALIFORNIA LAW:

Under California law, subject to certain exceptions, California residents have the following rights with respect to their personal information:

  • Access. You have the right to request information on the categories of personal information that we collected about you in the previous 12 months, the categories of sources from which the personal information was collected, the specific pieces of personal information we have collected about you, the business and commercial purposes for which such personal information is collected and shared, and the categories of third parties to whom we disclose such personal information.
  • You have the right to request we delete your personal information, subject to certain exceptions.
  • Opt-Out of Sales. If we “sell” your personal information, you can opt-out.
  • Non-discrimination. California residents are entitled to exercise the rights described above free from discrimination or legally prohibited increases in the price or decreases in the quality of our products and services.

Please note, these rights are not absolute and, in some situations, we may not be able to respond to your request, such as when a legal exemption applies or if we are not able to verify your identity.

HOW TO REQUEST TO EXERCISE YOUR CALIFORNIA PRIVACY RIGHTS:

If you would like to exercise your rights listed above, please follow the directions below:

  1. Access and Erasure Rights: Send (or have your authorized agent send) an email to info@colevannote.com or call us toll-free at: 1-(510) 891-9800.
  2. Right to Opt-Out of the Sale of Personal Information: Under California law, some of the personal information that we share with our advertising partners may qualify as a “sale” as defined under California privacy law. To exercise your right to opt-out of such “sale,” please:

While we take measures to ensure that those responsible for receiving and responding to your request are informed of your rights and how to help you exercise those rights, when contacting us to exercise your rights, we ask you to please adhere to the following guidelines:

  • Tell Us Which Right You Are Exercising: Specify which right you want to exercise and the personal information to which your request relates (if not to you). If you are an authorized agent acting on behalf of another consumer, please clearly indicate this fact and your authority to act on such consumer’s behalf. We may require the requester’s proof of identification, the authorized agent’s proof of identification, and any other information that we may request in order to verify your request, including evidence of valid permission to act on requester’s behalf.
  • Help Us Verify Your Identity: Provide us with information to verify your identity. Please note that if we cannot initially verify your identity, we may request additional information to complete the verification process. Any personal information you disclose to us for purposes of verifying your identity will solely be used for the purpose of verification.
  • Direct Our Response Delivery: Please provide us with an e-mail or mailing address through which we can provide our response. If you make the request by email, unless otherwise requested, we will assume that we can respond to the email address from which you made the request.

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee or decline to comply with your request if your request is clearly unfounded, repetitive, or excessive.

We try to respond to all legitimate requests within 45 days of your request. Occasionally it may take us longer than 45 days to respond, for instance if your request is particularly complex or you have made a number of requests. In this situation, we will notify you of the delay and may continue to update you regarding the progress of our response.

CHANGES TO THIS PRIVACY POLICY:

This Privacy Policy may undergo periodic updates to align with alterations in our procedures or relevant regulations. In the event of substantial modifications to this Privacy Policy, we will apprise you through email (dispatched to the email address provided in your account) or through a notice on the Platform before the changes take effect. We suggest reviewing this page at regular intervals to stay informed about our current privacy practices.

CONTACT INFORMATION:

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

Cole & Van Note – 555 12th Street, Suite 2100, Oakland CA 94607

Email: sec@colevannote.com; Phone: (510) 891-9800

Effective Date: This Privacy Policy was last updated on June 13, 2025.

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