Privacy and Confidentiality Policy
1. Introduction
We are committed to protecting your privacy and ensuring that your personal data and confidential information are handled lawfully, fairly, and transparently in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy explains:
how we collect and use personal data through our website; and
how we protect confidentiality and personal data in the context of mediation services.
2. Confidentiality in Mediation
Confidentiality is a cornerstone of the mediation process and an essential condition for open and effective dialogue.
All information disclosed before, during, and after mediation — including in joint sessions, private meetings (caucuses), written correspondence, and preparatory consultations — is treated as strictly confidential by the mediator. This includes any notes, records, or working documents created by the mediator in connection with the mediation.
We will not disclose confidential information to any third party without the explicit consent of all parties involved, except where:
disclosure is required by law or by a court order;
there is a risk of serious harm to an individual;
disclosure is necessary to prevent a crime; or
disclosure is required for professional supervision, accreditation, or quality assurance, in which case all identifying details will be anonymized.
Confidentiality Obligations of the Parties
Confidentiality applies equally to all participants in mediation. By engaging in the process, parties agree not to disclose or rely upon any information, proposals, admissions, or offers made during mediation in any subsequent legal or formal proceedings, unless all parties expressly agree otherwise or disclosure is required by law.
3. Personal Data We Collect (Website)
When you use our website or contact us, we may collect and process the following personal data:
Name and contact details (email, phone number)
Information you provide via contact forms or email
Technical data such as IP address, browser type, and usage data (via cookies and analytics tools, where applicable)
4. Personal Data We Collect (Mediation Services)
In order to provide mediation services, we may collect and process personal data including:
names and contact details;
relevant background information related to the dispute;
documents shared by the parties;
correspondence relating to the mediation.
5. Lawful Basis for Processing (UK GDPR)
We process your personal data on the following lawful bases:
Contractual necessity – to provide mediation services to you;
Legitimate interests – to manage inquiries, improve our services, and ensure the quality of our mediation practice (including anonymized supervision where required);
Legal obligation – where we are required to retain or disclose information by law.
6. Cookies and Website Analytics
Our website may use cookies to improve user experience and analyze website traffic. You can manage or disable cookies through your browser settings. If you choose to disable cookies, some parts of the website may not function properly.
7. Data Security
We implement appropriate technical and organizational measures to protect your personal data, including:
secure digital storage systems;
restricted access to files;
confidential handling of physical documents;
encrypted communications where appropriate.
8. Data Retention
We will retain personal data only for as long as necessary for:
the purposes of mediation;
legal compliance;
professional obligations and record-keeping requirements.
After this period, your data will be securely deleted or anonymized.
9. Your Rights Under UK GDPR
You have the following rights in relation to your personal data, subject to legal and confidentiality limitations in mediation:
the right to access your personal data;
the right to rectification of inaccurate data;
the right to request erasure (where applicable);
the right to restrict processing;
the right to data portability;
the right to object to processing in certain circumstances
Please note that some of these rights may be limited where mediation confidentiality applies or where legal requirements prevent disclosure.
10. Third Parties
We do not sell, rent, or trade your personal data. We may share data only where necessary with:
professional supervisors or accrediting bodies (in anonymized form where possible);
legal or regulatory authorities where required by law;
trusted service providers (e.g., secure cloud storage), who are contractually bound to protect your data.
11. Changes to This Policy
We may update this policy from time to time. Any changes will be posted on this page with an updated revision date.
12. Contact
If you have any questions about this Privacy and Confidentiality Policy, or how we handle your personal data, please contact us at: virginie@mediation-melin.com