Data Protection Policy

At Opfer | Campbell | Beck P.C. we are committed to protecting the privacy and security of your personal information. This Data Protection Policy outlines our practices concerning the collection, use, and disclosure of your personal data. By interacting with us, you agree to the terms and conditions of this policy.

1.   Introduction

This policy explains how we collect, use, disclose, and safeguard your personal information. We adhere to the Data Protection principles customarily utilized in the legal field, and in accordance with the Colorado Rules of Professional Conduct. These principles apply to all personal information collected, held, or processed by Opfer | Campbell | Beck P.C. They cover the Personal Information of general staff, partners, associates, counsel, contractors, job applicants, clients, and third parties for whom personal information is provided.

2.   Information We Collect

Information or data includes, without limitation, information stored in a form capable of being processed electronically, or stored as part of a manual filing system (including file folders or filing cabinets, where that system allows personal information about a specific individual to be readily identified). We collect and process various types of personal information, including but not limited to:

• Contact & biographical information for clients, as well as key individuals and parties involved in any particular legal matter (which may include, but is not limited to, names, addresses, phone numbers, email addresses, birthdays, and other personally identifying information);
• Financial information (which may include, but is not limited to, account information, billing and credit card information, asset records, liability records, income records, expense records, and employment information); and
• Information regarding other professionals engaged in the performance of services related to you or your legal matter.

3.   How We Use Your Information

We use your personal information for the following purposes:

• Providing legal services;
• Evaluation, maintenance, and improvement of company operations;
• Managing and maintaining the attorney-client relationship;
• Billing and financial transactions for any legal matters with which we assist;
• Complying with legal obligations, including mandatory reporting and disclosures to courts, governmental agencies, law enforcement, or other third parties which may lawfully compel disclosure. 

4.   Disclosure of Your Information

We may disclose your personal information to third parties in the following circumstances:

• With your prior written consent
• To comply with legal obligations
• To our service providers and partners who need to receive such information, provided they will receive and retain such information with at least the same level of confidentiality and data protection as Opfer | Campbell | Beck P.C.
• In the context of legal matters to which we are providing you services

5.   Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, disclosure, alteration, and destruction. Our office utilizes the professional services of an information technology and cybersecurity specialist to implement, monitor, and make ongoing updates to our data and backup systems, including each end-point office computer.

Appropriate security measures are taken by Opfer | Campbell | Beck P.C. to safeguard personal information against any accident, loss, destruction, damage and unauthorized or unlawful processing. Such measures include, but are not limited to, access controls (e.g., individual passwords), audits and training for personnel responsible for processing, maintaining, and transferring personal data. Personnel are regularly reminded of these responsibilities. Disciplinary rules are in place should there be a breach of duties and responsibilities.

Any personnel handling personal information are required to maintain, secure and protect the confidentiality of such information and take all necessary precautions to protect personal information from any unauthorized use, disclosure, or potential loss. Measures that are undertaken to secure Personal Information include, but are not limited to, the following: all personnel must at all times comply with Opfer | Campbell | Beck P.C.’s Data Protection Policy; access to electronic databases or documents containing personal information is only provided to those personnel who have work-related reasons for access; records containing personal information are stored in a secure location.

Electronic databases and documents are safeguarded by password protection and/or other access-limiting methods. Passwords are changed periodically. When an individual is no longer employed by Opfer | Campbell | Beck P.C., their access to Opfer | Campbell | Beck P.C. computer systems will immediately be terminated; all computers are protected with Endpoint Detection & Response (EDR) antivirus software. Computer systems are archived and backed up periodically; and any personal information not maintained electronically is maintained in a locked file cabinet or other secure location when not in use.

6.   Email Security

Opfer | Campbell | Beck P.C. utilizes Microsoft Office 365 for all email programs and related office software programs, and maintains applicable security protocols via both Microsoft and Opfer | Campbell | Beck P.C.’s information technology and cybersecurity provider. As of this Policy, Opfer | Campbell | Beck P.C. does not utilize any office software from outside providers, including Gmail and Google shared documents. All email accounts utilized by Opfer | Campbell | Beck P.C. are secured with two-factor authorization.

All parties interacting with Opfer | Campbell | Beck P.C. are strongly advised to transmit personal and confidential information (PCI), personally identifying information (PII), and/or personal health information (PHI) through only secured means, including via secure portal upload, via phone call, or via in-person meeting. Opfer | Campbell | Beck P.C. shall not be responsible for data security involving any PCI, PII, or PHI issued on an unsecure basis, including via personal email accounts, and any parties issuing unsecured data shall hold Opfer | Campbell | Beck P.C. harmless from any claims or damages related thereto.

7.   MyCase Security

Opfer | Campbell | Beck P.C. utilizes MyCase as its client relationship manager (CRM) software. The CRM is leveraged to schedule events, communicate, securely share documents, and link third parties to have secured access to a legal matter. By utilizing MyCase, you acknowledge that this software is not owned, controlled, administered, or secured in any manner by Opfer | Campbell | Beck P.C., and that any data submitted or stored in MyCase is subject to the policies and practices of MyCase. Additional information regarding data security practices for MyCase can be found here.

8.   Third-Party Software & Applications

Opfer | Campbell | Beck P.C. only controls and secures its internal data systems, including client files and case records. Third-party applications, including Google shared documents and Google drive files, DropBox, Apple iCloud, and other cloud-based sharing programs are not managed or secured in any way by Opfer | Campbell | Beck P.C., and you may only utilize these programs at your own risk. Any secured information or file sharing from Opfer | Campbell | Beck P.C. will be fulfilled through its existing systems unless expressly requested by you, and any resulting damage, corruption, or loss of data shall be your sole liability. Any claims resulting from data issues caused by third-party applications may only be directed to such third parties. 

9.   Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, provided that all client / and case document retention policies shall be in accordance with Colorado Rule of Professional Conduct 1.16A and any related laws or regulations promulgated by the Colorado Supreme Court. You can find Rule 1.16A here.

10.  Your Rights

You have the right to access, correct, and update any personal information that may be on file with Opfer | Campbell | Beck P.C. To exercise these rights, please contact us using the information provided below. Opfer | Campbell | Beck P.C. shall retain all personal information as required by law, and as such cannot delete or destroy information unless expressly authorized by applicable regulations.

11.   Updates to this Policy

Opfer | Campbell | Beck P.C. may update this Data Protection Policy from time to time to reflect changes in our practices or for legal reasons. Any updated policy shall be published and made available to all current, former, and prospective clients in accordance with office publication standards.

Rev. February 2024