Privacy Policy

Access Family Mediation

Effective date: 15/11/2025

Last updated: 15/11/2025

Data Controller: Access Family Mediation

Contact: contact@accessfamilymediation.com

1. Introduction

This Privacy Policy explains how we, Access Family Mediation, collect, use, store and protect personal information in the course of providing family mediation services. We are committed to handling your data lawfully, fairly and transparently, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By engaging with my services or contacting me for mediation, you agree that your personal information will be processed in line with this policy.

2. What Information I Collect

We may collect and process the following categories of personal data:

2.1 Information you provide

  • Name, address, email, phone number and other contact details

  • Date of birth

  • Details relating to your family situation

  • Information about your children

  • Financial information relevant to mediation (income, assets, liabilities, etc.)

  • Notes taken during MIAMs and mediation sessions

  • Copies of documents you provide (e.g., Form E / Form E-Lite, statements, court documents)

  • Your preferences, availability, and communication history

  • Any safeguarding or vulnerability information disclosed

2.2 Sensitive personal data (“special category data”)

We may process sensitive data where relevant and necessary for mediation, including:

  • Health information

  • Information relating to domestic abuse

  • Ethnic or cultural background where relevant to the case

  • Information about criminal allegations if disclosed in mediation

Processing of this type of data is permitted under Article 9(2)(f) (legal claims) and Article 9(2)(g) (substantial public interest) where relevant to mediation practice.

2.3 Information from third parties

We may receive information from:

  • Referrers (e.g., solicitors)

  • Other mediators (e.g., co-mediation or handover notes)

  • External professionals where consent is given

  • Court correspondence if provided by clients


3. Why We Collect Your Information (Lawful Basis)

Your data is processed under the following lawful bases:

3.1 Contractual necessity

  • To deliver mediation services, including:

  • Arranging MIAMs, or Pre-Mediation Assessment Meetings, and mediation sessions

  • Preparing documentation (Open Financial Statement, Memorandum of Understanding, Parenting Plans)

  • Managing communication and scheduling

3.2 Legal obligation

Where necessary to comply with the law, including:

  • FMC Code of Practice

  • Record-keeping, safeguarding and reporting requirements

  • Responding to lawful court orders or legal requests

3.3 Legitimate interests

For the efficient and safe running of our mediation practice, including:

  • Internal administration

  • Professional supervision (with identifying details omitted where possible)

  • Improving service delivery

3.4 Consent

  • For specific situations where your explicit consent is required.

Consent can be withdrawn at any time unless a competing legal obligation applies.


4. How Your Information Is Used

I may use your information to:

  • Assess suitability for mediation (MIAM)

  • Conduct mediation sessions

  • Communicate with you during the process

  • Prepare mediation documents

  • Maintain accurate case records

  • Manage payments and invoicing

  • Monitor quality and ensure compliance with professional standard

  • Resolve complaints

  • Comply with safeguarding obligations

We do not use your data for marketing without your specific consent.

5. Who I Share Your Information With

Your information is treated confidentially. It may be shared only where necessary and lawful, including:

5.1 With your consent

  • To share mediation documentation with your solicitor

  • To liaise with professionals supporting your case

  • To discuss arrangements with a co-mediator

5.2 Without your consent (as required by law)

  • Where there is a safeguarding risk (harm to a child or vulnerable adult)

  • Where information indicates risk of serious harm

  • Where compelled by a court order

  • For the prevention or detection of crime, including money laundering

  • For legal or regulatory compliance

5.3 Professional supervision

  • As required by the FMC and Professional Practice Consultant (PPC) supervision obligations. Case material is anonymised wherever possible.

6. How Your Information Is Stored

Your data is stored securely using password-protected systems and encrypted cloud storage where applicable. Paper records are kept in locked storage.

We take reasonable steps to ensure your information is protected against loss, misuse and unauthorised access.

7. How Long Your Information Is Kept

Following FMC guidelines, we retain mediation records for:

  • 6 years from the end of your case

  • Longer where a complaint, legal claim or safeguarding concern justifies it

  • After this period, data is securely destroyed.

8. Your Rights

You have the following rights under UK data protection law:

  • Right to access your data

  • Right to rectification of inaccurate information

  • Right to erasure (“right to be forgotten”), subject to legal obligations

  • Right to restrict or object to processing

  • Right to data portability

  • Right to withdraw consent where consent is the lawful basis

  • Right to complain to the ICO (Information Commissioner’s Office)

If you wish to exercise any of these rights, contact me using the details at the top of this policy.

9. Complaints

If you have concerns about how your data is handled, please raise this with me in the first instance.

You may also contact the ICO:

www.ico.org.uk

Telephone: 0303 123 1113

10. Updates to This Policy

This policy may be updated from time to time. The most current version will always be available on request or displayed on our website if applicable.