Just Talk Mediation has the following specific privacy notices available to download:
Information on Subject Access Request can be found here.
What information does Just Talk Mediation process??
How does Just Talk Mediation use this information?
Disclosure of your information
Protection of your information
From our general website
You may choose to provide personal information to us when you access the website e.g. to ask us to contact you. You may be asked to provide certain information about yourself including your name, title, postal address, telephone number and/or email address.
We may also collect information automatically about your usage of our websites using cookies and other technology (for full details of what we use see the section below on “Cookies”). To that effect, we use your IP address (a series of numbers that identifies a computer on the internet) to collect, among other things, internet traffic data and data regarding your browser type and computer. If you do not want to receive cookies, you may reject them by using your browser settings provided they are not necessary for delivery of our website or services to visitors.
For mediation work
If you seek an estimate of costs for mediation work, are provided with initial advice by way of a Mediation Initial Assessment Meeting (MIAM) or become a client of the firm, we will also need information to confirm your identity e.g. your date of birth, about your matter and circumstances as well as contact information for you, your personnel and other parties to the matter. The information that we need will be explained to you by our mediators and set out in our mediation client care letter which provides information regarding our terms of business depending on the nature of your case but may include both personal data and special categories of data. You may also provide us with additional information that you consider relevant as part of your instructions to us.
From third parties
We may also receive information about you from third parties such as your solicitor or the other parties solicitor, estate agents, accountants, banks, surveyors, medical professionals, courts, regulatory bodies and other advisors and specialists related to your matter. Our clients and matter contacts may also provide us information about you if you are involved in a transaction or dispute with one of our clients or have a connection with them such as being a spouse, partner or child of the family. Alternatively, you may provide us with information about you directly at our request or otherwise.
How does Just Talk Mediation use this information?
We will use your information for the specific purpose(s) for which it has been provided to or collected by us e.g.:
- to provide information that you may request regarding the services that we offer e.g. whether we can assist with certain mediation services
- to contact you to introduce you to our mediators
- to provide our clients with mediation services including referring them to other specialist advisers/mediators both in the UK and overseas
- to comply with our statutory and regulatory obligations
- to verify your identity and check any relevant background circumstances for anti-money laundering purposes and authentication purposes
- to book you onto a course or event if you are an employee
- to administer your application for a vacancy within the firm
- to deal with your feedback, query or complaint
- to contact you for your views on our services
We also use your information to administer, support, improve and develop the practice generally and to enforce our legal rights and obligations.
Occasionally we may also use the information that we collect about you for marketing and hospitality purposes to invite you for a meal or drinks or to a hospitality event or to invite you to an event that may assist you in your understanding of current legal issues.
Information gathered through cookies and similar technologies are used to measure and analyse information on visits to our websites, to tailor the websites to make them better for visitors and to improve technical performance. We will not use the data to identify you personally or to make any decisions about you.
We must have a lawful basis for processing your information; this will vary on the circumstances of how and why we have your information, but typical examples include:
- the activities are within our legitimate interests as a mediation firm seeking to engage with and provide services to prospective and current clients and personnel e.g. to make our systems and procedures more efficient
- you have given consent for us to process your information e.g. in relation to certain marketing activities
- we are carrying out necessary steps in relation to a contract to which you are party or prior to you entering into a contract e.g. because you wish to instruct us to carry out mediation services for you
- the processing is necessary for compliance with a legal obligation to which we are subject e.g. for us to certify your identity under our anti-money laundering requirements which may include carrying out electronic ID checks
- to protect your vital interests e.g. if you were unfortunate enough to fall ill or suffer an injury on our premises
If we process any special categories of information i.e. information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, genetic data, processing of biometric data for the purpose of uniquely identifying individuals, health data, or data concerning your sex life or sexual orientation, we must have a further lawful basis for the processing. This may include:
- where you have given us your explicit consent to do so e.g. to cater for your medical needs whilst on the premises
- where the processing is necessary to protect your vital interests or someone else’s vital interests
- you have made the information public
- the processing being necessary for the establishment, exercise or defence of legal claims
- the processing being necessary for reasons of substantial public interest e.g. to undertake activities in relation to the prevention or detection of fraud or other unlawful or dishonest activities
If we process any information relating to your criminal convictions or offences, we will typically rely on one of the following lawful bases:
- preventing or detecting unlawful acts
- complying with our regulatory requirements in relation to unlawful acts or dishonesty
- dealing with suspicions of terrorist financing or money laundering
- where it is necessary for us to obtain legal advice or establish, exercise or defend legal rights
If you become a client of the firm, we may use your personal information to invite you to hospitality events or other selected events for clients and/or to send you information that we think may be of interest to you. This is within our legitimate interests as a mediation firm to use your information in this way.
We may also use personal information about our professional contacts to invite them to hospitality events or other selected events and/or to send them information that we think may be of interest to them or their business. This is also within our legitimate interests.
