Privacy Policy

  1. Purpose of this Policy

Wells Family Mediation (“we”, “us”, “our”) is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store, and protect your personal data when you contact us, use our services, or visit our website. It applies to all personal data processed by us in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

  1. Who We Are

Wells Family Mediation is the data controller for the purposes of data protection law and provides family mediation services in England and Wales in accordance with professional mediation standards.

Registered address: Lonsdale Gate, Lonsdale Gardens, Tunbridge Wells, TN1 1NU

Email: info@wellsfamilymediation.co.uk

Telephone: 01892 506 906

  1. Personal Data We Collect

We collect personal information directly from you, and in some cases from the other party to a mediation, through:

  • Telephone calls
  • Emails
  • Website enquiry or referral forms
  • Meetings (in person or online)
  • Documents provided during the mediation process

The personal data we collect may include:

  • Name, address, telephone number, and email address
  • Date of birth and gender
  • Relationship and family background
  • Names and ages of children
  • Reasons for attending mediation
  • Financial information (including income, assets, liabilities)
  • Information relevant to discussions during mediation

Some of this information constitutes special category data under UK GDPR. We only collect data that is necessary for the purposes of providing mediation services. Where information about you is provided by the other party as part of mediation, it will be handled securely and confidentially in accordance with this policy.

  1. How We Use Your Information

We use your personal data to:

  • Respond to enquiries and referrals
  • Arrange and conduct mediation (including MIAMs)
  • Prepare mediation summaries, outcome statements, and financial documentation
  • Prepare forms or documents required for court (where applicable)
  • Communicate with you about your case
  • Comply with our legal, regulatory, and professional obligations

Access to personal data is limited to partners and staff at Wells Family Mediation and only where reasonably necessary.

  1. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Legitimate interests – prior to an Agreement to Mediate being signed, to respond to enquiries and facilitate the mediation process in a proportionate manner
  • Contract – once an Agreement to Mediate is entered into
  • Substantial public interest/establishment of legal rights – for processing special category data necessary for mediation.
  1. Sharing Your Information

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

We may share personal data only:

  • With trusted data processors acting on our instructions (for example, IT or email service providers)
  • Where required by law, safeguarding obligations, or court order
  • Where you specifically ask us to share information with solicitors, barristers, legal draftspersons, financial advisers, or other professionals

All third parties are required to process your data securely and in accordance with UK GDPR.

  1. Data Storage, IT Systems, and International Transfers

We use Accelerator, a managed IT services provider, to supply our Hosted Exchange email system, which is provided through Rackspace. This system is used for transmitting confidential and sensitive information by email.

Most data processed through our Hosted Exchange service is stored within the UK or EEA. Where data is processed outside the UK, appropriate safeguards are in place in accordance with UK GDPR, including UK adequacy regulations and/or approved standard contractual clauses.

We have taken reasonable steps to ensure that our IT providers maintain appropriate technical and organisational security measures and comply with UK data protection law.

  1. Data Retention

We retain personal data only for as long as necessary:

  • Mediation case files and related documentation are normally retained for up to 3 years after the conclusion of mediation, unless a longer retention period is required by law, safeguarding obligations, or professional guidance.
  • Data is securely deleted or destroyed once it is no longer required.

Mediator session notes are confidential working notes used as a memory aid. These notes:

  • Belong to the mediator
  • Are not shared with the parties or third parties
  • Are stored securely in line with professional mediation standards
  1. Your Rights

Under UK GDPR, you have the right to:

  • Be informed about how your data is used
  • Access the personal data we hold about you
  • Request correction of inaccurate or incomplete data
  • Request erasure of your data (where applicable)
  • Restrict processing
  • Object to processing
  • Request data portability
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

There is no fee for making a data subject access request. Requests should be made in writing to info@wellsfamilymediation.co.uk. We may request proof of identity and will respond within one month.

  1. Security

We use appropriate physical, technical, and organisational measures to protect personal data, including:

  • Secure IT systems
  • Restricted access to files and emails
  • Secure handling of confidential mediation information
  1. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website and take effect immediately. Where changes are significant, we may notify current clients directly.

  1. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:

Wells Family Mediation

Email: info@wellsfamilymediation.co.uk

Telephone: 01892 506906

You also have the right to raise concerns with the Information Commissioner’s Office (ICO).