Privacy Policy – Northwestern District Attorney's Office

Introduction to Our Privacy Commitment

At the Northwestern District Attorney’s Office, we believe that the appropriate treatment of personal information is an essential part of fulfilling our commitment to serving the public good in a fair and ethical way. Since its inception in 1975, it has been the goal of our office to maintain the highest moral and ethical standards, not just in the practice of law, but also in safeguarding the privacy of each and every individual we come into contact with. This Privacy Policy sets forth our policies on the collection, use, storage, and maintenance of personal information, as well as your rights as a member of our community. We are committed to being open and direct about how the community is protected and informed every step of the way.

Scope and Applicability of This Privacy Policy

This Privacy Policy applies to all personal information collected, maintained, and/or processed by the Northwestern District Attorney’s Office. This includes personal information provided to us directly by residents, victims, families, youth, or any other persons who provide information directly to our office in the Northwestern District of the United States. The policy also applies to persons who contact our office through our physical address at: 500 N Capitol Ave Ste 42, Indianapolis IN 46204, our Internet website (https://northwesterndistrictattorney.org/), or through telephone or e-mail calls to our office. The policy also applies to those who participate in our programs, workshops, and outreach.

What Information We Collect

To accomplish our mission, the Northwestern District Attorney’s Office collects multiple pieces of personal information necessary to provide legal, community, and support services. This information may include:

Identifying information (name, address, phone number, email)
Demographic information (age, gender, ethnicity only to the extent necessary for equitable functionality of services provided)
Case-related information (incident reports, witness information, victim impact information)
Information provided during workshops, youth mentorship programs, and support services
Feedback, questions, or other information communicated via our website or contact channels

We only collect this information as is necessary to provide services rendered, fulfill requested tasks, meet our legal obligations, and create a safe and educated community.

How We Collect Information

Information will be collected through:

Submission by individuals directly to us on forms in our office, by e-mail or phone
Participation in one of our programs, workshops, or other activities
Correspondence via our websites, including completion of forms or requests for resources
Referrals from law enforcement and social service agencies, and through our community partners
Records or documents, such as public records relating to legal proceedings

We do not engage automated systems or tracking technologies for commercial purposes. Any information we obtain through our website will be kept in confidence and will only be used for the purpose of providing service to you or connecting with the community.

How We Use Personal Information

The Northwestern District Attorney’s Office collects and processes personal information for the following reasons:

To investigate, indict, prosecute, and litigate criminal cases
To advocate for, assist with, and provide resources and referrals for crime victims
To administer juvenile justice services and mentor programs
To host, manage, and promote community workshops and educational programs
To receive and respond to inquiries, comments, suggestions, and requests for information
To facilitate outreach regarding public safety and awareness
To produce anonymized statistics for internal use, analysis, tracking, or other reports

We do not sell, rent, or lease personal information to third parties. Any use of data is for purposes strictly necessary to our mission of serving the community and delivering justice.

Our Legal Basis for Collecting or Using Information

We rely on legal bases and our mission as a public service provider to process personal information. We process data on the following bases:

Necessity to comply with a legal obligation under local, state, or federal law
Necessity to carry out a task in the public interest or in the exercise of official authority
Explicit consent of a person, where appropriate (e.g., for participation in certain programs or receipt of account updates)

All data processing is done in accordance with applicable privacy laws and professional ethics codes.

Protection and Security of Your Information

Keeping your personal information secure is critical. The Northwestern District Attorney’s Office has a program that addresses the protection of your personal information that includes:

Limited access – only staff members who have reason to see personal information as part of their job responsibilities and duties are allowed such access.
Physical security – staff must take precautions securing office space, file storage, and access to secure areas of the office.
Electronic security – such things as encrypted databases, secure and private email, firewalls to protect servers, and regular security audits.
Training – staff members receive training on confidentiality, privacy policies and procedures, and the ethical handling of protected information.

Unfortunately, no system is perfect and nothing can guarantee full security. We review our processes regularly and make changes when necessary to deal with new threats and protect privacy to the fullest extent possible.

Retention and Destruction of Information

We only retain personal information as long as necessary to fulfill the purposes set forth in this policy and for legal and regulatory compliance. Retention periods vary depending on the type of information, the services provided, and applicable laws. For instance:

Case files and related documents may be retained for a number of years based on regulatory requirements
Program participation records are maintained for the duration of your participation and for a reasonable period thereafter
Correspondence, feedback, and comments are kept for quality control and follow-up purposes

When retention periods expire, personal information is purged or destroyed at an appropriate time according to approved procedures ensuring that it will be unable to be reconstructed or retrieved.

