Privacy Policy

Mediation Wiltshire and West Limited is a company registered in England and Wales under number 7847821. It is registered office is East Gate House, 94 East Street, Warminster, Wiltshire, BA12 9BG.

Please read this Privacy Policy carefully to understand why data is being collected and what we do with that data once in our possession.

We may change the privacy policy of the terms of business from time to time by amending this page. Further information about data privacy may be found in our engagement letter with you.

The company Risk Manager is Charles Goodbody who can be contacted on 07990690220 or charles@mediationwiltshire.com  

On what basis we can process your information

Data Protection law states we are allowed to use personal information only if we have a proper reason for doing so.  This includes sharing it outside the company.  The law states we must have one or more reasons for processing it:

• to fulfil a contract we have with you – it is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you. The mediation agreement between you and the company, or
• when it is in our legitimate interest, except where our interests are overridden by the interests, rights or freedoms of affected individuals (such as you). To determine this we shall consider a number of factors, such as what you were told at the time you provided your data, what your expectations are about the processing of the data, the nature of the data, and the impact of the processing on you.
• when it is our legal duty, it is necessary in order to comply with mandatory legal obligations to which we are subject under EU or UK law, or
• when you consent to it

What we use your personal information for

• verify your identity and establish the source of funding.
• communicate with you during the course of providing our services.
• prepare documentation to complete the mediation process.
• to develop and carry out marketing activities.
• to collect and recover money that is owed to us.
• to manage risk for us and our clients.
• to obey laws and regulations that apply to us.
• to respond to complaints and seek to resolve them.
• to run our business in a proper and efficient way which includes managing our financial position, business capability, planning communications, audit and governance.
• to exercise our rights set out in the mediation agreement.

Where we collect personal information from

Data you give to us:

• When you enquire about our services
• When you communicate with us by either telephone, emails and letters
• When you use our website
• When you send us unsolicited personal data

We may collect personal information about you from third parties during the course of providing our services.  The processing of this information will be necessary for the progression of your mediation.

How long we keep your data for

We will only retain your information for as long as is necessary to:

• Assist you in the mediation process.
• To maintain records according to rules that apply to us.
• Compliance with legal obligations under EU/UK law.

Typically we will store the information for six years from when your mediation is closed.

Who your information will be shared with

We may pass your information to any third parties where required to do so in the course of providing mediation services, or where we are obliged by law.  This will include, but is not limited to:

• A court
• HM Revenue & Customs, regulators and other authorities
• Our professional indemnity insurer in the event a claim is made against us in order to defend ourselves.
• The solicitors acting for the parties in mediation
• Experts or other professionals engaged by you in the mediation process
• External auditors who may carry out independent checks of your file as part of our accreditations

Security of your data

Your data will be held on secure servers within the European Economic Area (“EEA”) with all reasonable technological and operation measures put in place to safeguard it from unauthorised access. Where possible your identifiable information will be encrypted or minimised when stored in our systems.

How you can access and update your information

You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. These requests are free of charge and can be sent to the Risk Manager, Mediation Wiltyshire and West Limited, East Gate House, 94 East Street, Warminster, Wiltshire, BA12 9BG, or to charles@mediationwiltshire.com

How you can object to us using your personal data or withdraw consent

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services.

You can ask us to restrict the use of your personal information if:

• It is not accurate.
• It has been used unlawfully but you do not want us to delete it.
• It not relevant any more, but you want us to keep it for future use.
• You have already asked us to stop using your data, but you are waiting for us to tell you if we are allowed to keep on using it.

If you want to object to how we use your data or ask us to delete it or restrict how we use it or, please contact us.

Moving your information to another organisation

You have the right to request that we send a copy of the personal data we hold about you to another organisation for your own purposes, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information to another organisation please let us know. We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.

Automated decision making

We do not use your information for automated decision making.

Complaints about the use of your personal data

If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to Charles Goodbody, Risk Manager, Mediation Wiltshire and West Limited, East Gate House, 94 East Street, Warminster, Wiltshire, BA12 9BG.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office. Find out on their website how to report a concern (www.ico.org.uk) or telephone 0303 123 1113.

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