Privacy Policy

Who we are

ProMediate (UK) Limited is the data controller for personal data processed through this website and in the course of providing mediation services. You can contact us at enquiries@promediate.co.uk.

What we collect

• Contact details: name, organisation, email address and telephone number
• Details of the dispute you tell us about, including documents provided for a mediation
• Correspondence with us
• Newsletter subscription details where you sign up: your email address, the date and time you subscribed, a record of your consent, the page you subscribed from and, if applicable, the date and time you unsubscribed
• Limited technical data about your visit to this website

Why we process it

• To respond to enquiries and provide quotations
• To perform our contract with you and administer mediations
• To comply with our legal, regulatory and Civil Mediation Council obligations
• To send you ProMediate news, mediation and dispute resolution updates and related content by email where you have asked us to (consent)

How enquiries submitted through this website are stored

Mediation enquiries submitted through our Start a Mediation form are stored in our secure case management database and given a reference beginning PM-MED. We also record whether you accepted our Mediation Terms and Conditions, the date and time of that acceptance and the version accepted, so that we can demonstrate the basis on which the enquiry was made. Acceptance is recorded separately for each participating party.

General enquiries submitted through our Contact form are stored separately in the same secure system and given a reference beginning PM-GEN. They are kept apart from mediation case records.

Both types of enquiry are accessible only to authorised ProMediate personnel through a password-protected administration area. When an enquiry is received we send an internal notification to our enquiries mailbox, through our email provider Brevo, so that it is picked up promptly. That notification contains only the reference, contact name, organisation, enquiry type and time — it never contains the details of your dispute or your message.

Enquiry records, including notes we add while dealing with them, are retained in accordance with our Data Retention Policy and then securely deleted.

Newsletter and marketing emails

If you subscribe to our newsletter, we collect your email address and use it to send you ProMediate news, mediation and dispute resolution updates and related content. Our lawful basis is your consent.

When you subscribe we record your email address, the date and time of subscription, the fact that you consented, the date and time of that consent and the page you subscribed from. We do not add anyone to our newsletter list unless they have subscribed themselves.

You can withdraw your consent at any time using the unsubscribe page on this website, or by emailing us. When you unsubscribe we mark your record as unsubscribed and record the date and time; we keep that record so that we can demonstrate the position and honour your choice, rather than deleting the evidence of your earlier consent.

Special category data

Some disputes, particularly workplace, discrimination and personal injury matters, involve special category data such as health information. We process this only where necessary for the establishment, exercise or defence of legal claims, or with your explicit consent.

Sharing

Mediation is confidential. We do not disclose the content of a mediation to anyone outside the process except where required by law. We use trusted service providers (for example email, secure document sharing, video conferencing) who process data on our instructions.

Using ProMediate through an AI assistant

You may be able to use a limited number of ProMediate services through compatible third-party AI assistants, such as ChatGPT or Claude. Using an assistant in this way is entirely optional — you can always use this website or email us instead.

The AI assistant is a separate service provided by a separate company. It is not owned, operated or controlled by ProMediate. Anything you choose to type into that assistant, including details of your dispute, may also be processed by the assistant's provider under its own terms and privacy notice. Please read them before sharing confidential information.

Where you connect an assistant to ProMediate, you are asked to sign in and approve the connection first. ProMediate receives only the information needed to carry out the action you have requested: published public information about our services, the details you submit in a mediation enquiry, and the external status of your own enquiries. Internal notes, conflict-check information, documents and other people's enquiries are never made available to an assistant.

We keep a short audit record of actions taken through an assistant (date and time, the action used, the signed-in account and the enquiry reference) so that we can keep the service secure. You can disconnect the assistant at any time from within that assistant's settings.

Retention

We retain mediation files in accordance with our Data Retention Policy. Case papers are normally destroyed six years after conclusion, unless a longer period is required.

Your rights

You have the right to access, rectify, erase or restrict processing of your personal data, to object to processing, to data portability and to withdraw consent. You may also complain to the Information Commissioner's Office at ico.org.uk.

Any questions about this policy should be sent to enquiries@promediate.co.uk.