Disclosure of Information to Third Parties

We restrict the disclosure of personal information to third parties except when absolutely necessary. Third parties to whom information may be disclosed include:

Law enforcement authorities and courts as required by law
Victim support groups, service providers, or other authorized organizations, only with your consent or where otherwise required by law
In response to lawful subpoena, court order, or other legal process
When necessary to safeguard the safety, rights, or property of individuals, other third parties, and/or the public

We do not disclose information to third parties for marketing purposes, commercial exploitation, or any other unrelated purpose. All such disclosures to third parties are subject to careful consideration in terms of compliance with applicable privacy laws and our own ethical policies.

Special Provisions for Victims and Youth

Understanding the sensitivity of information provided by crime victims, juveniles, and their family members, we implement additional safeguards with regard to such information, including:

Restricted confidentiality practice for victim advocacy services and juvenile justice records
Consent procedures for youth engagement in programs based on age
Trauma-informed approach to handling victim and juvenile information
Restriction of access to sensitive information to designated and trained staff

We will also ensure that vulnerable populations with our services feel secure and respected.

Community Outreach and Public Education Programming

As one of our roles, the Northwestern District Attorney’s Office offers legal workshops, informational programs, and public materials to further its mission. When registration or information gathering is necessary in order to offer these resources to the public, attendance is strictly voluntary and registrants are informed up front how the information may be used. Information collected for purposes of public education will be kept anonymous where practical and will never be used for commercial solicitation purposes.

Your Rights and Choices

Community members may request:

Access to personal information
Corrections or additions to the personal information that is incorrect
Withdrawal of consent for particular uses of personally-identifiable information, where consent has been given
Inquiries about the retention, use, or disclosure of their personal information

To exercise this right, call (317) 532-9697 or email [email protected]. We will respond to all requests fully and candidly.

How to Reach Us About Privacy

Address	500 N Capitol Ave Ste 42, Indianapolis IN 46204
Phone	(317) 532-9697
E-mail	[email protected]
Website/URL	https://northwesterndistrictattorney.org/
Business Hours	M-F, 8AM to 5PM

Do not hesitate to ask questions, report privacy concerns, or request support and educational resources.

Cookies and Website Analytics

Our website https://northwesterndistrictattorney.org/ employs strictly technical and accessibility-oriented cookies. We do not otherwise use tracking or profiling cookies for marketing, advertising, or other commercial purposes. Analytical/website usage data may be collected for the purpose of assessing visitor usage of the website in order to enhance website usability and/or user experience; however, this usage data is in aggregated form and does not contain personally identifiable information. You can set your browser’s cookie parameters to determine cookie setting preferences at any time. For more information, please see our Cookie Policy.

Children’s Privacy

Protecting children and young people’s privacy is very important to us. Additional protective measures are built into our youth-serving programs, such as:

Only collecting the minimum amount of information required in order to use a program
Obtaining parental or guardian consent where required by law
Providing age-appropriate privacy notices and educational information
Not providing youth information except in accordance with specific authorization requirements

We adhere to applicable legal requirements concerning the protection of children’s and young people’s data.

Data Breach Notification Policy

In the very unlikely event of a personal data breach, the Northwestern District Attorney’s Office will quickly contain and assess the breach, and notify affected individuals of the breach if we are required by law to do so. Our response plan includes:

Immediate investigation and containment of the incident
Notification to law enforcement or regulatory authorities if necessary
Direct notification to affected individuals, with an explanation of the breach and steps individuals should take to protect themselves
Review and improvement of security measures

We will be transparent and accountable.

Links and Resources to Third-Party Websites

Our website may link to sites and/or resources created and maintained by others including community partners, other legal organizations, law schools, government agencies, and local agencies. Such third party agencies are solely responsible for the information contained in their websites and may have their own privacy policy. Users should review the privacy policies of any third party websites before providing any personal information. The Northwestern District Attorney’s Office is not responsible for the privacy policies or content found on third party sites.

This Policy’s Updates and Revisions

As with other terms of service maintained on our website, this Privacy Policy may be updated in order to align with changes in law, technology, or our practices and policies. Any revisions will be made available on our website and will take effect as soon as they are posted unless otherwise stated. We encourage all community members to periodically review this policy in order to remain aware of how we protect your privacy. If there are any significant changes to the policy, the organization will employ a reasonable direct way (including a prominent notice on the website) of reaching community members who may be affected by these developments. For the latest version, please visit our Privacy Policy page.

