Introduction

The Mediation Agency is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our mediation services, enquire about our services, or apply to join our panel of mediators.

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This policy applies to all users of our website, clients seeking mediation services, and professionals applying to join our mediation panel.

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We are part of the Mediator Network family, operating alongside The Dispute Resolution Agency and DRA.Directory.

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Who We Are

The Mediation Agency is operated by Mediator Network Ltd, a company registered in England and Wales (Company Number: 10070211). We are the data controller responsible for your personal data.

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Contact Details:

• Email: team@mediation-agency.co.uk

• Phone: 03300 431 757

 

What Personal Data We Collect

For Mediation Enquiries and Case Management

Personal Information:

• Name and contact details (address, phone, email)

• Details about your dispute or conflict

• Communication records and correspondence

• Case notes and mediation outcomes

• Payment and billing information

 

Sensitive Information (where relevant):

• Information about legal proceedings

• Employment-related information

• Health information (if relevant to the dispute)

• Information about family circumstances

 

For Panel Member Applications

Professional Information:

• CV and employment history

• Professional qualifications and accreditations

• References and recommendations

• Professional indemnity insurance details

• Case experience and specialisms

 

Personal Information:

• Name and contact details

• Identity verification documents

• Right to work documentation

• Professional memberships

 

Website and Technical Data

Automatically Collected:

• IP address and browser information

• Pages visited and time spent on our website

• Cookies and similar tracking technologies

• Device information and operating system

 

How We Use Your Personal Data

For Mediation Services

We use your personal data to:

• Assess your suitability for mediation

• Match you with appropriate mediators

• Manage your mediation case

• Facilitate communication between parties

• Prepare mediation agreements

• Process payments

• Provide ongoing support and follow-up

 

For Panel Member Applications

We use your personal data to:

• Assess your application to join our mediation panel

• Verify your qualifications and experience

• Conduct professional reference checks

• Maintain our mediator directory

• Allocate suitable cases

• Provide professional support and development

 

Legal Basis for Processing

We process your personal data based on:

• Legitimate interests - to provide mediation services and operate our business

• Contractual necessity - to fulfil our mediation service agreements

• Consent - where you have given specific permission

• Legal obligation - to comply with regulatory requirements

 

Data Sharing and Disclosure

With Mediators and Panel Members

We may share relevant case information with:

• Assigned mediators (limited to information necessary for the mediation)

• Other parties in the same mediation (with appropriate safeguards)

 

With Third Parties

We may share your data with:

• Payment processors - to handle billing and payments

• Professional bodies - where required for accreditation or complaints

• Legal advisers - for professional advice and support

• IT service providers - who help us maintain our systems securely

• The Mediator Network family - The Dispute Resolution Agency and DRA.Directory

 

Legal Requirements

We may disclose your data if required by:

• Court orders or legal proceedings

• Regulatory investigations

• Law enforcement requests

• Professional conduct investigations

 

Data Security

We implement robust security measures to protect your personal data:

Technical Measures:

• Encrypted data storage and transmission

• Secure access controls and authentication

• Regular security audits and updates

• Firewall and intrusion detection systems

 

Organisational Measures:

• Staff training on data protection

• Confidentiality agreements with all personnel

• Regular review of access permissions

• Incident response procedures

 

Data Retention

Mediation Case Records

• Active cases: Retained during mediation and for 12 months after completion

• Completed cases: Retained for 6 years after case closure

• Unsuccessful mediations: Retained for 2 years after termination

 

Panel Member Information

• Active panel members: Retained whilst on our panel and for 2 years after leaving

• Application records: Retained for 2 years from application date

• Professional development records: Retained for 5 years

 

Website and Marketing Data

• Website analytics: Retained for 2 years

• Marketing communications: Until you unsubscribe or object

 

Financial Records

• Retained for 7 years in accordance with accounting requirements

 

Your Data Protection Rights

Under UK data protection law, you have the following rights:

 

• Right of Access

  • Request a copy of the personal data we hold about you, including:

  • What data we have

  • How we use it

  • Who we share it with

  • How long we keep it

• Right to Rectification

  • Request correction of inaccurate or incomplete personal data.

• Right to Erasure

  • Request deletion of your personal data in certain circumstances:

    • Data no longer needed for the original purpose

    • You withdraw consent (where applicable)

    • Data has been unlawfully processed

    • Legal obligation requires erasure

• Right to Restrict Processing

  • Request limitation of how we use your data in specific situations.

• Right to Data Portability

  • Request transfer of your data to another service provider in a structured format.

• Right to Object

  • Object to processing based on legitimate interests, including direct marketing.

• Right to Withdraw Consent

  • Where we rely on consent, you can withdraw it at any time.

 

Making a Data Rights Request

To exercise your rights:

1. Contact us using the details provided above

2. Provide identification to verify your identity

3. Specify your request clearly

4. Allow up to one month for our response

We may request additional information to verify your identity and locate your data.

 

Cookies and Website Tracking

Our website uses cookies to:

• Remember your preferences and settings

• Analyse website usage and performance

• Improve user experience

• Provide relevant content

 

You can control cookies through your browser settings. Disabling cookies may affect website functionality.

Types of Cookies We Use:

• Essential cookies - necessary for website operation

• Analytics cookies - to understand how visitors use our site

• Functional cookies - to remember your preferences

 

International Data Transfers

Your personal data is primarily stored and processed within the UK. If we transfer data internationally, we ensure appropriate safeguards are in place through:

• Adequacy decisions by the UK government

• Standard contractual clauses

• Other approved transfer mechanisms

 

Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children without appropriate consent from parents or guardians.

 

Changes to This Privacy Policy

We may update this Privacy Policy to reflect:

• Changes in our practices

• Legal or regulatory requirements

• Improvements to our services

 

We will notify you of significant changes by:

• Email (where we have your contact details)

• Prominent notice on our website

• Direct communication for active cases

 

Complaints and Concerns

If you have concerns about how we handle your personal data:

1. Contact us directly using the details above

2. Contact the Information Commissioner's Office (ICO):

   • ​Website: ico.org.uk

   • Phone: 0303 123 1113

   • Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

 

Contact Us

For any questions about this Privacy Policy or our data practices:

Data Protection Officer
The Mediation Agency
Email: team@mediation-agency.co.uk
Phone: 03300 431 757

Office Hours: Monday to Friday, 9:00am - 5:00pm

This Privacy Policy is effective from [Date] and was last updated on [Date].