Privacy Policy

HILL PHOENIX NA-W INC. (the "Company," "we," "us") operates this website at hillphoeni.shop from its offices at 850 Euclid Avenue, Suite 819, Cleveland, Ohio 44114, United States. The website was designed and developed by HILL PHOEN on the Company's behalf. This Privacy Policy explains what information the site collects, why, how long it is kept, and the choices you have. Because our work concerns depository institutions, we handle counterparty information with the same discretion the industry expects of its own records.

1. Scope of This Policy

This policy covers the public website at hillphoeni.shop — its pages, the counter-request form and correspondence channels. Information handled under an executed engagement (charter documents, supervisory correspondence, matter files) is additionally governed by that engagement's confidentiality terms, which are stricter than this policy.

This policy does not cover third-party sites we may link to, or the systems of regulators, institutions or counterparties you deal with under your own arrangements.

2. Information We Collect

2.1 Information you give us directly

• Counter-request form: name, email, organization, chosen wicket, charter type, stated deadlines, and the free-text matter summary you write.
• Email and telephone correspondence: message content, attachments, and our replies.
• Matter materials: where work proceeds, charter and organizational documents, supervisory references and records necessary to answer the matter.

2.2 Information collected automatically

• Server logs: IP address, browser type, pages requested, timestamps — standard hosting telemetry retained by our web host.
• Cookie data: this site uses no advertising trackers. Any cookies present are strictly functional (see Section 8).

2.3 What we ask you not to send

Do not submit consumers' account numbers, credentials, Social Security numbers, or confidential supervisory information through the website form. Sensitive matter documents are exchanged only through channels established after engagement.

3. How We Use Information

• To respond to counter requests and route matters to the correct wicket — commercial, credit union, or savings.
• To check conflicts of interest before accepting a matter.
• To prepare engagement terms, fee estimates and calendars of supervisory or charter deadlines.
• To perform the work engaged — charter analysis, institution research, written answers and records.
• To meet legal obligations: corporate records, retention schedules, lawful process.
• To maintain and secure the website itself.

We do not use your information to build advertising profiles, and we do not send marketing communications without a separate request from you.

4. Confidentiality Practice

We process information because it is necessary to respond to your request, to perform a contract you have asked us to enter, and to comply with law. Beyond those baselines, the hall applies a standing confidentiality practice to matter files: institution-identifying details are circulated only within the wicket assigned to the matter, and files are referenced internally by DEP number rather than party name where practical.

If a matter involves nonpublic information of a supervised institution, we handle it under the restrictions that attach to that information and will flag any legal limits on what we may receive.

5. How We Share Information

We do not sell personal information. We share it only in these circumstances:

• Service providers: our web host, email provider and document systems, each bound to use the data only to serve us.
• At your direction: filings, submissions or correspondence you instruct us to make with regulators, institutions or counterparties.
• Legal compulsion: subpoenas, court orders and lawful process — disclosed only to the extent required, with notice to you where the law allows it.
• Corporate transfer: if the Company were merged or sold, successor confidentiality obligations would attach; we would notify affected counterparties.

6. Retention

Website inquiries are kept for up to 24 months, then destroyed. Matter files are retained per the schedules set in each engagement — generally a minimum of seven years for written opinions and records — after which they are securely destroyed. Backup media expires on the same cycle.

7. Security

The site is served over HTTPS. Matter documents live in access-controlled systems; physical files are kept in locked storage at the Cleveland office. Access is limited to the wicket assigned to your matter. No system is impenetrable; our rule is that a file someone doesn't need is a file they can't open.

8. Cookies & Analytics

This site does not run advertising networks, cross-site trackers or behavioral analytics. If basic functional cookies are present (for example, a load-balancer or security cookie set by the hosting platform), they expire quickly and carry no profile data. We may review aggregate, de-identified server statistics to keep the site healthy.

9. Your Rights and Choices

• You may request access to, correction of, or deletion of the personal information we hold about you by contacting maria.garcia@hillphoeni.shop.
• Deletion rights are limited where retention is required by law or engagement — we will tell you which rule applies rather than silently refuse.
• You may ask us to stop all non-essential communication at any time; matter-related correspondence continues while a file is open.
• Ohio and other U.S. state residents may have additional statutory rights; we honor verifiable requests under the law that applies to you.

10. Children's Privacy

This site and the Company's services are directed to institutions, professionals and adult counterparties. We do not knowingly collect information from children under 13; if we learn such information has arrived, we delete it.

11. Contact & Changes to This Policy

Privacy questions, access requests and complaints come to the counter:

• Email: maria.garcia@hillphoeni.shop
• Telephone: +1 (440) 388-9416
• Post: HILL PHOENIX NA-W INC., 850 Euclid Ave Ste 819, Cleveland, OH 44114, United States

We may revise this policy as the site or the law changes. The current version is always posted on this page with its effective date; material changes are announced on the homepage for 30 days before taking effect.