Privacy policy.

Ian Moore Mediation (“IMM”) is committed to safeguarding the privacy and personal information (“data”) of its clients, parties to mediation, and visitors to its website. This Privacy Policy is intended to inform you as to how data is collected, the uses to which that data will be put, the legal basis for our retaining that data, and the ways in which we will protect any data you choose to provide to us, or which is provided via an employer, a legal advisor, or third party involved in a mediation.

This policy addresses:

(1) Data we collect about you

(2) Purpose, use and legal basis for processing and retaining data

(3) Disclosure of your data

(4) How we protect your data

(5) Transfers abroad

(6) Your rights/Contacting us

(7) Cookies

(8) Changes to this policy

(1) Data we collect about you:

The following is some of the data IMM will collect and process about you:

· Name

· Email and postal address

· Employer

· Financial

· Age, job title, personal character description

· The issues in dispute

These are examples of data that for the purpose of our deciding to provide mediation services or for our delivering such services, may be provided to us. This data may be provided by you, by your advisor, or by the other party or parties to a mediation or prospective mediation. Any such data provided to us will be used only for the purposes indicated in this policy.

Sensitive Personal Data or any special category of personal data will only be collected and processed with your explicit consent.

(2) Purpose, use and legal basis for processing and retaining data:

IMM will use data relating to you for the purposes of:

· dealing with any request to mediate or responding to a query submitted via our website;

· providing mediation services to you or on your behalf;

· addressing any conflict issues;

· ensuring compliance with procedures;

· addressing billing and related financial issues;

· managing an ongoing relationship with you;

· improving and developing this website;

· carrying out research and user surveys;

· generating and analysing statistics regarding usage of this website;

· establishing, exercising or defending legal claims.

The legal bases on which IMM collects, processes and transfers your data are that it is necessary for:

· the performance of a contract with you or in order to take steps at your request prior to entering into a contract;

· IMM’s legitimate interests in conducting our business. We will not process your personal data for these purposes if to do so would constitute an unwarranted interference with your interests, rights and freedoms;

· compliance with a legal or regulatory obligation that applies to us; and

· in certain cases we will rely on your consent for our so doing.

The legal bases on which IMM will collect, process and transfer special categories of your personal data are that it is necessary:

· for the purpose of our providing the mediation services you have contracted with us to provide;

· for the purpose of or in connection with legal claims, prospective legal claims, legal proceedings or prospective legal proceedings, or is otherwise necessary for the purposes of establishing, exercising or defending legal claims,proceedings or rights.

Unless we need to use it for another reason compatible with the original purpose, IMM will only use your data for the purposes for which we collected it.

(3) Disclosure of your data.

IMM may disclose your data to:

· Third parties, including cloud service providers who provide a service to us;

· Third parties who we engage to provide services to us in connection with our website and email, such as outsourced service providers, IT service providers, professional advisers and auditors;

· A public authority or third party in the event that we are required by law to do so;

· A third party where it is necessary to protect your vital interests or those of another natural person;

(4) How we protect your data:

(a) Internet/Email security.

No data transmitted over the Internet or this website can be guaranteed to be secure from intrusion. Although we aim to safeguard your data, we cannot guarantee the security of data transmitted to us or transmitted by us by means of email. Access to your data is limited to our agents, contractors or other third parties who have a business need to know.

(b) Storage

Data in physical format is stored securely in a locked cabinet within IMM’s offices.

Emails are managed and stored via Google’s G Suite which is subject to Google’s Privacy Policy:

https://policies.google.com/privacy

Your data will be retained for as long as is necessary for the processing purpose(s) for which it was collected and any other permitted linked purpose. Accordingly, the time for which we store your data may depend on the type of data we hold. To determine the appropriate retention period we consider the purposes for which we process your data and whether we can achieve those purposes through other means, and the applicable legal requirements. Subject to the above and subject for example to the retention of minimum data confirming our appointment and the financial aspects, once our role in the mediation has concluded, and any fees due settled to our satisfaction, we aim within 3 months to erase or as appropriate destroy any data collected.

(5) Transfers abroad

To the limited extent that may be necessary to transfer personal data outside the EEA, we will endeavour to ensure appropriate safeguards are in place to protect the privacy and integrity of the personal data, including the use of standard contractual clauses under Article 46.2 of the General Data Protection Regulation (GDPR). Please contact us if you wish to obtain information concerning such safeguards.

(6) Your rights/Contacting us:

(a) Your rights

Under certain conditions, and subject to certain restrictions, you have the right to:

a) require us provide you with a copy of the data that we hold;

b) require us correct any inaccuracies in the data we hold;

c) require us erase any data that we no longer have a lawful ground to use;

d) require us stop the processing;

e) object to any processing justified on the “legitimate interests” ground, unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights;

f) withdraw your consent, where our processing has been based on your consent.

If you want to exercise any of these rights please contact us in writing as set out below.

If you are not satisfied with our use of your data or our response to any exercise of these rights you have the right to complain to the Data Protection Commissioner.

(b) Contacting Us

If you wish to exercise any of the above rights, please contact ian@ianmooremediation.com.

(7) Cookies:

Our website is hosted by Squarespace which uses cookies. A ‘cookie’ is a file that is sent to your computer by a website and automatically saved on your computer by your web browser (e.g. Google Chrome / Internet Explorer). Each time you request a page from the website, your web browser sends this cookie back to the website server. Details of the cookies currently used by Squarespace and its policy regarding their use may be found at: https://support.squarespace.com/hc/en-us/articles/360001264507

If you wish, you can set your browser to notify you before you receive a cookie so you have the chance to accept it and you can also set your browser to refuse to receive or send all cookies. The website www.allaboutcookies.org (run by the Interactive Marketing Bureau) contains step-by-step guidance on how cookies can be switched off by users. By using our website without disabling cookies you are consenting to our use of cookies as described in the Squarespace policy.

(8) Changes to this Privacy Policy:

We may from time to time change the content of our website and this Privacy Policy. If we change this Privacy Policy, we will set out below the last date of change. If these changes are material, we will take reasonable steps to notify you of the changes.

This Privacy Notice was last updated on 23 March 2020.