This policy explains what The Civic Advocate collects through this website and our free case review form, how we use it, who we share it with, and the choices you have. The Civic Advocate is a non-attorney representative authorized by the Social Security Administration (SSA). We are not a law firm. In this policy, "we" and "us" mean The Civic Advocate.
The short version
- We collect what you type into our form. If you accept cookies, we also collect basic site-usage information and any chat messages.
- The health, work, and income details you give us are used to evaluate your case and, if you become a client, to handle it.
- We do not sell your information, and we do not use it for advertising.
- You can ask to see or delete your information at any time by emailing [email protected].
- Please do not send Social Security numbers through the form or by email. We do not need them to evaluate your case.
Information we collect
What you give us
When you complete the free case review form, you may give us:
- Contact details: name, email address, phone number, and mailing address.
- Claimant details: the claimant's name, date of birth, and contact information. If someone else completes the form for the claimant, we also collect that person's name, contact details, and relationship to the claimant.
- Your claim: whether it is for SSDI, SSI, or a continuing disability review; what stage it is in; application and denial dates; and, if you have another representative, that person's name and contact details and whether you authorize us to contact them for your file.
- Health information: your medical conditions, how they affect your daily life and ability to work, and your medications and treatments.
- Work and income information: your work status, the date you stopped working, approximate earnings, other monthly income, and other benefits you receive.
- Other: how you heard about us, your choices about text messages and our terms, and your signature.
We also keep the emails, calls, and text messages you exchange with us.
What we collect automatically, only if you accept
If you accept cookies on our banner, we use two services. Google Analytics tells us how the site is used: pages viewed, device and browser type, approximate location from your IP address, and the site or campaign that referred you. Zoho SalesIQ provides live chat and may collect the pages you view, your IP address, and any chat messages and contact details you enter. If you decline, neither service loads, and nothing is sent to either.
Campaign tags
If you arrive through a link that carries campaign tags (for example, parameters beginning with "utm_") or an advertising click ID, we keep those tags in your browser for the visit and include them with your form submission. This tells us which outreach reached you. We do not use them to build a profile of you.
Hosting, security, and traffic statistics
Our hosting provider, Cloudflare, processes visitors' IP addresses and request details to deliver and secure the site. Cloudflare also runs security checks in your browser and may produce aggregate traffic statistics for the site. This happens whether or not you accept cookies on our banner. We do not use fonts or other resources from Google to display the site.
How we use information
- To respond to your inquiry and decide whether we can help.
- If you become a client, to represent you before SSA. That relationship begins only when we both sign a written fee agreement and SSA receives your appointment form.
- To contact you by phone, email, or text message, as you agreed.
- To keep records, protect the site, and meet legal obligations.
- If you accept cookies, to understand and improve how the site works and to offer live chat.
We do not use your health information for marketing or advertising, and we do not combine it with information from other sources to profile you.
Who we share information with
| Who | What for |
|---|---|
| Zoho Corporation | Collects and stores form submissions (Zoho Forms), runs our email (Zoho Mail), and, if you accept cookies, provides live chat (Zoho SalesIQ). Zoho processes this information on our behalf. |
| Google (Analytics) | Site-usage statistics, only if you accept cookies. |
| Cloudflare | Hosting and security for this website. |
| SSA, state disability agencies, your doctors, and your prior representative | Only after you hire us, only as needed to handle your claim, and with your authorization. |
| Others, when the law requires | To respond to a valid legal request or to protect rights and safety. |
We do not sell personal information, and we do not share it for advertising across other companies' sites or apps.
Your cookie choices
The first time you visit, a banner asks whether to allow Google Analytics and live chat. Accept and Decline are offered equally. If you decline, we load neither, and the rest of the site, including the form, works normally. We treat a Global Privacy Control signal from your browser as a decline. Your choice is remembered for 12 months. You can change it at any time with the "Cookie choices" link at the bottom of every page.
Text messages and calls
If you check the text-messaging box on the form, you agree to receive calls and text messages from us about your inquiry at the number you gave, including by automated means. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help. Consent is not a condition of receiving our services. We do not share mobile phone numbers or text-messaging consent with third parties or affiliates for their marketing or promotional purposes. The providers that deliver our messages handle them only to send them for us.
Health information
The health information you give us is sensitive. We collect it only from you or someone you authorize, and use it only to evaluate your case and, if you become a client, to handle it. We are not a health care provider or a health plan, so HIPAA does not govern the information you give us. Our Consumer Health Data Privacy Policy explains the categories of health data we collect, who we share them with, and how to use your rights.
Your privacy requests
Depending on where you live, you may have the right to confirm whether we hold your information, get a copy of it, correct it, ask us to delete it, and withdraw consent you have given us. To make a request, email [email protected] with "Privacy request" in the subject line. We may need to confirm it is you before we act. We will respond within 45 days. If we deny a request and you disagree, reply with "Appeal" and we will review it again. You will not be treated differently for using these rights.
California residents
To the extent California privacy law applies to us: in the past 12 months we collected identifiers (such as name, email, phone, address, and IP address), health and other sensitive information, financial and employment information, signatures, and internet activity. We collected these directly from you and, if you accept cookies, from Google Analytics and Zoho SalesIQ. We use them for the purposes described above. We do not sell or share personal information as those terms are defined in California law, and we use sensitive information only to provide the services you ask for. You have the rights described above, plus the right to limit certain uses of sensitive information. You may use an authorized agent to make a request on your behalf.
How long we keep information
We keep information only as long as we need it for the purposes above or the law requires. If you ask us to delete your information, we will, unless the law requires us to keep it.
Security
We use reasonable safeguards, including access controls and vendors that maintain their own security programs. No website or email system is completely secure, and ordinary email is not encrypted from end to end. That is one reason we ask you not to send Social Security numbers by form or email. If a law requires us to notify you of a breach, we will.
Children
This site is meant for adults. A parent or legal guardian may submit information about a child who is the claimant. We do not knowingly collect information directly from children under 13.
Links to other sites
This site links to other sites, such as SSA's. We do not control them and are not responsible for their privacy practices.
Changes to this policy
If we change this policy, we will post the new version here and update the effective date above.
Contact us
Questions or requests: [email protected].
This website is for general informational purposes only and does not constitute legal advice. The Civic Advocate is a non-attorney representative (EDPNA) authorized by the Social Security Administration to represent claimants in disability proceedings.