Privacy Policy for EstateSmart LLC
Effective Date: November 21, 2025
At EstateSmart LLC (the "Firm," "we," "us," or "our"), we are committed to protecting the privacy and confidentiality of our clients' personal information. As a small law firm specializing in estate planning, we handle sensitive data with the utmost care, adhering to applicable laws and ethical standards, including those set forth by state bar associations and Illinois data protection regulations such as the Personal Information Protection Act (PIPA), and general principles of attorney-client privilege.
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with us through our services, website, online portals, phone calls, SMS/text messages, emails, or other communication channels. By engaging our services or providing information to us, you consent to the practices described in this policy.
If you have any questions about this Privacy Policy, please contact us at info@estate-smart.com.
1. Information We Collect
We collect personal information necessary to provide estate planning services, communicate with you, and manage our client relationships. The types of information we may collect include:
Personal Identifiers: Name, address, phone number, email address, date of birth, Social Security number, driver's license number, or other government-issued identifiers.
Financial and Estate-Related Information: Details about assets, liabilities, income, beneficiaries, wills, trusts, powers of attorney, tax records, bank account information, investment portfolios, and insurance policies.
Family and Relationship Information: Information about spouses, children, heirs, or other family members relevant to estate planning.
Communication Data: Records of phone calls, emails, SMS/text messages, online form submissions, or other interactions, including content and metadata (e.g., timestamps, IP addresses).
Online Activity Data: If you visit our website or use online portals, we may collect device information (e.g., browser type, IP address), usage data (e.g., pages visited), and cookies or similar tracking technologies (see Section 8 for details).
Other Sensitive Information: Health-related details if relevant to estate planning (e.g., incapacity planning), though we minimize collection of such data unless essential.
We only collect information that is relevant and necessary for our services. We do not collect information about children under 18 without parental consent, and estate planning services are typically provided to adults.
2. How We Collect Information
We collect information through various channels to facilitate efficient communication and service delivery:
Directly from You: When you provide it during consultations, via phone, email, SMS/text, online forms, client intake questionnaires, or in-person meetings.
Through Our Website or Online Portals: Via secure client portals for document uploads, appointment scheduling, or information sharing.
From Third Parties: With your consent, from financial institutions, accountants, medical providers, or other professionals involved in your estate planning (e.g., to verify asset details).
Automatically: Through cookies, web beacons, or analytics tools on our website, or via communication metadata (e.g., call logs or email headers).
Communication Channels: We may use phone, SMS/text (with your opt-in consent where required), email, or secure messaging apps to exchange information. Note that standard SMS/text and email are not inherently secure; we recommend using our encrypted portals for sensitive data.
3. How We Use Your Information
We use your personal information solely for legitimate business purposes related to providing estate planning services:
To prepare, review, and execute estate planning documents such as wills, trusts, and powers of attorney.
To communicate with you about your matters, including sending updates, appointment reminders, or legal advice via phone, email, SMS/text, or other channels.
To comply with legal obligations, such as tax reporting or court requirements.
To manage billing, payments, and administrative tasks.
To improve our services, such as analyzing client feedback or website usage (in anonymized form).
For internal record-keeping and risk management, including maintaining attorney-client privilege protections.
We do not use your information for marketing purposes without your explicit consent. Automated decision-making or profiling is not used in our processes.
4. Sharing and Disclosure of Information
We treat your information as confidential under attorney-client privilege and ethical rules. We do not sell your personal information. Disclosures are limited to:
Service Providers: Third-party vendors who assist us, such as cloud storage providers, IT support, or document management systems, bound by confidentiality agreements and data protection standards.
Professional Collaborators: With your consent, to accountants, financial advisors, or other attorneys involved in your estate planning.
Legal Requirements: If required by law, subpoena, court order, or regulatory authority (e.g., IRS audits), or to protect our rights, safety, or property.
Business Transfers: In the event of a merger, acquisition, or sale of the Firm, your information may be transferred as a business asset, subject to equivalent privacy protections.
We do not share information internationally unless necessary for your matter (e.g., cross-border estates), in which case we ensure compliance with applicable data transfer laws.
All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
5. Data Security
We implement reasonable administrative, technical, and physical safeguards to protect your information from unauthorized access, loss, misuse, or alteration:
Encryption for sensitive data in transit (e.g., via HTTPS for online portals) and at rest.
Access controls, including password protection and role-based permissions for Firm staff.
Regular security audits and employee training on data privacy.
Secure disposal of information when no longer needed.
Despite these measures, no system is completely secure. We cannot guarantee absolute security, especially for unencrypted channels like standard email or SMS. We encourage you to use secure methods for transmitting sensitive information.
If a data breach occurs, we will notify affected individuals as required by law.
6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, comply with legal obligations, resolve disputes, or enforce agreements. For estate planning clients, this may mean retaining records for several years after the conclusion of services (e.g., 7-10 years for tax-related documents, or longer if required by state law).
When retention is no longer necessary, we securely delete or anonymize the information.
7. Your Rights and Choices
You have rights regarding your personal information, subject to legal limitations (e.g., attorney-client privilege may restrict certain disclosures):
Access: Request a copy of your information we hold.
Correction: Update inaccurate or incomplete information.
Deletion: Request deletion of information, unless we are required to retain it (e.g., for legal compliance).
Opt-Out: Withdraw consent for certain uses, such as SMS/text communications (reply "STOP" to opt-out of texts).
Non-Discrimination: Exercising rights will not affect the quality of our services.
To exercise these rights, contact us at [insert contact details]. We will respond within a reasonable timeframe or as required by applicable law. Verification of your identity may be required.
8. Cookies and Tracking Technologies
Our website may use cookies, web beacons, or similar technologies to enhance functionality and analyze usage:
Essential Cookies: For site operation, such as session management.
Analytics Cookies: To track visits and improve the site (e.g., via Google Analytics, anonymized).
No Advertising Cookies: We do not use cookies for targeted advertising.
You can manage cookies through your browser settings. Disabling them may limit site features. We do not track users across third-party sites or respond to Do Not Track signals.
9. Children's Privacy
Our services are not directed to individuals under 18. We do not knowingly collect information from minors without parental consent. If we learn we have such information, we will delete it.
10. Changes to This Privacy Policy
We may update this policy to reflect changes in our practices or legal requirements. Updates will be posted on our website with the new effective date. Continued use of our services after changes constitutes acceptance. For material changes, we may notify clients directly.
11. Contact Us
For questions, concerns, or to exercise your rights, please contact:
EstateSmart LLC
PO Box 1029
Plainfield, IL 60544
V: (630) 904-8434
F: (630) 708-7558
info@estate-smart.com
http://www.estate-smart.com
This Privacy Policy is governed by the laws of the State of Illinois without regard to conflict of laws principles.
Thank you for trusting EstateSmart LLC with your estate planning needs. Your privacy is our priority.