MEDIATION SERVICE PRIVACY POLICY
Family Mediation Cheshire
Who We Are
Louise Martin, trading as Family Mediation Cheshire (“we”, “us” or “our”), provides family mediation services.
For the purposes of the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and related data protection legislation, we act as the Data Controller in relation to the personal information we collect and process in connection with our mediation services.
This Privacy Policy explains what personal information we collect; how we collect and use that information; our lawful reasons for processing it; who we may share it with; how long we keep it; and your rights under data protection law.
Data Controller Contact details
Louise Martin; email : in**@************************co.uk
https://www.familymediationcouncil.org.uk/mediator/louise-martin
Who Is Covered By This Policy?
This Privacy Policy applies to individuals who participate in mediation with us; prospective mediation clients; people who contact us to enquire about mediation services; individuals referred to us by solicitors, other professionals or mediation services; people whose details are provided by another prospective participant for the purpose of exploring mediation; children and young people involved in child-inclusive mediation; and visitors to our website.
What Personal Information Do We Collect?
The information we process will vary depending on the nature of the mediation and the services requested. We may process:
Personal Information
To include name; address; telephone numbers; email addresses; date of birth; National Insurance number; family composition and relationship information; information relating to children; financial information and supporting documents; property ownership details; records of appointments and mediation sessions; correspondence and communications; court-related information; legal advice relevant to mediation; social media information where relevant to the mediation process.
Special Category Information
Family mediation frequently involves the processing of special category personal data, including information relating to: physical or mental health; disabilities or vulnerabilities; ethnicity; religious beliefs; trade union membership; sexual orientation; political opinions; safeguarding concerns; and information relating to criminal allegations, investigations or convictions where relevant.
We process such information only where necessary and where a lawful basis exists under data protection legislation.
How We Collect Personal Information
We may obtain personal information directly from you by telephone; by email; through our website including website referral forms; by letter; during consultations and mediation sessions; through forms and questionnaires; during Mediation Information and Assessment Meetings (MIAMs).
We may also obtain information from: solicitors; barristers; legal representatives; financial advisers; accountants; counsellors; mediation services; courts or tribunals; government bodies; the other participant in mediation; experts instructed during mediation; and other professionals acting on your behalf or with your authority.
Information Relating to Children
In some cases, we process personal information relating to children involved in mediation.
Where child-inclusive mediation takes place, we may collect information directly from children and young people.
Where appropriate, separate age-appropriate privacy information will be provided to children participating directly in mediation sessions.
Keeping Your Information Up To Date
It is important that the information we hold about you remains accurate.
Please notify us promptly if there are changes to: your name; address; telephone number; email address; family circumstances; details relating to children; financial circumstances relevant to mediation.
How We Use Your Information
We use personal information to: respond to enquiries; assess whether mediation is suitable; arrange and conduct mediation meetings; carry out MIAMs; facilitate communication between participants; prepare mediation documents; provide child-inclusive mediation; comply with Family Mediation Council requirements; administer our business; maintain accurate records; manage complaints; safeguard children and vulnerable adults; meet legal and regulatory obligations; establish, exercise or defend legal claims.
We will only process personal information where we have a lawful basis for doing so.
Referrals From Solicitors and Other Professionals
We may receive referrals from: solicitors; barristers; legal executives; financial advisers; counsellors; charities; mediation services; and other relevant professionals.
Information provided through professional referrals will be used to: assess suitability for mediation; arrange appointments; communicate with the parties; administer referrals; and provide mediation services.
Website Enquiries and Referral Forms
We may collect personal information through: website enquiry forms; referral forms; contact forms; email links on our website.
Information may include: name; contact details; details relating to family circumstances; information provided within enquiry or referral fields.
Information submitted through website referral forms may include information about another person supplied by the referrer. We process such information only to the extent necessary to consider the referral, assess suitability for mediation and make appropriate contact regarding mediation services. Where personal data is obtained from someone other than the individual concerned, we will provide privacy information as required by law unless an exemption applies. We do not assume an individual has consented to participation in mediation merely because another person has supplied their details.
