OurkidsFirst Mediation
OKF understand that your privacy it is very important for your information to be stored, processed and deleted appropriately. The company is committed to ensuring your privacy is protected and respected.
We need to collect, store, use and share your information in order to support you in providing a MIAM or mediation service. This policy explains your rights in relation to your personal information. These stem from the UK GDPR & The Data Protection Act 2018.
The Type of Personal Data/ Information we collect
We do not collect unnecessary data about you and will only collect and store data and information that helps us to support you in a MIAM or mediation process. So we collect the following types of information about you:
Information about you and your identity – this will be the obvious things such as your Name, Name at Birth, Date of Birth, Gender, Age, National Insurance number, Ethnic Origin and marital status. We will also collect information about the circumstances surrounding your separation or need to use this mediation and MIAM service.
Contact information – this is basic information such as your email address, telephone number, postal address and postcode.
Financial Information– this may be information such as the value of your assets, liabilities, income and outgoings for the purposes of discussions in financial mediations and also any applications for legal aid. We will not retain your payment card details and our preferred method is bank transfer following invoice.
Other Personal information – this will be information such as both names and addresses of yourself and the other person, their addresses, the details of the case, a case reference number, details of any court orders in current use.
Sensitive Information & Data we collect
Information relating to racial, religious beliefs, ethnic origin, health, information around a persons sexual orientation and any criminal offences,
Why do we collect the information and how do we use it?
We will only use your data for a proper use and will not use it for marketing or promotional activities. We ask you to agree to this privacy policy in order to give us your consent so that we can :
To confirm your identity, and carry out checks requested by a Government department, and/or provide information on enquiry or investigation by regulatory bodies or government department.
Provide mediation or MIAM services to you.
To share information with 3rd Parties where it is required for safeguarding or a valid legal reason or to provide services to you.
To ensure we meet any legal or regulatory obligations that apply to providing this service to you and maintain adherence to our policies.
Operate our service to you including maintaining up to date records, improving efficiency, training, quality standards and managing our staff.
Ensure the confidentiality of personal and special information about you, prevent unauthorised access, modifications to data, and protect the security systems.
Will we share your information , and who with?
We will only share information with third parties where we have your consent and it supports your service in MIAM or mediation. The exception to this is if their are concerns of significant harm or likely significant harm to a child or adult and if a criminal offence has been or may have taken place.
How do we collect information/ data about you?
We collect data and information about you through the following ways;
Direct communication – this may be through completing our online forms, or by sending us information by email, post or telephone. We will also collect information when you speak with us on the telephone, attend a Mediation Information & Assessment Meeting (MIAM) , attend a mediation session or complete a questionnaire.
Indirect Communications – this may be when someone else asks us to conduct a MIAM or seeks mediation with you for example your legal representation/ support.
Automated Communications -this may take place if you have come to our site through a web browser such as google , this then collects information about your device such as android or apple, phone, tablet or PC and which pages you may have viewed. This information however does not specify or track you as an individual and is grouped in categories.
How long will we keep your information for?
Legal Aid – If you have been involved in a claim for legal id in mediation, then we must retain your information for 6 years. After this time it will be destroyed as detailed below.
Private Client – If you have had a mediation with us or a MIAM we will only retain information for 12 months as a maximum. After this time it will be destroyed as detailed below.
What will happen to my information & data after this time?
We will ensure all data is destroyed in line with the requirements of law and any procures and polices we operate . This means your data will be erased and shredded electronically and/ or physically.
Your legal Rights
You can request access to your personal information, which is usually known as subject data request and we will provide a copy of those records we can lawfully disclose to you.
You can also request that we rectify or correct ( once information is verified) any inaccurate or incomplete information we hold about you.
You can ask for data to be deleted from our records long as there is no good reason why we need to retain it.
You can object to us processing your data, however this would mean we would not be able to provide any of our services to you. You may also wish to do this if you have asked us to rectify any data we hold.
You can remove your consent to process and use your data at any time , and this will mean we will not be able to provide our services to you.
Data Manager & Compliance Officer details for Ourkidfirst Mediation: Mr Ashley Brooks, 1 Jolley Drive, Beverley, HU17 8FS.
You have a right if you are not happy with our response to an issue under this policy to make complain to the Independent Commissioners Office at www.ico.org.uk.
