Abingdon Family Mediation (which is the trading name of Polly Gavins Limited) is committed to ensuring your privacy is protected.
Personal data we collect and hold
From time to time and as permitted by applicable law(s), we may collect Personal Data about you and update any existing Personal Data that we currently hold, from other third-party sources
When a mediation referral is received, we store sufficient information to communicate with prospective mediation participants and to check that there is no conflict of interest. This includes the names and contact details together with details of solicitors acting for potential mediation participants. We also ask for dates of birth and marriage and separation and names and dates of birth of any children. This additional information is not required at this stage and potential clients do not have to provide it. However, if they choose to do so, it helps us to prepare for a MIAM and can save time later.
During a Mediation Information and Assessment Meeting (MIAM) or during mediation, we may gather and store additional information to inform the mediation. This may include where relevant, health matters, learning difficulties within the family, domestic violence incidents, financial data, other professionals who are supporting the family, safeguarding issues, attendance information and notes taken during meetings.
We collect your information from
Self-Referral Forms on our websites.
Referrals from organisations e.g., Family Solicitors.
We may also collect information from telephone conversations, emails and written and verbal communications and from face-to-face meetings.
The legal basis for our storing your personal data
When a mediation referral is received it is in the public interest to give all potential mediation participants access to the mediation information and assessment process introduced by the Children and Families Act 2014, s10. We store your information to enable us to communicate with potential mediation participants and to check that there is no conflict of interest.
Any additional information provided at this stage is voluntary and given with your consent.
If you decide to enter into family mediation you will sign a Personal Data and Confidentiality form and an Agreement to Mediate. The legal basis for our storing your data will become contractual.
How long your information is kept by us
Our standard period of retention is 7 years, as required by our professional indemnity insurers.
We do not keep all information for this period of time. Full details of our procedure for disposing of information is as follows, although the timescales should be seen as guides only.
- Your file is closed 3 months after final meeting or final contact.
- Information archived at this point is referral form, confidentiality form, agreement to mediate, summary letters/statements, most recent/final MOU and OFS, email communications and contact details.
All kept electronically. No paper copies kept.
All other notes and flip charts burnt.
Statements/financial documents – originals returned to clients, copies burnt or deleted. We do not hold pdfs of your financial documents after we have closed your case.
Email correspondence archived in case clients return to mediation (which sometimes happens).
Invoice details (name and address and invoices) remains in accounts records.
Contact details also stored.
This information is held electronically for 7 years as required by our insurers and, financial information as required by HMRC. It is then deleted.
Sharing and Disclosure to Third Parties
We may disclose your Personal Data to third parties from time-to-time under the following circumstances:
- You request or authorise the disclosure of your personal details to a third party.
- The information is disclosed as permitted by applicable law(s) and/or in order to comply with applicable law(s) (for example, to comply with a search warrant or court order).
- The information is disclosed under the terms of our Agreement to Mediate or Consent and Confidentiality Form.
- The information is provided to service providers who perform functions on our behalf, for example hosting providers for the secure storage and transmission of your data, legal and compliance consultants, such as external counsel, external auditors, technology providers who assist in the development and management of our web properties. We only use third party service providers where we are satisfied that they provide adequate security for your personal data.
How we protect your data
We work to protect your personal information that we hold, its confidentially, integrity and availability.
Paper files are stored in the mediator’s home office in a locked drawer. If the files are being worked on out of the mediator’s home office, they remain in the physical possession of the mediator or they are locked away securely.
All client electronic files are held by Dropbox. Dropbox are ISO 27001 compliant. The mediator has two factor authentication to log into the client Dropbox files.
Polly Gavins Limited uses Capsule CRM to gather and store client information. Two factor authentication is activated.
Abingdon Family Mediation has a WordPress website hosted by Gum Cloud. No client information is held on the website. Gum Cloud is Cyber Essentials certified. Gum Cloud also hosts our emails. Emails are accessed online only and not downloaded to our computer. Client session summaries, open financial statement and Memorandum of Agreement are always password protected when sent to clients and shared securely via Dropbox.
Polly Gavins Limited uses FreeAgent software as their accounting software. FreeAgent are Cyber Essentials Certified.
How to Contact Us
0770 651 3496