Privacy Policy

Your privacy is very important to us. Here, we have our Privacy Policy so you may review how we collect, use, communicate and disclose of personal information.

The Law Office of Fred A. Medina PLLC

Effective Date: August 4, 2025

Last Updated: August 4, 2025

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PRIVACY POLICY

1. Introduction

The Law Office of Fred A. Medina PLLC ("we," "us," "our," or "the Firm") is committed to protecting the privacy and confidentiality of our clients' personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our legal services or visit our office located in Bryan, Texas.

This policy complies with applicable federal and state privacy laws, including the Children's Online Privacy Protection Act (COPPA), the Texas Data Privacy and Security Act (TDPSA), the Texas Identity Theft Enforcement and Protection Act, and professional conduct rules governing attorney-client privilege.

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2. Information We Collect

2.1 Client Information

We collect information that is necessary to provide legal services, including but not limited to: Personal Identifiers: Full name, date of birth, Social Security number, driver's license number

• Contact Information: Address, phone numbers, email addresses

• Financial Information: Income, assets, debts, tax information, banking details

• Legal Matter Information: Details about your case, legal documents, correspondence

• Family Information: Information about spouses, children, dependents, and other family members

• Employment Information: Current and former employers, job titles, income history

• Medical Information: When relevant to your legal matter

• Criminal History: When relevant to your legal matter

2.2 Information About Children Under 13

When representing matters involving children under 13 years of age, we may collect:

• Basic identifying information (name, date of birth, address)

• Information necessary for legal representation

• Educational records (when relevant)

• Medical information (when relevant to the legal matter)

• Information from parents or legal guardians

COPPA Compliance: We do not knowingly collect personal information from children under 13 through our website or digital platforms. Any information about minors is collected directly from parents, legal guardians, or through necessary legal processes with appropriate consent.

2.3 Automatically Collected Information

When you visit our website or contact us electronically:

• IP address and browser information

• Website usage data and analytics

• Email communication metadata

• Appointment scheduling information

2.4 Parental Rights

Parents and legal guardians have the right to:

• Review personal information collected about their child

• Request correction of inaccurate information

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

• Refuse to permit further collection of their child's information

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3. How We Use Your Information

We use collected information solely for legitimate legal purposes:

3.1 Primary Uses

• Providing legal representation and advice

• Communicating with clients about their legal matters

• Preparing legal documents and court filings

• Conducting legal research and case preparation

• Billing and accounting purposes

• Compliance with court orders and legal obligations

3.2 Administrative Uses

• Scheduling appointments and managing calendars

• Maintaining client files and records

• Quality assurance and professional development

• Compliance with professional conduct rules and legal requirements

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4. Information Sharing and Disclosure

4.1 Attorney-Client Privilege

Information protected by attorney-client privilege will not be disclosed except as required by law or with your explicit written consent. This privilege extends to communications with our staff acting under attorney supervision.

4.2 Permitted Disclosures

We may disclose client information only in the following circumstances:

• With Your Consent: When you provide written authorization. This may be done through text, email or client portal

• Legal Requirements: Court orders, subpoenas, notice of service documents or other legal mandates

• Professional Obligations: Reporting requirements under Texas disciplinary rules

• Service Providers: Third-party vendors who assist with legal services (subject to confidentiality agreements)

• Emergency Situations: To prevent imminent harm or danger

4.3 Third-Party Service Providers

We may share information with trusted third parties who assist with:

• Document preparation and filing services

• Expert witnesses and consultants

• Court reporters and process servers

• Accounting and billing services

• Secure cloud storage and technology providers

All third parties are bound by confidentiality agreements and are required to maintain the same level of protection as our Firm.

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5. Data Security

5.1 Security Measures

We implement appropriate physical, electronic, and procedural safeguards:

• Secure, locked filing systems for physical documents

• Encrypted electronic storage and transmission

• Password-protected computer systems and networks

• Limited access to client information on a need-to-know basis

• Regular security training for all staff members

• Secure disposal of sensitive documents

5.2 Data Retention

Client files and information are retained in accordance with:

• Texas State Bar guidelines for record retention

• Specific legal requirements for different types of cases

• Our professional responsibility obligations

• Client requests for extended retention periods

Generally, client files are maintained for a minimum of five (5) years after conclusion of representation, or longer as required by law.

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6. Texas Data Privacy and Security Act (TDPSA) Rights

6.1 Consumer Rights Under TDPSA

As a Texas resident, you have the following rights regarding your personal data:

• Right to Know: Request information about the personal data we collect, use, and disclose

• Right to Access: Request access to the personal data we maintain about you

• Right to Correct: Request correction of inaccurate personal data

• Right to Delete: Request deletion of personal data (subject to legal retention requirements and attorney-client privilege)

• Right to Data Portability: Request your personal data in a portable format

• Right to Opt-Out: Opt-out of the sale of personal data (Note: We do not sell personal data)

6.2 TDPSA Limitations for Legal Services

Certain TDPSA rights may be limited in the context of legal representation due to:

• Attorney-client privilege requirements

• Legal and professional retention obligations

• Court orders and legal proceedings

• Regulatory compliance requirements

• Conflict of interest considerations

6.3 Exercising Your TDPSA Rights

To exercise your rights under TDPSA:

• Submit a written request to our designated contact information

• Provide sufficient information to verify your identity

• Specify which right(s) you wish to exercise

• Allow reasonable time for processing (typically 45 days, extendable by 45 days)

We will respond to verified requests within the timeframes required by TDPSA, unless legal or ethical obligations prevent disclosure or deletion.

