Privacy Policy

Last updated: April 2026

1. INTRODUCTION

This Privacy Policy explains how HT Mediation (“we”, “us”, “our”) collects, uses and protects personal data in the course of providing mediation services and operating our business.

This policy is designed not only to comply with applicable data protection law, but to reflect the confidential, sensitive and often legally complex nature of mediation.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Personal data means any information relating to an identified or identifiable individual.

2. WHO WE ARE

HT Mediation is the data controller in respect of the personal data we process.

Data Protection Contact:
Email: info@htmediation.com
(Please mark for the attention of the Data Protection Lead)

3. THE PERSONAL DATA WE COLLECT

We may collect and process the following categories of personal data:

Identity data (name, title, role, organisation)
Contact data (email address, telephone number, postal address)
Financial data (billing and payment information)
Technical data (IP address, browser type, usage data)
Event data (dietary requirements, access needs)
Case-related information provided in connection with mediation services

Special Category Data

Given the nature of mediation, we may process special category data, including:

Health information
Employment and workplace disputes
Allegations or sensitive personal circumstances

We treat such data with enhanced safeguards and strict confidentiality.

4. HOW WE OBTAIN PERSONAL DATA

We collect personal data:

Directly from you
From parties involved in a mediation (e.g. legal representatives)
Through our website and communications
From publicly available sources (to maintain accurate records)
Via third-party services (e.g. call tracking)

5. HOW WE USE PERSONAL DATA (AND LAWFUL BASES)

We process personal data for the following purposes and lawful bases:

Purpose

Lawful Basis

Delivering mediation services

Contract; Legitimate interests

Managing client relationships

Legitimate interests

Compliance with legal obligations

Legal obligation

Sending marketing communications

Consent or soft opt-in

Improving services and website

Legitimate interests

Recruitment

Legitimate interests

Special Category Data – Additional Conditions

Where we process special category data, we rely on:

The establishment, exercise or defence of legal claims; and/or
Substantial public interest (where applicable)

6. CONFIDENTIALITY IN MEDIATION

We recognise that mediation involves highly sensitive and confidential information.

We apply strict controls to ensure that:

Information is only shared with relevant parties
Access is restricted on a need-to-know basis
Data is handled in accordance with professional confidentiality expectations

This operates alongside (and does not replace) the contractual and legal confidentiality obligations applicable to mediation.

7. SHARING PERSONAL DATA

We may share personal data with:

Mediators appointed in relation to a matter
Professional advisers and legal representatives
IT, hosting and service providers
Event partners

Status of Mediators

Mediators generally act as independent data controllers in respect of the mediation process.

We do not sell or commercially exploit personal data.

8. INTERNATIONAL TRANSFERS

Some of our service providers may process personal data outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are in place, such as:

UK adequacy regulations; or
Standard contractual clauses

9. DATA RETENTION

We retain personal data only for as long as necessary for the purposes for which it was collected, including:

Mediation records: typically 6–7 years (aligned with legal limitation periods and insurer expectations)
Client relationship data: duration of relationship plus up to 6 years
Marketing data: until consent is withdrawn or objection is received
General enquiries: up to 2 years

Retention periods may be extended where required for legal or regulatory reasons.

10. WEBSITE USE AND COOKIES

We use analytics tools (including Google Analytics) to understand how our website is used.

Analytics cookies are deployed only with user consent via our cookie banner.

These tools collect information such as:

Pages visited
Time spent on site
General location data (non-precise)

We do not use this data to directly identify individuals.

11. EMAIL COMMUNICATIONS

We use a third-party provider (WIX) to send communications and monitor engagement (e.g. email opens and clicks).

You may unsubscribe at any time using the link provided in emails or by contacting us.

12. SECURITY

We implement appropriate technical and organisational measures, including:

Encryption (TLS)
Access controls
System monitoring

However, transmission of information over the internet is not completely secure.

13. YOUR RIGHTS

Under UK data protection law, you have the right to:

Access your personal data
Rectify inaccurate data
Request erasure of your data
Restrict processing
Object to processing (including marketing)
Data portability (where applicable)

To exercise these rights, please contact us using the details above.

14. COMPLAINTS

If you are concerned about how we handle your data, please contact us first.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

15. CHANGES TO THIS POLICY

We keep this Privacy Policy under regular review and may update it from time to time.

16. CONTACT DETAILS

HT Mediation
Email: info@htmediation.com

FINAL NOTE

This Privacy Policy reflects our commitment not only to legal compliance, but to the careful, professional and confidential handling of information entrusted to us in the course of mediation.