top of page

Privacy Notice

Effective Date: July 6, 2025

 

 

Introduction

This Privacy Notice explains how Caldera Mediation ("I", "me", or "my") collects, uses, and protects your personal data when you engage in mediation services. I am committed to protecting and respecting your privacy in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

 

As an individual mediator, I act as a Data Controller for the personal data I process. This means I determine the purposes and means of processing your personal data.

​

1. Data I Hold

I collect and process personal data to provide effective mediation services. The types of personal data I may collect include:

  • Contact Information: Name, address, email address, phone number.

  • Personal Details: Date of birth, gender, and other relevant personal information necessary for the mediation process.

  • Financial Information: Bank details or other financial information relevant to the mediation, if applicable.

  • Case-Specific Information: Details related to the dispute, including background information, relevant documents, and communications exchanged during the mediation process.

  • Special Categories of Personal Data: In some instances, and only where relevant and necessary for the mediation service, I may process sensitive data such as racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic or biometric data, health data, sex life or sexual orientation, or criminal convictions and offences. This will only be done with your explicit consent or where legally required/permitted.

I collect this data directly from you, from third parties acting on your behalf (e.g., solicitors), or from publicly available sources where appropriate and lawful.

​

2. How I Use Your Data

I process your personal data for the following purposes:

  • Providing Mediation Services: To assess your needs, facilitate communication, manage the mediation process, and fulfill my contractual obligations to you.

  • Client Management: To communicate with you, manage appointments, and ensure the appropriate provision of services.

  • Administration: To maintain internal business records, manage client relationships, and ensure the smooth operation of my mediation practice.

  • Regulatory and Legal Compliance: To fulfill legal, regulatory, or ethical requirements, including identity verification and compliance with professional standards.

​

I will only process your personal data where I have a lawful basis to do so, such as:

  • Contractual Necessity: To perform the mediation services you have requested.

  • Legal Obligation: To comply with laws and regulations.

  • Legitimate Interests: Where processing is necessary for my legitimate interests (or those of a third party), provided your interests and fundamental rights do not override those interests.

  • Consent: Where you have given explicit consent for specific processing activities, particularly for special categories of personal data. You have the right to withdraw your consent at any time.

​

3. Security

I am committed to ensuring the security of your personal data. I implement appropriate technical and organizational measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. These measures include:

  • Maintaining confidentiality through professional standards and practices.

  • Limiting access to your personal data to those who have a legitimate business need to know.

  • Using secure storage methods for both electronic and paper records.

  • Implementing strong password policies.

In the event of a suspected personal data breach, I have procedures in place to address it promptly and will notify you and any applicable regulator as required by law.

​

4. Data Retention

I retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. The retention period is determined by considering the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure, the purposes for which I process your personal data, and applicable legal requirements.

 

5. Sharing Your Data

I will not sell or swap your personal information with any third party.I may share your information with other mediators where you wish me to provide a range of cvs to consider for appointment to your mediation, trusted third-party service providers who assist me in operating my practice (e.g., IT support, secure communication platforms). These providers are required to comply with data protection laws and my high standards, and they are only permitted to process your data in strict accordance with my instructions.I may also disclose your personal information to third parties if required by law (e.g., to law enforcement or regulatory bodies), to enforce my terms and conditions, or to protect my rights in cases of suspected fraud or defamation.I do not generally transfer personal data outside the European Economic Area (EEA). If such a transfer becomes necessary, I will ensure that appropriate safeguards are in place to protect your data in accordance with GDPR requirements.

​

6. Your Rights Under the GDPR and Data Protection Act 2018

You have the following rights regarding your personal data:

  • Right to be Informed: To receive clear, transparent, and easily understandable information about how I use your personal data and your rights.

  • Right of Access: To request a copy of the personal data I hold about you.

  • Right to Rectification: To request correction of inaccurate or incomplete personal data I hold about you.

  • Right to Erasure (Right to be Forgotten): To request the deletion or removal of your personal data where there is no compelling reason for its continued processing.

  • Right to Restrict Processing: To request the suspension of processing of your personal data in certain circumstances.

  • Right to Data Portability: To request the transfer of your personal data to another party in a structured, commonly used, machine-readable format.

  • Right to Object: To object to the processing of your personal data where I am relying on a legitimate interest, or for direct marketing purposes.

  • Right to Withdraw Consent: Where I rely on your consent to process your personal data, you have the right to withdraw that consent at any time.

  • Right to Lodge a Complaint: If you believe I am using your information in a way that breaches data protection laws, you have the right to complain to me. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO).To exercise any of these rights, please contact me using the details provided below. I will respond to your request as soon as possible, generally within one calendar month.

 

7. Changes to This Privacy Notice

I may update this Privacy Notice from time to time to reflect changes in my practices or legal requirements. Any changes will be posted on my website or communicated to you directly where appropriate.

 

8. Contact Information

If you have any questions about this Privacy Notice or my data protection practices, or if you wish to exercise any of your rights, please contact:me on the details below or the Information Commissioner’s Office (ICO).  If you are unhappy with my response to your complaint or believe I have not complied with data protection laws, you can contact the ICO:Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 0303 123 1113 (national rate) or 01625 545 745 (local rate) Website: www.ico.org.uk 

bottom of page