Privacy Policy

This privacy policy explains how we collect, use, store, and protect your personal information when you engage with our mediation services. We are committed to handling your data lawfully, fairly, and transparently in line with the UK GDPR and the Data Protection Act 2018.

​

1. Who we are

Business name: LM Mediation Ltd
Registered Office: 22a Lower Road, Chorleywood, Rickmansworth, Hertfordshire, WD3 5LH
Email: louise@lmmediation.co.uk
Data controller: LM Mediation Ltd

We provide mediation services to individuals and organisations.

​

2. The personal information we collect

We may collect and process the following types of information:

• Identity information — name, date of birth, gender, job title.

• Contact information — address, email, phone number.

• Case information — details relevant to your mediation, including statements, documents, and correspondence.

• Financial information — invoices, payment details (we do not store card details).

• Special category data — only where necessary for your matter (e.g., health information or sensitive personal circumstances).
   

3. How we collect your information

We collect information:

• Directly from you when you contact us, complete forms, or participate in mediation.

• From third parties with your consent (e.g. solicitors, employers, referring agencies).

• From publicly available sources where relevant to your matter.

 

4. Why we use your information and our lawful bases

We process your personal information for the following purposes:

Providing mediation services

• To assess suitability for mediation

• To manage your matter

• To communicate with you

• To prepare documentation and agreements
  Lawful basis: Contract — processing is necessary to enter into or perform a contract with you.
  Additional basis (where relevant): Legitimate interests — to deliver a professional and effective mediation service that benefits all parties involved.

Operating client accounts and administration

• Managing bookings, payments, and records
  Lawful basis: Contract and Legal obligation (e.g. financial record‑keeping).

Information updates or marketing

• Sending updates about services or resources
  Lawful basis: Consent — you can withdraw this at any time.

Handling queries, complaints, or claims

• Responding to concerns or disputes
  Lawful basis: Legitimate interests — ensuring quality and resolving issues fairly.

Special category data

Where we process sensitive information, we rely on:

• Explicit consent, or

• Legal claims basis (where processing is necessary for establishing, exercising, or defending legal claims).
   

5. Who we share your information with

We only share your information when necessary and proportionate:

• Other mediation participants (with your knowledge)

• Legal representatives

• Professional advisers

• Courts or statutory bodies (only where legally required)

• Service providers such as secure email, case management, or accounting systems

We do not sell your data.
 

6. International transfers

If any service providers store data outside the UK, we ensure appropriate safeguards are in place (e.g., adequacy decisions or standard contractual clauses).

​

7. How long we keep your information

We retain mediation records for 6 years unless legal or regulatory requirements require a different period. After this, information is securely deleted or destroyed.

​

8. How we keep your information secure

We use technical and organisational measures to protect your data, including:

• Encrypted storage

• Secure email and document transfer

• Access controls

• Confidentiality agreements
   

9. Your rights

You have the right to:

• Access your personal information

• Correct inaccurate information

• Request deletion (in certain circumstances)

• Restrict or object to processing

• Withdraw consent

• Request data portability

• Complain to the ICO

ICO contact: www.ico.org.uk

​

10. Contact us

If you have questions about this notice or how we handle your data, contact:
louise@lmmediation.co.uk.