You are entitled to require us to remove your details from any marketing lists. If you do not wish to receive any direct marketing material or communications after you submit or provide your details, please contact our Data Privacy Officer using the details below (stating UNSUBSCRIBE in the heading of any email message or postal communication) indicating if you do not wish to be contacted for one or more of these marketing purposes and/or via particular forms of communication e.g. email or telephone. Please note that the preferences that you state will override any registrations you or your organisation may have with the relevant preference organisations (such as the telephone preference services).
If you change your mind about being contacted by us in the future, or change address, or if any information that we hold about you is inaccurate or out-of-date, please let us know by: emailing: firstname.lastname@example.org or writing to our Data Privacy Officer at: Just Talk Mediation Solicitors, First Floor, Oakminster House, Northgate, Baildon, Shipley BD17 6LR.
An external CCTV entry system is installed in our premises. All external CCTV cameras are clearly visible to all staff and visitors. The camera is positioned outside the entrance to the office and the reception area but may be repositioned from time to time to ensure their effective use. This is primarily to assist with security and safety of our staff and visitors to our site.
Disclosure of your information
Some of the information you provide to Just Talk Mediation will be held on our computers in the UK and will only be accessed by or given to our staff (or staff of Just Talk Mediation related entities) working in the UK. Some of the information you provide to Just Talk Mediation may be transferred to, stored and processed by third party organisations which process data for us and on our behalf. These third parties are based (or store or process information) in the UK or elsewhere within the EEA. As with many firms, these third parties may include third party IT platforms (including cloud based platforms), suppliers of administrative and support services and suppliers of other specialist products.
We may also transfer your information to other organisations or professional advisers with whom we are working on client matters or to whom we are referring you for additional or separate advice. We may also be obliged to disclose data under certain laws or by order of court or other competent regulatory body or may be permitted to disclose it under applicable data protection laws.
Finally, if Just Talk Mediation merges with another business entity or divests a part of its business or carries out internal corporate restructuring, your information may be disclosed to Just Talk Mediation’s new business partners or owners or the new corporate entities.
Protection of your information
We have in place administrative, technical and physical measures internally specifically designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information that we hold.
Where we transfer information to third parties to enable them to process it on our behalf, we ensure that the providers meet or exceed the relevant legal or regulatory requirements for transferring data to them and keeping it secure. All third parties are subject to confidentiality obligations which form part of our contractual relationship with them.
We will also ensure that where information is transferred to a country or international organisation outside of the UK / EEA, we will comply with the relevant legal rules governing such transfers.
We keep your personal information no longer than is necessary for the purpose for which it was collected. Information on our destruction dates policy summary is available from our Data Protection Office and will be dependent on the nature of your case or your relationship with the firm. Information for clients is provided in our engagement letter and terms of business including details on how we keep secure personal data received from clients about their family members, third parties or similar individuals. Our file and data retention information is also contained within our file closure information which is provided to all clients at the end of their case or the termination of our relationship with them. Names and dates of birth of all clients will be retained indefinitely to ensure that appropriate conflict of interest checks can be undertaken prior to advising or assisting new clients to the firm. These details are not disclosed to other and are kept purely to ensure that we do not act against existing or former clients.
You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all information that we hold about you. For example, we may need to continue to hold and process information to establish, exercise or defend our legal rights.
You have the right to request that we:
- Provide you with a copy of your personal information that we hold
- Update your personal information where it is out-of-date or incorrect
- Delete personal information that we hold
- Restrict the way in which we process your information
- Consider any valid objections to our processing of your personal information
- Provide information you have given to us to a third party provider of services (where our lawful basis for processing is consent or contract and where processing is automated)
We will respond to your request (including providing information on whether the rights apply in the particular circumstances) within the applicable statutory time period. If we are not sure of your identity, we may require you to provide further information in order for us to confirm who you are. A request for information can be made by submitting a Subject Access Request. The Subject Access Request Form can be found on our website together with details of the process you need to undertake and the timescales of dealing with your request. The form can be accessed at http://www.justtalkmediation.co.uk/GDPR/
Changes to this policy
We may make changes to this policy from time to time as our business and internal practices and/or applicable laws change. We will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained or otherwise than is permitted by applicable law.
How to contact us
If you would like to get in touch to discuss this policy, how we use your personal information, to exercise your rights or to provide feedback or make a complaint about use of your information, please contact us as follows:
Juliette Kinsey – Accredited Mediator email@example.com or 01274 581100
Just Talk Mediation, First Floor, Oakminster House, Northgate, Baildon, Shipley, BD17 6LR,
You can also contact the Information Commissioner’s Office via https://ico.org.uk/ for information, advice or to make a complaint.
Cookies, also known as browsers or tracking cookies, are small text files that are added to your computer when you visit a website. They help websites to perform certain functions e.g. to know who you are if you log into a restricted part of a website, for shopping carts, and for tracking purposes.
At Just Talk Mediation we use the following cookies:
- Google analytics. We use Google analytics cookies on the website for tracking purposes. The cookies allow us to understand general traffic to our website for example number of visitors and length of time on site. This process does collect data, but in an anonymous form, to help us make improvements, develop the website and enhance the user experience.
Please note that you cannot opt-out of the deployment of cookies that are necessary for delivery of our website or services to visitors.