What do we do with your data and why is it legal for us to use it?
As family mediators, we act as a Data Controller in relation to the personal information we process. We process personal data only where we have a lawful purpose connected with mediation, either providing our mediation services to people who have signed our Agreement to Mediate, or giving families the opportunity to find out more about family mediation as a way of resolving a family issue.
In order to provide these mediation services as accredited family mediators, we also have to comply with the professional obligations imposed on us by the Family Mediation Council. These include obligations to make your personal data available to other people in certain limited circumstances. Our practice supervisors, Professional Practice Consultants, a complaints handler or the Legal Aid Agency may have sight of our files (as explained below) but access is strictly controlled and on a confidential basis.
If you decide to mediate with us, we will process your personal data in accordance with our Agreement to Mediate and this Privacy Policy. If you sign our Agreement, you consent to us processing your personal data as part of your contract with us – our legal basis for processing your data if you are mediating with us the performance of a contract. We will process your personal information in order to provide mediation services, administer the mediation process, comply with our professional obligations and maintain appropriate records. By entering into an Agreement to Mediate, you acknowledge that we will process your personal information in accordance with this Privacy Policy. The primary lawful basis for this processing is the performance of a contract under Article 6(1)(b) UK GDPR.
This includes us retaining and storing your personal data for as long as is necessary in connection with the Agreement, to include a period of 6 years after the mediation concludes, in case of complaint. It also includes giving us permission to share your personal data with our practice supervisors and/or any person appointed by the Family Mediation Council to consider a complaint about the mediation We may retain data for research and statistical purposes, but only on the understanding that if used for this purpose all identifying details will have been removed. We will not process your data for any other purpose.
Before this, while you and we are working out whether or not mediation is a good option for your family, we will usually process a very limited amount of your personal data, for example your contact details, so that we can communicate with you and assess your suitability for family mediation. We include brief information about this in all of our emails.
If you contact us directly to enquire about mediation services, we process your personal information to respond to your enquiry, to explore with you whether or not mediation is a good way forward for your family, assess suitability for mediation and take steps at your request before entering into any mediation agreement. The lawful bases for this processing are Article 6(1)(b) UK GDPR (steps prior to entering into a contract) and Article 6(1)(f) UK GDPR (legitimate interests).
Where one prospective participant provides us with another person’s contact details for the purpose of exploring mediation, we may contact that person to provide information about mediation services and assess suitability for mediation. Our lawful basis for this processing is Article 6(1)(f) UK GDPR, namely our legitimate interests in facilitating access to family mediation and enabling individuals to consider mediation as an alternative to court proceedings. The Children and Families Act 2014, s 10, introduced a mediation information and assessment process and requires the majority of people to show that they have attended a mediation information and assessment meeting, and have considered family mediation as an option, before they ask the court to make a decision about their family. Contacting someone to give them access to this mediation information and assessment process is therefore a way to protect their legal rights within the family justice system.
Lawful Bases For Processing Personal Information
We rely upon one or more of the following lawful bases:
- Performance of a Contract
Article 6(1)(b) UK GDPR
Where processing is necessary to provide mediation services or fulfil obligations arising under the Agreement to Mediate.
- Steps Prior to Entering into a Contract
Article 6(1)(b) UK GDPR
Where processing is necessary to respond to enquiries, conduct MIAMs or assess suitability before entering into a mediation agreement.
- Legitimate Interests
Article 6(1)(f) UK GDPR
Including: responding to enquiries; assessing suitability for mediation; contacting prospective mediation participants; administering referrals; maintaining records; handling complaints; managing and improving our services; protecting our legal rights.
- Legal Obligation
Article 6(1)(c) UK GDPR
Where processing is necessary to comply with legal, regulatory, safeguarding or professional obligations.
