Privacy Policy

We know that the information you share with us is personal. We take your privacy seriously and make sure your information is kept secure, accurate, and used only when necessary. We are registered with the Information Commissioner’s Office (ICO) and follow UK data protection law.

Our contact details

Shura Mediation
Email: info@shuramediation.com
Phone: 07962 693880
Website: www.shuramediation.com

You can contact us at any time if you have questions about how we use your information.

What this privacy policy covers

This policy explains how we collect, use, store, and protect your personal information when you:

  • Use our website.
  • Contact us by phone, email, or online form.
  • Attend a MIAM or mediation session.
  • Receive documents or summaries from us.

Our website may contain links to other websites. Once you leave our site, we are not responsible for how those websites use your information. Always check their privacy policies.

What information we collect

We collect only the information we need to provide mediation services. This may include:

  • Your name, contact details, and demographic information such as your postcode.
  • Information you share in enquiry forms, emails, or phone calls.
  • Brief notes from MIAMs or mediation sessions.
  • Summaries of discussions or agreements.
  • Any documents you provide.
  • Information needed for safeguarding or legal reporting (if applicable).

How we get your information

Most of the information we hold comes directly from you when you:

  • Complete our online enquiry form.
  • Contact us by phone or email.
  • Attend a MIAM or mediation session.

We may also receive information from:

  • The other person involved in mediation (if you ask us to contact them).
  • Solicitors or referrers.
  • Public bodies (in rare cases).

Why we collect your information

We use your information to:

  • Respond to your enquiry.
  • Decide whether a MIAM is needed and what it should cover.
  • Contact the other person involved (if you ask us to).
  • Provide mediation services.
  • Keep accurate records of what was discussed or agreed.
  • Meet our legal and professional obligations.

Our lawful bases for using your information

Under UK GDPR, we must have a lawful basis for using your information. Depending on the situation, we may rely on:

  • Legitimate interest – to provide mediation services.
  • Contract – when you agree to work with us.
  • Legal obligation – for example, safeguarding or reporting under the Proceeds of Crime Act.
  • Consent – for example, if you ask us to contact the other person.

You can withdraw your consent at any time by contacting us.

When we may share your information

We do not share your information unless:

  • We need to consult our Professional Practice Consultant (PPC).The PPC is bound by the same confidentiality rules as we are.
  • You make a complaint that needs to be reviewed.
  • We have safeguarding concerns (e.g., risk of harm to a child).
  • We are required to report an offence under the Proceeds of Crime Act.
  • You give us permission to share information.

How we store your information

We keep your information securely:

  • Paper documents are stored safely when not in use.
  • Digital information is kept on password‑protected devices with cybersecurity software.

Because we use third‑party software and servers, we cannot take responsibility for security breaches caused by external hacking, although we take all reasonable precautions.

How long we keep your information

We keep your information for six years, as required by law. This includes:

  • Contact details.
  • Notes.
  • Summaries.
  • Documents created during mediation.

We may keep information longer if required by law (for example, if a complaint or safeguarding issue is ongoing).
After this period, we securely delete or destroy your information.

Your data protection rights

You have rights over your personal information, including:

  • Right of access – to ask for copies of your information.
  • Right to rectification – to correct or complete information.
  • Right to erasure – to ask us to delete your information.
  • Right to restrict processing – to limit how we use your information.
  • Right to object – to object to how we use your information.
  • Right to data portability – to ask us to transfer your information to you or another organisation.
  • Right to withdraw consent – when consent is the lawful basis.

You do not have to pay anything to exercise your rights.
We will respond within one month.
To make a request, contact us using the details at the top of this policy.

If something goes wrong

If your privacy is ever compromised (for example, through a data breach), we will contact you as quickly as possible.

How to make a complaint

If you are unhappy with how we use your information, please contact us first so we can try to resolve the issue.

If you remain unhappy, you can complain to the ICO:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline: 0303 123 1113
Website: Make a complaint | ICO

Changes to this policy

We may update this policy from time to time.

Please check this page occasionally to make sure you are happy with any changes.