This website is owned by Start Mediation Ltd. and this policy contains important information about how we use personal data The policy relates to the personal data we process to provide mediation and related services to our clients and prospective clients. Any personal data we process complies with data protection law. Data protection law includes the General Data Protection Regulation 2016/679; the Data Protection Act 2018, and all relevant data protection legislation.
Information is never shared with anyone for marketing purposes, and we are committed to keeping data safe and secure, and to protect it against unauthorised access. However, as transmission of information via the internet can never be completely secure, we cannot guarantee complete security and all information is provided at the provider’s risk.
This policy sets out:
• The information we collect and how we collect it.
• Why and how we use information.
• For how long we keep information.
• How we may share information.
• Rights of those who we hold information about.
• How we keep information safe.
• Our compliance and co-operation with regulatory authorities
• Responsibility for the processing of personal data
1.The information we collect and how we collect it
We only collect and process information to provide services as part of providing any contract for mediation or related services, for the purposes set out below.
We may collect the following information
• Personal information: for example, names, email addresses, mailing addresses, phone numbers, and dates of birth.
• Sensitive personal data, for example details of any child.
From time-to-time, and as permitted by applicable laws, we may collect personal data to update the existing data we hold.
We collect information from:
• Forms on our websites.
• Referrals from others: for example, family solicitors.
• Phone conversations, emails and other communications.
2. Why and how we use information
Personal data may be used to:
• Provide our services in a contract.
• Respond to requests and enquiries,
• Improve our services, for example, to ask someone to take part in surveys or other initiatives which help us to gather information used to develop and enhance our services.
• Comply with applicable laws: for example, a search warrant or court order.
• Carry out professional ethics or conduct investigations.
• Enable us to provide and maintain our own accounts and records.
• Manage our staff.
Consent and lawful processing of data.
We collect and process data in line with our legitimate interests, which include processing personal data for the purposes of:
• providing a service under a contract,
• enhancing the provision of our services, and
• administration and service delivery.
3. For how long we keep information
Files are stored for up to six months from conclusion of a mediation whilst MIAM (Mediation Information and Assessment Meeting) files are stored for up to four months from conclusion of the MIAM. All files are then securely deleted or shredded.
4. How we may share information
We do not share personal data with any third party apart from in the following circumstances:
• When we believe there to be a risk to a person or child, when we have a duty to alert the relevant authorities as part of our overall responsibility to safeguard children.
• When we are authorised to disclose personal details to a third party – if mediation has started, joint consent of the participants is required.
• Where the information is disclosed where permitted by law or to comply with the law: for example, a search warrant or court order.
• If a complaint is made to us or to the Family Mediation Standards Board, we may release information to help resolve it.
• Our quality assurance standards also require our mediators’ files to be monitored by an external mediator in their role as a practice consultant. A practice consultant may view files, including mediation summaries. Their access is controlled and is on a confidential basis.
Information may be provided to service providers who perform functions on our behalf: For example:
• Hosting providers for the secure storage and transmission of your data.
• Legal and compliance consultants, such as external counsel, external auditors.
• Technology providers who assist in the development and management of our web properties.
5. Rights of those who we hold information about
Users are subject to the following rights:
• The right to be informed of the use of their personal data.
• The right to access and require the correction or erasure of your personal data.
• The right to block and object to the processing of your personal data.
• The right to not be subject to any decision based solely on automated processing of your personal data.
• In limited circumstances, users may have the right to receive personal data in a format which may be transmitted to another entity.
• If anyone has a complaint in relation to the processing of their data carried out under this policy, they have the right to lodge it with the ICO (Information Commissioners Office).
Users may seek to exercise any of these rights by writing to Stephen Anderson, a director of Start Mediation Ltd. at email@example.com .
6. How we keep information safe
We protect the personal information that we hold, its confidentially, integrity and availability by:
• Reviewing our information collection, storage and processing practices, including security measures, to guard against unauthorised access to systems.
• Restricting access to personal information to staff and volunteers, subject to strict contractual confidentiality obligations. They may be disciplined or terminated if they fail to meet these.
• Using a combination of technology and procedures to ensure our paper and computer systems are protected, monitored and are recoverable.
• Only using third party service providers where we are satisfied that they provide adequate security for personal data.
7. Our compliance and co-operation with regulatory authorities
We regularly review our compliance with this policy. If we receive formal written complaints, we will contact the person who made the complaint to follow up. We will work with the ICO to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.
8. Responsibility for the processing of personal data
Stephen Anderson is responsible for data protection. If you have any concerns or wish to exercise a right under any data protection regulation or law, you can contact him at firstname.lastname@example.org