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7. Your Privacy Rights

7.1 General Privacy Rights

You have the right to:

• Request access to your personal information in our files

• Request correction of inaccurate or incomplete information

• Receive copies of documents in your client file (subject to applicable fees)

• Exercise rights under applicable privacy laws (TDPSA, COPPA, etc.)

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8. Data Processing and Sensitive Personal Information

8.1 Sensitive Personal Information Processing

Under TDPSA, we may process sensitive personal information including:

• Social Security numbers and government-issued identification

• Financial account information and credit reports

• Biometric identifiers (when required for legal proceedings)

• Health information (when relevant to legal matters)

• Information about children under 13

• Criminal history and background information

8.2 Legal Basis for Processing

We process personal information based on:

• Contractual Necessity: Information required to provide legal services

• Legal Obligations: Compliance with court orders, statutory requirements, and professional rules

• Legitimate Interests: Case preparation, legal research, and client communication

• Consent: When specifically provided by clients

8.3 Retention and Deletion

• Personal data is retained only as long as necessary for legal representation and required retention periods

• Deletion requests are honored subject to legal, ethical, and professional obligations

• Secure deletion methods are employed when data is no longer required to be retained

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9. Website and Digital Privacy

9.1 Cookies and Tracking

Our website may use cookies and similar technologies for:

• Website functionality and user experience

• Analytics and performance monitoring

• Security purposes

9.2 Email Communications

• Email communications are not guaranteed to be secure

• Sensitive information should be shared through secure client portals or in-person meetings

• We use encrypted email systems when possible

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10. Compliance and Legal Framework

10.1 This Privacy Policy complies with:

• Federal Laws: COPPA, HIPAA (when applicable), Gramm-Leach-Bliley Act

• Texas State Laws: Texas Data Privacy and Security Act (TDPSA), Texas Identity Theft Enforcement and Protection Act, Texas Business and Commerce Code

• Professional Rules: Texas Disciplinary Rules of Professional Conduct

• Court Rules: Local and state court privacy requirements

10.2 TDPSA Specific Compliance

• We do not sell personal data to third parties

• We maintain reasonable security measures as required by TDPSA

• We provide required disclosures about data collection and use

• We honor consumer rights requests within required timeframes

• We maintain records of data processing activities as required

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11. Data Breach Notification

11.1 Security Incident Response

In the event of a data security incident involving personal information:

• We will investigate and assess the scope and nature of the incident

• Affected individuals will be notified as required by applicable law

• Regulatory authorities will be notified when required

• We will take steps to mitigate harm and prevent future incidents

11.2 Notification Timeline

• TDPSA requirements: Notification without unreasonable delay, typically within 60 days

• Client notification will include information about the incident, affected data, and steps being taken

• Legal and professional obligations will be considered in notification decisions

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12. Updates to This Policy

We may update this Privacy Policy to reflect:

• Changes in applicable laws and regulations

• Updates to our business practices

• Enhancements to security measures

• Client feedback and requests

Updated policies will be posted with a new effective date. Continued use of our services constitutes acceptance of the updated policy.

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13. Contact Information

For questions about this Privacy Policy or to exercise your privacy rights:

General Inquiries:

The Law Office of Fred A. Medina PLLC

216 N Bryan Ave Suite 110

Bryan, Texas 77803

Phone: 979-98-5679

Email: fred.medina@fredmedinalaw.com OR rachelmidkiff@fredmedinalaw.com

Office Hours: Mon-Thu: 9am-5pm

Fri: 9am-1pm; After 1pm by appointment only

Sat-Sun: Closed

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Privacy Rights Requests (TDPSA):

Email: fred.medina@fredmedinalaw.com

Subject Line: "TDPSA Privacy Rights Request"

Include: Full name, contact information, and specific request details

For privacy-related concerns, please mark communications as "CONFIDENTIAL - PRIVACY INQUIRY."

Response Time: We will respond to verified privacy rights requests within 45 days (extendable by an additional 45 days if necessary).

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14. Acknowledgment

By engaging in our legal services, you acknowledge that you have read, understood, and agree to this Privacy Policy. You understand that legal representation requires the collection and use of personal information as described herein, and you consent to such collection and use for the purposes of legal representation.

For matters involving children under 13, the parent or legal guardian acknowledges understanding of our privacy practices regarding minors and provides consent for necessary information collection and use.

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The Law Office of Fred A. Medina PLLC

Protecting Your Privacy, Protecting Your Rights

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This Privacy Policy is effective as of August 4, 2025, and supersedes all previous versions. Please retain a copy for your records.