Collection of Information
LTFM collects information given by you in telephone calls, e-mails, referral forms from the LTFM website and in meetings with you.
This information may include names (including you, your partner/spouse, children), address, phone numbers, e-mail address, gender, dates of birth, reasons for coming to mediation, your financial history, relationship and marriage background, and any additional information necessary to explore the possibility or suitability of mediation, and to carry out the process of mediation for you.
LTFM will not collect personal information about you without your knowledge or permission unless this has been provided by your ex-partner/spouse in order to explore the possibility of mediation with you, or as part of the mediation process. Only information which is relevant to the mediation process will be collected.
Your information will be kept securely on file (paper and electronic) for up to 4 years, in the event that you return to mediation, after which it will be disposed of securely. Any documents that are kept by the mediator for the purpose of ongoing professional accreditation, supervision or training will be fully anonymized so that any information that could identify you, is removed.
Use of Information
Your personal information will be used for the purpose of providing mediation services, produce summary documentation, and where necessary, provide forms for court applications.
The personal information obtained will only be disclosed to any co-mediators working with LTFM on your case and any administrative staff of LTFM (who also have a duty under these regulations, to keep your information confidential), and only as much as is reasonably necessary for the purposes set out in this policy.
Unless required to do so by law LTFM will not pass on your information to any third party, except the following:
- To a data processor acting on our instructions pursuant to the General Data Protection Act 2018
- Where you have specifically requested LTFM to send your personal information to solicitors or other professional advisers, or draftspersons, acting on your behalf.
LTFM will not share or sell personal data with third parties for marketing purposes.
Under the GDPR, you have the following rights:
- To be informed about the collection and use of your personal data (set out in this policy)
- To have access to your personal data
- To rectify any data that is incorrect
- To request that your personal data be erased
- To restrict the data that is processed
- To prevent your information being shared
- To object to having your personal data processed
If you would like to check, amend or remove any of your personal information please contact firstname.lastname@example.org to make your request. LTFM aims to deal with this within a reasonable time.
Lawful Basis for Processing
LTFM has legitimate grounds for collecting and using your personal data, namely for the purposes of (a) exploring the possibility or suitability of mediation, and (b) to carry out the process of mediation you have asked LTFM to provide.
The GDPR is the primary piece of legislation defining your rights in respect of LTFM processing your personal information. The GDPR requires LTFM to declare which of ‘six lawful reasons’ it relies upon when processing your personal data:
(a) Before the Agreement to mediate has been signed by both parties to the mediation (for instance, where you have contacted LTFM to discuss the possibility of mediation, where LTFM contacts another party to explore the possibility of mediation at the request of the party who has contacted LTFM, or in Mediation Information and Assessment Meetings with LTFM), LTFM relies on the basis of ‘legitimate interest’. In order to facilitate the mediation process LTFM will process your data in a targeted and proportionate way;
(b) Once the Agreement to Mediate is signed, LTFM relies on the basis of ‘contract’.
To prevent unauthorised access, maintain data and ensure the correct use of your information, LTFM has put in place appropriate physical and electronic procedures to safeguard and secure the information collected from you.
If you have any questions or comments abut this policy or if you would like to exercise any of the rights contained within it, please contact Lucy Thomas at email@example.com or call on 07493 611100.