Privacy Policy

Adept Dispute Resolution Ltd., trading as Adept Mediation, is committed to processing data securely and transparently in line with General Data Protection Regulation (GDPR) and other relevant legislation. This privacy policy sets out the types of data that we hold on you as a user of our service, how we use that information, how long we keep it for, and other relevant information about your data.

Data Controller

Adept Dispute Resolution Ltd. is a data controller, meaning that we determine the processes to be used when using your personal data. We are registered with the Information Commissioner’s Office (ICO), under registration no. ZB795629, and are committed to safeguarding the privacy of our service’s users and websites’ visitors. This policy applies where we are acting as data controller with respect to the personal data of our website visitors and service users.

Our contact details are:

Email address: ch@adeptmediation.com

Registered office address: 128 City Road, London, United Kingdom, EC1V 2NX

Why We Process Your Personal Data

The law on data protection allows us to process your personal data:

• To perform a contract that we are party to

• To carry out legally required duties

• For us to carry out our legitimate interests

• To protect your interests

• Where something is done in the public interest

Types of Personal Data That We May Process

Personal data that we process may include your name, date of birth, gender, marital status, details of your dependants, health and medical information including whether or not you have a disability, address, telephone number, email address, employment details, biographical information, dietary requirements, special mobility or access requirements, bank details and financial information, national insurance number, details of current or previous legal proceedings, and any criminal record you may have. The legal basis for this processing is for the performance of a contract between you and us to enable your use of our services, in addition to our legitimate interests namely the proper administration of our business and services.

Sometimes in the course of using our services, you may provide information which is classed as ‘special category data’ (such as health, sexual orientation, religion). The legal basis we rely on to process this information requires us to seek your specific consent, unless we must process the data to carry out our legal obligations.

Please do not supply any other person’s personal data to us, unless we prompt you to do so.

How We Collect and Use Your Personal Data

We collect data about you in a variety of ways and this will usually start when you first make an enquiry or we receive a referral for one of our services. In some cases, we will collect data about you from third parties, such when a solicitor makes a referral to mediation. Further information will be collected directly from you in the course of us providing our services, for instance when you attend a mediation appointment. We only collect information that is relevant to the service that we are providing.

We may process information contained in any enquiry you submit to us regarding our services. The enquiry data may be processed for the purposes of responding to your enquiry and giving you information about our services. The legal basis for this processing is our legitimate interests, namely the processing of your information for the administration of our business and services.

We may process information that you provide to us for the purpose of subscribing to our email notifications, newsletters, and other marketing materials. This data may be processed for the purposes of sending you the relevant information and the legal basis for processing this data is consent. You can withdraw this consent at any time by unsubscribing from our marketing.

We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our websites. This may include your contact details, the transaction details, and payment information. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us, and our legitimate interests for the proper administration of our business.

We may process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. The legal basis for this processing is to carry out our legal obligations.

We may process your personal data where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our business against risks.

Use of Cookies

We may use ‘cookies’ on our website. Cookies are small text files stored on a website user’s device temporarily, to enable websites to function correctly and to store users’ technical information (including IP address, operating system, browser type, duration of visit to the website, and a user’s interactions with the website), and user preferences in relation to the use of cookies. Most browsers enable the user to block cookies or to delete them. Blocking or deleting cookies may have a negative impact on your use of a website. Cookies enable us to maintain and monitor the performance of our websites and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our websites and services. Where cookies are not strictly necessary for the provision of our websites and services, we will ask you to consent to our use of cookies when you first visit our website.

Providing Your Personal Data to Others

We may pass your information to third parties in the following circumstances:

• We are using a third party purely for the purposes of processing data on our behalf, such as a payment processor or cloud computing software provider, and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors. The legal basis for this processing is our legitimate interests, namely the proper administration of our business and services.

• We are required by law to share your data with the Courts, Local or Public authorities (such as if child safeguarding issues have been raised or a crime is suspected under The Proceeds of Crime Act 2002). The legal basis for this processing is to carry out our legal obligations.

• You have given your consent. For instance, you are changing mediation provider and wish for us to share your name and contact information with them. Or you have raised a complaint and wish for us to share your name, contact information, and nature of your complaint, with our relevant membership body or regulatory authority. The legal basis for this processing is your consent.

• At some of our in-person meetings or events, we may share the names of participants, access requirements, and dietary requirements, with the venue in order to facilitate the meeting or event (e.g. to facilitate access to a secure venue). The legal basis for this processing is our legitimate interests, in order to carry out our services and provide you with access to the event or meeting.

How Long We Will Retain Your Data

We will hold your personal data only for as long as is necessary.

Most personal data we hold (including notes from your mediation and documentation you have provided to us) will be retained for a minimum period of 6 months following the date of our last contact with you, and for a maximum period of 12 months following that date.

We will retain copies of any Memorandum of Understanding and Open Financial Summary for six years, after which time, they will be securely destroyed.

We may retain your personal data for longer than the above periods of time, where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

Data you provide us for the purposes of marketing will be retained indefinitely unless you unsubscribe.

Data pertaining to visitors’ usage of our website will be held indefinitely.

Protecting Your Data

We take the security of your data seriously and have internal processes to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. Third parties who are under a duty of confidentiality must implement appropriate technical and organisational measures to ensure the security of your data.

If You Do Not Provide Your Data to Us

We may not be able to provide you with some or all of our services if you do not provide certain data to us.

Your Rights in Relation to Your Data

The law on data protection gives you certain rights in relation to the data we hold on you. These are:

• The right to be informed

• The right of access

• The right for any inaccuracies to be corrected.

• The right to have information deleted

• The right to restrict the processing of the data

• The right to portability

• The right to object to the inclusion of any information

• The right to regulate any automated decision-making and profiling of personal data

Where you have provided consent to our use of your data, you also have the right to withdraw that consent at any time. Withdrawing your consent means that we will stop processing the data that you had previously given us consent to use and may also mean that we are unable to continue providing our services to you. In some cases, we may continue to use the data where we have a legitimate reason for doing so.

If you wish to exercise any of your rights in relation to your data, please contact us at ch@adeptmediation.com

Making a Complaint

If you are unhappy with how we have processed your data, or have a query about how we have processed your data, we encourage you to get in touch with us at ch@adeptmediation.com

The supervisory authority in the UK for data protection matters is the Information Commissioner’s Office (ICO). If you wish to get in touch with the ICO directly, you can find details on their website.

Adept Mediation is a trading name of Adept Dispute Resolution Ltd., registered in England and Wales under company no. 15585418.
Registered office: 128 City Road, London, EC1V 2NX, United Kingdom.