We are committed to respecting and protecting the privacy of our clients, and those individuals associated with our clients.

1. This Privacy Notice addresses data subjects’ right to be informed of how we use personal data in the context of providing services to clients.
2. This data is controlled by AM Mediation who may be contacted via mail@am-mediation.co.uk.
3. We collect and process the following types of personal data about clients and of the directors, members, employees and other workers of client businesses:
   1. A limited amount of personal data, as defined in the GDPR, is recorded and processed for the purpose of mediating of civil and commercial disputes. That personal data typically includes the names, job titles, email addresses, physical addresses including business and sometimes home addresses, and telephone numbers.  We collect this information from client businesses.
   2. We may have to process data related to establishing your identity including, for example copies of your passport or other ID documentation, and proof of residence.
   3. Occasionally we may process special category of clients or of the directors, members, employees and other workers of client businesses. We collect this information from the individuals involved.
   4. We may process information current and previous directorships of the directors or managers of client businesses as part of checks into their credit worthiness. We may collect this information from Companies House or credit reference agencies.
4. The lawful bases of processing client data are as follows:
   1. Where we process the personal data of a client we do so in furtherance of the contract between us as well as because of legitimate interests.
   2. Where we process personal data of third parties associated with our clients (who include employees of the client and occasionally individuals in other organisations with whom our client is in dispute or negotiation) we do so to pursue legitimate interests.
   3. The lawful basis for the storage of such data after we have completed our contract with clients is legitimate interests: we need to be able to contact clients and/or to review the work that we did in the past should some development make it appropriate for us to do so.
5. Legitimate Interests Assessment
   1. The purpose that AM Mediation is pursuing in processing data from clients is to mediate disputes or provide other services in relation to mediation, and in so doing achieve our clients’ legitimate interests of settling civil and commercial disputes. We believe that data subjects expect us to use their data in this way and that doing so has a minimal privacy impact.
   2. It is sometimes necessary to process personal data in the course of providing mediation services – e.g. to record the names of the parties to an agreement. AM Mediation only processes as much personal data as is necessary.
   3. We assess that the risks to individuals in processing data in this way is very low, and therefore the balancing test suggests that individuals’ interests should not override the firm’s legitimate interests.
6. It is the policy of AM Mediation to minimise the amount of personal data stored and processed in the course of its operations.
7. It is the policy of AM Mediation not to collect, store or process special categories of personal data unless strictly necessary. Clients are requested not to send special category personal data to the firm in written format unless necessary.
8. We store the personal information that we hold about clients on secure IT systems based in our offices, and on secure external servers based in the UK or EEA.
9. AM Mediation will never sell clients’ personal data nor share it with other organisations for any purpose unconnected with their IPR. We will use personal data to keep clients informed of matters relevant to their IPR.
10. AM Mediation does not carry out automated decision making based on personal data.
11. Your data protection rights. Under data protection law, you have rights including:
    1. Your right of access – You have the right to ask us for copies of your personal information.
    2. Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
    3. Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
    4. Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
    5. Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
12. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
13. Please contact us at privacy@am-mediation.co.uk if you wish to make a request.
14. We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of any changes to our privacy policy by email.
15. It is AM Mediation’s policy to destroy files on client work after mediation completes or after 6 months, whichever occurs first. A limited amount of personal data is held in these files, but this is limited, is incidental to the main content of the file, and is a record of who was involved in cases at the time they were active. On the expiry of the retention period we erase data from our systems and destroy any paper files in storage.
16. If you have any queries or concerns about this privacy notice or specifically about the use of your personal data please speak email via privacy@am-mediation.co.uk. If you have a complaint about the way we use your data that we are unable to address you have a right to lodge a compliant with a supervisory authority; in the UK this is the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk