Privacy Policy
This privacy policy relates to Arch Family Mediation and sets out how we look after the personal data you share with us which we are committed to protecting. We are registered with the Information Commissioner’s Office (ICO), reference number ZB931555, as a data controller.
If you have any concerns about how we look after your personal data please don’t hesitate to get in touch with us at carrie@archfamilymediation.co.uk or 07476 012552. If we cannot resolve your concerns, you are able to make a complaint to the ICO.
This policy covers the following people:
- People who visit our website.
- People who make enquiries with us about our services.
- Our clients and their families.
- People who we invite to attend a Mediation Information and Assessment Meeting (MIAM).
We deal with the following personal data:
Personal data means any information from which a person could be identified. We may collect, use, store and transfer the following types of personal data:
- Personal information – including name, date of birth, marital status.
- Contact information – including address, email address and phone numbers.
- Financial information – including your financial circumstances and those of your spouse/ex-spouse/partner/ex-partner.
- Health information
- Family information – including personal information, contact information and financial information of your family.
- Technical information – including IP address, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access our website.
Personal data is gathered through the following means:
- Our website
- Email, telephone and website enquiries that we receive.
- Our online meeting booking system.
- During meetings with us, both online and in person.
- Emails and telephone calls while you are clients.
- The completion of forms as part of the mediation process.
We will use your personal data legitimately as follows:
- To enable us to improve our website.
- To enable us to answer your enquiries about the services we provide.
- To arrange meetings through our online booking system, including the processing of payment for the meetings.
- In the provision of mediation services to you and your family.
- In payment for the mediation services that we are providing.
- To request feedback regarding our services.
- Where we need to comply with legal or regulatory obligations.
- We may share your personal data with third parties with your consent, for example for the purpose of arranging a third party report as part of the mediation process.
- In the event that safeguarding concerns arise, we may have an obligation to share your personal data with relevant authorities.
- If you have not contacted us, we may use the personal data that has been provided to us by your spouse/ex-spouse/partner/ex-partner to contact you (usually via email) to invite you to attend a Mediation Information and Assessment meeting (MIAM). The legal basis for this is to comply with the Children and Families Act 2014 and giving families access to mediation as an alternative to going to Court.
Disclosures of your personal data
We may share your personal data with organisations set out below:
- IT and systems providers that we use in the provision of our mediation services. Your personal data may be transferred to, stored and processed by third party IT platforms (including cloud based platforms) both in the UK, EEA and outside the EEA. This may involve a transfer of data outside the EEA. Please contact us if you would like information about the third party systems we use in the provision of our mediation services.
- Third parties with whom we are working with on your behalf, for example, pensions experts, financial advisors, solicitors. This would only be done with your specific consent.
- Professional indemnity insurers in the event of any complaint.
- The organisation administering the Family Mediation Voucher Scheme on behalf of the Ministry of Justice, at the time of writing, Opia Limited.
- Government departments such as HM Revenue & Customs.
- To the relevant body, if you make a complaint against us.
- On very rare occasions, our supervisors (PPCs). However, any supervision discussions would usually be anonymous.
Data retention
We will retain your personal data for six years from the conclusion of our involvement with you. This is in the event that you need further assistance in the future, and in the event of a complaint. After that time your personal data will be permanently deleted.
Your rights
You have the right to:-
- Request access to the personal data that we hold about you. If you make such a request we will provide the information within 1 month of the request. The information will be provided free of charge unless requests are repeated or excessive, in which case an administrative charge will be made at the rate of £50 per hour. We will not provide personal data that you would otherwise be entitled to if it contains personal data of another person.
- Request a correction of the personal data we hold about you.
- Request deletion of personal data where it is no longer needed for its original purpose. For example, if you have been our client we would need to retain your personal data for a period of 6 years following the conclusion of our involvement regardless of a request for it to be deleted.
- Request the restriction of the use of your personal data. This may mean that we are unable to provide you with ongoing mediation services.
- Request the transfer of your personal data to a third party.
- Withdraw your consent to the use of your personal data where we are relying on your consent. This will not affect the lawfulness of any use carried out before the withdrawal of your consent. This is likely to mean that we will be unable to provide you with ongoing mediation services.
In using our services you are consenting to the practices and processes set out in this privacy policy.
