Privacy Policy

1. Who we are

2. What information we collect

We collect and process personal data relevant to providing mediation services. This may include:

• Contact details (name, address, email, telephone number)
• Information about your family and circumstances
• Financial information (where relevant)
• Notes of meetings and communications
• Documents and information you provide

Some information shared in mediation may include sensitive personal data (for example, financial, health, or family-related information). We process such data only where necessary to provide mediation services and meet our professional and legal obligations.

3. How we collect your information:

We collect information:

• • Directly from you (for example, when you contact us or attend meetings)
  • From another participant in the mediation
  • From third parties where appropriate (for example, solicitors or referral sources), where relevant to assessing suitability for mediation or enabling the mediation process to take place

4. Website usage and cookies

5. How we use your information

We use your personal data to:

• Provide mediation services
• Communicate with you and arrange appointments
• Prepare documents arising from mediation
• Manage payments and administration
• Meet our professional, regulatory, and legal obligations, including compliance with the professional standards applicable to family mediators
• Handle complaints and provide supervision

We only collect and retain personal data that is necessary for these purposes.

We will not use your personal data for purposes that are incompatible with those set out in this policy.

We may invite you to provide feedback or a testimonial about our services. Any testimonial will only be used with your consent and will be anonymised unless you have agreed otherwise.

6. Legal basis for processing

We process your personal data on the following bases:

• Contract / pre-contract: To provide mediation services or take steps at your request before entering into a contract

• Legitimate interests: To manage and operate our mediation service effectively, including administration, supervision, and handling complaints, provided these interests are not overridden by your rights and interests

• Legal obligation: Where we are required to do so (for example, safeguarding or regulatory requirements)

Where sensitive personal data is processed, this is done only where necessary and in accordance with applicable legal requirements.

We do not routinely transfer your personal data outside the UK. Where this is necessary, appropriate safeguards will be in place to protect your information.

7. Confidentiality

Mediation is a confidential process. Your information is handled in accordance with the Agreement to Mediate and our professional obligations.

There are limited circumstances in which information may be shared, including where required by law, where there are safeguarding concerns, or where disclosure is otherwise necessary in accordance with our professional obligations.

This Privacy Policy should be read alongside the Agreement to Mediate, including the provisions relating to confidentiality, and your data protection rights will be applied in that context.

8. Sharing your information

We will only share your information where necessary and appropriate. This may include:

• • The other participant in mediation, in accordance with the mediation process and the Agreement to Mediate

  • Professional Practice Consultants (PPCs) for supervision purposes

  • Co-mediators involved in your case

  • Complaints handlers or regulatory bodies (such as the Family Mediation Council)

  • Legal or financial advisers (with your knowledge or agreement)

  • Authorities where required by law (for example, safeguarding concerns or court orders)

    We will only share your information where necessary and appropriate. This may include:

We do not sell your personal data and do not share it for marketing purposes.

9. Internal review and professional supervision

10. Retention of data

We retain your personal data:

• For the duration of the mediation process
• For up to 12 months after mediation concludes, which we define as the date of the final mediation session, or the point at which mediation is ended by one or both participants, or we reasonably consider that it is no longer progressing

We may retain certain information for longer where required by law or for legitimate purposes (for example, accounting or regulatory requirements).

Anonymised or pseudonymised data may be retained for research, statistical, or professional purposes, in accordance with our professional obligations.

We review our retention of personal data periodically to ensure that it remains appropriate.

11. Security of your data

We take appropriate technical and organisational measures to protect your personal data and to prevent unauthorised access, loss, misuse, or disclosure.

Access to your information is restricted to those who need it, and data is stored using secure systems.

However, no method of communication or storage is completely secure, and we cannot guarantee absolute security.

We take appropriate steps to respond to any suspected data breach and will notify you and any relevant authority where required by law.

12. Your rights

You have the right to:

• Access your personal data, such as information you have provided, documents you have shared with us, formal mediation documents prepared for you, and correspondence with us
• Request correction of inaccurate data
• Request deletion of your data, in certain circumstances
• Request restriction of, or object to, the processing of your data
• Request transfer of your data, where applicable

Please note that these rights are not absolute. Due to the confidential and multi-party nature of mediation, we may limit, redact, or refuse a request where disclosure would involve another participant, confidential information, safeguarding concerns, internal notes, working documents, or where we need to retain information to meet legal, professional, regulatory, complaints-handling, or record-keeping obligations or to establish, exercise, or defend legal claims.

If you request deletion of your data during mediation, this may mean that mediation cannot continue or may no longer be appropriate. We may also retain certain information where necessary to meet our legal or professional obligations.

In order to protect your personal data, we may need to request information to verify your identity before responding to your request.

13. Providing your data

Mediation is a voluntary process. If you do not provide the personal data required to enable mediation to take place, we may not be able to offer or continue mediation services.

In financial matters:

• Mediation relies on the exchange of sufficient and accurate information between participants
• While we cannot require you to provide information, a lack of disclosure may affect the progress of mediation
• A lack of disclosure may also have implications if you later seek to resolve financial matters through the court

14. ICO registration and complaints

We are registered with the Information Commissioner’s Office (ICO).

If you have any concerns about how your personal data is handled, please contact us in the first instance at hello@themediationhub.com.

You also have the right to make a complaint to the ICO: https://ico.org.uk

15. Contact

If you have any questions about this Privacy Policy or your personal data, please contact the data controller at hello@themediationhub.com

16. Changes to this policy

We may update this Privacy Policy from time to time and the latest version will always be available on our website. The version in place when you engage our services will apply to your mediation. You will be asked to confirm that you have read this Privacy Policy as part of the Agreement to Mediate.

Last updated: 5 May 2026