Public Resources Commitment to Transparency and Ethical Standards

Transparency is an important aspect of the services that our office provides to the community. We provide information to the public in a clear and accessible manner regarding how personal data is used, stored, and protected. Our office policies are based on ethical principles, respect for individual freedoms, and the responsible use of confidential data. Regular training and dialog with our communities promote a culture of accountability and trust.

Frequently Asked Questions (FAQ)

Q: What information do I need to provide to receive services?
A: We typically need your name, contact information, and some information specific to your case. All information is 100% confidential and will only be used for support services.
Q: Can I remain anonymous when participating in programs?
A: Yes, most opportunities offer you the option of remaining anonymous. In cases where information is needed (i.e. for certificates), we will state as such upfront.
Q: How do I update or correct my personal information?
A: Give our office a call at (317) 532-9697 or email [email protected] with your request. We will confirm your identity and update your file immediately.
Q: Who will my information be shared with?
A: Information is only shared with law enforcement, courts, and/or support partners when required by law or with your explicit consent.

Your Role in Preserving Privacy

Although we are dedicated to protecting the information in our records, it is also your responsibility to help preserve your privacy, including:

Thoughtfully considering information provided by electronic means
Utilizing safe methods for transmitting confidential documentation (i.e. encrypted email, in person)
Immediately alerting our office of suspicions of unauthorized breaches of your information
Reviewing privacy settings on personal computers/devices and browsers utilized to access our online platforms

By working together, we can protect the security for all members of the community.

Language and Accessibility

The Northwestern District Attorney’s Office is pleased to make privacy information available in multiple formats to residents. Upon request we will provide this Privacy Policy and related privacy notices in other languages or formats. Individuals wishing to obtain these materials in an alternative format or language, or for reasonable disability accommodation are encouraged to contact us at (317) 532-9697 or [email protected]. We are committed to serving all members of the community fairly.

Consent and Opt Out

Where we ask for your consent to collect or use your information (to register for a particular program, for example, or to receive updates), we will state clearly the purposes for which it will be collected and seek your clear agreement. You can revoke consent at any time by contacting our office. Opt-out instructions are included in each communication, and we will respect opt-out choices and process them promptly.

International and Across-State Information

As a public office of the Northwestern District, we provide service to our jurisdiction’s residents. In those comparatively few circumstances in which personal information is received from or concerning persons beyond our district, such as witnesses, families, and others, we extend the same privacy safeguards. We never transfer personally identifying information internationally except as required by law or a specific legal proceeding and always in accordance with applicable law.

Information Integrity and Accuracy

We take reasonable steps to ensure that personal information we collect is accurate, complete, and up-to-date. Community members are encouraged to inform us of any change or correction. Our records and services undergo regular audits and reviews to preserve the integrity of our information and the effectiveness of our services.

Privacy Issues Relating to Partnerships

The Northwestern District Attorney’s Office collaborates with law enforcement agencies, victim assistance programs, educational institutions, and local governments. In every instance, the District Attorney’s Office mandates compliance with relevant privacy standards and confidentiality regulations. Information shared with partners is restricted to what is essential for the collaboration’s objectives and is disclosed only as necessary, with due regard for individual privacy.

Privacy and Public Records

As a court system, the Washington County Clerk and Master Office is subject to public records disclosure under state and federal laws known as Freedom of Information. In particular, sensitive individual data involving victims, juveniles, and criminal investigations is exempt from public release. We will consider all requests received, balancing the goal of transparency with maintaining privacy and the integrity of legal proceedings.

Feedback and Contact Information

Your comment, concern, or suggestion could help us better serve the needs and desires of the community. It is important to get feedback concerning this Privacy Policy to make it more effective. You may reach us during business hours at (317) 532-9697 or via email at [email protected]. If you prefer to write it in, your correspondence may be sent to 500 N Capitol Ave Ste 42, Indianapolis IN 46204. We appreciate your time and value your feedback and desire for us to better serve you. For more ways to reach us, please visit our Contact Us page.

Conclusion: Privacy as a Tenet of Justice

The Northwestern District Attorney’s Office believes justice and privacy are interdependent. Safeguarding your personal information strengthens trust, supports victims, and empowers our communities. We are committed to the highest standards of ethical behavior, transparency, and innovation in everything we do. For more information, resources, or to get involved in one of our programs, visit https://northwesterndistrictattorney.org/ or contact us directly. Together we are helping to create a safer and more just community with respect for your privacy.