- Consent
Article 6(1)(a) UK GDPR
Where consent is specifically required for a particular activity.
Special Category Personal Data
Where we process special category personal data, we rely upon one or more of the following conditions:
- Explicit Consent:
Article 9(2)(a) UK GDPR
- Establishment, Exercise or Defence of Legal Claims:
Article 9(2)(f) UK GDPR
- Other Conditions Permitted by Law:
Where another lawful condition under UK data protection legislation applies.
Sharing Personal Information
We may share personal information with:
- other mediators involved in the matter; child-inclusive mediators; co-mediators;
- solicitors and legal representatives;
- experts instructed by the parties; pension experts; financial neutrals; accountants;
- counsellors;
- Family Mediation Council; Family Mediation Standards Board;
- Professional Practice Consultants and practice supervisors;
- the Legal Aid Agency (where relevant);
- insurers;
- IT providers; website and software providers;
- compliance advisers;
- accountants and auditors;
- local authorities; safeguarding agencies;
- courts and tribunals; law enforcement agencies where required by law.
Any third party receiving personal information is required to maintain its confidentiality and security.
Confidentiality
Family mediation is generally confidential. However, we may disclose information where: required by law; required by a court order; necessary to protect a child, vulnerable adult or any individual who may be at risk of significant harm; there are safeguarding concerns; there is a risk of serious harm; necessary for the prevention or detection of crime; required by professional or regulatory obligations.
International Transfers
Personal information may occasionally be transferred outside the United Kingdom where necessary for the provision of mediation services, for example where a participant, solicitor or relevant professional adviser is located overseas. Where such transfers occur, we will take appropriate measures to protect personal information and comply with applicable data protection requirements.
Retention of Personal Information
We retain personal information only for as long as necessary.
Generally:
- mediation files are retained for a maximum of six years following closure of the case;
- enquiries that do not result in mediation are normally retained for up to 12 months;
- website enquiries and referral forms that do not proceed are normally retained for up to 12 months;
- financial records are retained in accordance with legal obligations;
- child-inclusive mediation records are retained in accordance with professional and regulatory requirements.
Information may be retained for longer where reasonably required for: legal proceedings; complaints; insurance requirements; regulatory investigations; safeguarding matters.
Where information is no longer required it will be securely deleted, destroyed or anonymised.
Website Analytics, Cookies and Similar Technologies
Our public website does not use cookies or similar technologies to track visitors, analyse their browsing behaviour or display advertising.
The map on our contact page is a static image hosted on our website. Viewing it does not connect your browser to Google Maps.
If we introduce cookies or similar technologies, we will update this notice and obtain consent where required.
Security Measures
We take the security of personal information seriously. Our security measures include: encrypted systems and databases where appropriate; password-protected devices and accounts; access controls; anti-virus and security software; secure backups; confidentiality obligations; staff and contractor access on a need-to-know basis.
Your Data Protection Rights
Depending on the circumstances, you may have the right to: access your personal information; correct inaccurate information; request erasure of information; restrict processing; object to processing; request data portability; withdraw consent where processing is based on consent. Some rights may be restricted where exemptions apply under data protection law.
Mediation Records Containing Information About Other Individuals
Because mediation involves more than one participant, records may contain personal information relating to multiple individuals. When responding to requests for access to personal information, we may need to consider the privacy rights, confidentiality obligations and data protection rights of other participants before disclosing information.
Your Right to Complain
If you have concerns about how your personal information is handled, please contact us first so that we can attempt to resolve the matter.
You also have the right to complain to the Information Commissioner’s Office (ICO).
Information Commissioner’s Office, Website : www.ico.org.uk Telephone : 0303 123 1113.
Changes To This Policy
We may update this Privacy Policy from time to time to reflect changes in legal requirements, professional obligations or our data processing activities. The most recent version will always be available on our website. Please therefore check this page on a regular basis. Last Updated: 2026.