PRIVACY POLICY

Kite Family Mediation

kitefamilymediation.co.uk

Last updated: June 2025

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1. WHO WE ARE

Kite Family Mediation ("we", "us", "our") is a family mediation service

operating in England and Wales. Our website is kitefamilymediation.co.uk.

We are the data controller for the personal information you provide to us.

If you have any questions about how we handle your data, please contact us

using the details in Section 10.

We understand that matters brought to family mediation are deeply personal.

Your information is handled with the utmost discretion, and we will never

use it in ways you would not reasonably expect.

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2. WHAT WE COLLECT

We may collect the following personal information when you use our website,

make an enquiry, or attend mediation with us:

- Your name, email address, phone number, and postal address

- Information about your family circumstances relevant to mediation

(where voluntarily shared)

- Financial information relevant to financial remedy discussions,

where applicable

- Records of communications between us, including emails and notes

from sessions

- Payment information (processed securely; we do not store full

card details)

- Technical data such as your IP address, browser type, and pages

visited on our website

We only collect information that is necessary and relevant to providing

our services to you.

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3. WHY WE USE YOUR INFORMATION

We use your personal information for the following purposes:

- To respond to your enquiry and set up a mediation appointment

- To provide family mediation services, including MIAM assessments

- To prepare documents arising from mediation, such as a Memorandum

of Understanding

- To send you appointment reminders and relevant correspondence

- To process payment for our services

- To comply with our legal and regulatory obligations as a mediation

provider

- To improve our website and services (using anonymised analytics data)

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4. LEGAL BASIS FOR PROCESSING

Under UK GDPR, we rely on the following legal bases to process your data:

- Contract: to fulfil our agreement to provide mediation services to you

- Legitimate interests: to respond to enquiries and improve our service

- Legal obligation: to comply with requirements placed on us as a

mediation service

- Consent: where you have explicitly agreed, such as subscribing to

updates

Where we rely on consent, you have the right to withdraw it at any time

without affecting the lawfulness of processing already carried out.

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5. SHARING YOUR DATA

We treat your information with strict confidentiality in line with our

professional obligations. We do not sell or rent your personal data to

third parties. We may share it in limited circumstances:

- With other parties to the mediation, but only information relevant

and agreed to be shared

- With trusted service providers who help us run our business (e.g.

scheduling software, email hosting) under strict data processing

agreements

- With solicitors or other professionals, only with your explicit consent

- Where required by law, such as a court order

- Where there is a serious risk of harm and disclosure is necessary

to protect someone's safety

Mediation is a confidential process. Information disclosed in sessions is

not passed to courts or third parties without your consent, except in

exceptional safeguarding circumstances.

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6. HOW LONG WE KEEP YOUR INFORMATION

We retain your personal data only for as long as is necessary. Our general

retention periods are:

- Mediation records and case files: 7 years from the date of the

last session

- Financial records and invoices: 6 years, as required by HMRC

- Enquiries that did not proceed to mediation: 12 months

- Website analytics data: 26 months (anonymised)

After these periods, your information is securely deleted or anonymised.

You can request early deletion in some circumstances — see Section 7.

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7. YOUR RIGHTS

Under UK data protection law, you have the following rights regarding your

personal information:

- Access: request a copy of the personal data we hold about you

- Rectification: ask us to correct inaccurate or incomplete information

- Erasure: request deletion of your data where there is no lawful reason

to retain it

- Restriction: ask us to limit how we use your data in certain

circumstances

- Portability: receive your data in a portable format to transfer to

another provider

- Objection: object to processing based on legitimate interests

To exercise any of these rights, please contact us at:

kitefamilymediation@gmail.com

We will respond within one month. If you are not satisfied with our

response, you have the right to complain to the Information Commissioner's

Office (ICO) at ico.org.uk or by calling 0303 123 1113.

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8. COOKIES

Our website uses cookies — small text files stored on your device — to

help it function and to understand how visitors use the site. We use:

- Essential cookies: necessary for the website to work correctly

- Analytics cookies: to understand which pages are most helpful

(anonymised data only)

You can control cookies through your browser settings. Disabling analytics

cookies will not affect your ability to use the site. We do not use

advertising or tracking cookies.

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9. SECURITY

We take the security of your personal information seriously. Our measures

include:

- Encrypted connections (HTTPS) across our website

- Password-protected and encrypted storage for case files

- Restricted access to personal data on a need-to-know basis

- Secure disposal of physical documents containing personal information

No method of transmission over the internet is 100% secure. If you have

concerns about sharing sensitive information, please contact us to discuss

secure alternatives.

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10. CONTACT US

If you have any questions, concerns, or requests relating to this Privacy

Policy or how we handle your personal data, please get in touch:

Email: kitefamilymediation@gmail.com

Website: kitefamilymediation.co.uk

We may update this Privacy Policy from time to time. When we do, we will

revise the "last updated" date at the top of this page.

This policy complies with the UK General Data Protection Regulation

(UK GDPR) and the Data Protection Act 2018.