Last updated: 16 June 2021
South East London Family Mediation Bureau is a ‘not for profit’ charity limited by guarantee and is committed to protecting the privacy of all the personal information or data provided by those that are either members or otherwise use our services.
Personal information and data is described as “any information relating to an individual, whether it relates to his or her private, professional or public life. It can be anything from a name, a home address, a photo, an email address, bank details, or a computer’s IP address”. This policy explains how we collect, use and store the personal information provided to us.
The General Data Protection Regulations require that we process personal data in accordance with the six Data Protection principles:
- Lawfulness, fairness and transparency
- Purpose limitations
- Data minimisation
- Storage limitations
- Integrity and confidentiality
South East London Family Mediation Bureau will never sell your data to other third party organisations for their marketing purposes.
- What information we collect and how we collect it
- Why and how we use your information
- How long we keep your information
- How we may share your information
- Your rights on the information we hold about you
- Security-How we keep your information safe
- How to Contact Us
Information we collect
In order to provide our services and for the other purposes set out in Use of Information below, we collect and process Personal Data from individuals. We may collect some or all of the following information:
- Personal information (for example, your name, email address, mailing address, phone numbers, date of birth and address)
- Sensitive Personal Data (for example ethnicity, health/disability )
- Financial information
- Details of your children e.g. name, age, DOB
- Meeting information collated into session documentation.
- Safeguarding incidents
From time to time and as permitted by applicable law(s), we may collect Personal Data about you and update any existing Personal Data that we currently hold from other third-party sources.
We collect your information from:
- Self-referral forms on our websites or on paper
- Referrals from organisations e.g. Family Solicitors, NFM (National Family Mediation)
- We may also collect information from telephone conversations, emails and written and verbal communications and from records of any session
How we use information
Your Personal Data may be used in the following ways:
- To provide our services to you
- To respond to your requests and enquiries
- To improve our services, for example, to ask you to provide feedback, or other initiatives which help us to gather information used to develop and enhance our services
- To comply with applicable law(s) (for example, to comply with a search warrant or court order) or to carry out professional ethics/conduct investigations
- To enable us to take payment for our services
- How to make a complaint
Consent and lawful processing of data
Our legitimate interests, which include processing such Personal Data for the purposes of:
- providing and enhancing the provision of our services
- administration and programme delivery
How long we keep your information
We will retain information for up to 6 years after which time records will be destroyed securely.
Sharing and disclosure to Third Parties
We may disclose your Personal Data to third parties from time-to-time, but only under the following circumstances:
- We are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or
• We are required by law to share your data.
• You have given your consent, for instance because you are changing mediation provider
The organisations we may share your personal information with include:
• Public and Local Authorities. For instance the Legal Aid Agency or Children’s Services where safeguarding issues have been raised.
• IT Companies. For instance website hosting, cloud based software and IT Support
- Protecting your data
- You request or authorise the disclosure of your personal details to a third party, most usually for example to obtain confirmation of your entitlement to State Benefits, to receive entitlement to Legal Aid Funding, or to provide information to your solicitor. We will always ask you to confirm your request in writing and provide confirmation of your identity
- Payment information will be shared with a card processing organisation, in our case, Worldpay. Card details will not be retained in full or part by South East London Family Mediation Bureau, they will be used to process one transaction at a time and a receipt will be issued
We will only disclose your Personal Information without your permission in the following circumstances:
- If we are required by law to do so (for example, if required to do so by a court order, the government or other law enforcement agencies or for the purposes of investigation and/or prevention of fraud or other crime or where it is necessary for the purpose of, or in connection with, legal proceedings or in order to exercise or defend legal rights); The information is shared with service providers who perform functions on our behalf
- Hosting providers for the secure storage and transmission of your data
- Legal and compliance consultants, such as external counsel, external auditors
- Technology providers who assist in the development and management of our web properties
We hold Information Sharing Agreements with these 3rd parties to ensure they too comply with GDPR.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
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.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
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.
Please contact us at firstname.lastname@example.org or phone 020 8315 7460 if you wish to make a request.
We are working to protect your personal information that we hold, its confidentially, integrity and availability.
- We review our information collection, storage and processing practices, including physical security measures, annually to guard against unauthorised access to systems
- We restrict access to personal information to Staff and Mediators subject to strict contractual confidentiality obligations and they may be disciplined or terminated if they fail to meet these obligations.
- We have a Security Information Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable
- We only use third party service providers where we are satisfied that they provide adequate security for your personal data
Use of our website
In completing a form on our website, you are giving us consent to hold that personal information to provide mediation and related services.
Transmission of information via the internet will never be guaranteed 100% secure and there is a remote possibility that your personal information may still be accessed or intercepted unlawfully by third parties. Any transmission of personal information is therefore at your own risk. We will not accept any responsibility for information which is accessed or intercepted unlawfully, without permission or in a manner which is out of our control.
Linking to Third Party websites
We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from the Site and recommend that you check the policy of each site you visit and contact its owner or operator if you have any concerns or questions.
In addition, if you linked to the Site from a third party site, we cannot be responsible for the privacy policies and practices of the owners or operators of that third party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.
Compliance and cooperation with regulatory authorities
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk