Privacy Policy

Last updated: 29 October 2026.

Who we are

Mediation Chambers Ltd is responsible for the personal information described in this policy. We are registered in England and Wales, company number 17090822. Our address is 167–169 Great Portland Street, 5th Floor, London, W1W 5PF.

Our privacy contact is Raphael Kessler. Our ICO registration reference is ZC105966. For privacy enquiries, rights requests or complaints, email enquiries@mediationchambers.com or write to that address. Our telephone number is 0203 026 1689.

This policy covers our website, including the Creative Industries Mediation Network and Built Environment Mediation Network, enquiries, business development, subscriptions, panel applications and services supplied by Mediation Chambers Ltd. It includes referrals arranged through Occupational Health providers.

Where an individual mediator contracts with you independently, that mediator is responsible for their own service and privacy information. We remain responsible for information we handle through our website, introductions and administration. The contracting arrangements will identify the provider before the service proceeds.

Information we collect and where it comes from

We collect names, contact details, organisations, professional roles, correspondence, enquiry outlines, referral details and information needed to arrange and administer services. Panel applications may include professional experience, qualifications, memberships and insurance information. Accounting records include billing details, invoices and payment information.

Information comes from you, your representative, a referring business, an employer or commissioner, participating mediators and other people involved in arranging a service. We ask referrers to provide only necessary information and to tell the person concerned about the referral.

For business development, we may obtain professional contact information from organisations’ websites, public professional profiles, directories and Companies House. We record the source. We do not buy marketing lists.

When you visit the website, our suppliers may process technical information such as your IP address, browser and device details, requested pages and security events. Cookies and browser storage are explained in our Cookie Policy. If you use the AI Mediation Advisor, its processing is explained below.

We use security checks and submission limits to protect website forms and the AI advisor against automated abuse. Server-side counts record a pseudonymised value derived from network-address information and a secret key, the form or service concerned, a fixed hourly window and the number of attempts. These records remain personal information even though they do not store the network address itself or the content submitted. The network information available to the platform may not identify every connection reliably. Separate site-wide counts contain no connection identifier. The counts limit requests; their counting window and deletion arrangements are explained in the retention schedule.

You do not have to provide information simply to browse. We need sufficient contact and service information to respond to an enquiry or arrange a mediation; without it, we may be unable to help.

Why we use information

We use information only where we have a lawful basis:

• Enquiries and arrangements: to answer requests, consider suitability, organise appointments and communicate with those involved. We rely on steps requested before entering a contract, or performance of a contract, where the contract is with you. Otherwise, we rely on our legitimate interests in responding to enquiries and organising the requested service.

• Mediation and referrals: to assess and deliver the agreed service, arrange appropriate support and manage the relationship with a commissioner or referral provider. We rely on contract where applicable, and otherwise on our legitimate interests in providing and administering mediation.

• Business contacts: to develop relevant professional and referral relationships, including with Occupational Health providers. We rely on our legitimate interests in offering relevant services to businesses, subject to the person’s interests, rights and reasonable expectations.

• Requested subscriptions: to send the updates you subscribed to, on the basis of consent. You can withdraw at any time.

• Panel applications: to assess an application and manage a professional relationship, relying on steps towards a contract where applicable and our legitimate interests in maintaining an appropriate mediator panel.

• Accounts and compliance: to keep financial records and meet legal obligations. We also rely on legitimate interests for necessary administration, responding to complaints, protecting our systems and establishing or defending legal claims.

• Website analytics: to understand website use and improve it, with consent for optional Google Analytics.

• AI Mediation Advisor: to provide the optional general-information service you request, relying on our legitimate interests in explaining mediation. This does not authorise unrelated reuse or processing of sensitive information.

Where we rely on legitimate interests, we consider whether the purpose can be achieved less intrusively and whether the person’s rights override those interests.

Business contact and marketing choices

We make targeted approaches relevant to a person’s business role. Public availability of contact details does not remove the rules applying to marketing. We distinguish corporate recipients from sole traders and other recipients who require consent or another permitted route for electronic marketing. We screen marketing calls against the Telephone Preference Service, Corporate Telephone Preference Service and our own objections records as applicable.

You can object to direct marketing at any time. Reply to the message, tell the caller, or email enquiries@mediationchambers.com. We stop the marketing covered by your objection and keep a minimal suppression record so the request is respected across the team. We do not add someone to the newsletter merely because they enquire or appear on our business-contact list.

Newsletter subscribers can use the unsubscribe link in their email or contact us directly. A new address is stored as pending and inactive until its holder confirms through the individual verification link we email to that address. A previously unsubscribed address remains unsubscribed until its holder confirms a new request through such a link. We retain the earlier opt-out record. We do not request read receipts or use email-open tracking in our direct outreach.

Sensitive information and mediation confidentiality

Please keep initial enquiries general. Do not send medical records, confidential documents or detailed information about other people through the website or advisor. We will explain how to provide any necessary information after initial contact.

Mediation can involve information about health, disability or other sensitive matters. We collect only what is needed. As well as an ordinary lawful basis, we identify an additional condition before using special-category information: for example, explicit consent where appropriate, or necessity for establishing, exercising or defending legal claims where that condition actually applies. Participation in mediation is not itself consent to every use of personal information. Any necessary processing of criminal allegations or convictions requires a separate applicable legal condition.

We do not record mediation discussions or retain substantive discussion notes, recordings, transcripts or settlement terms in our systems. Necessary temporary case material is deleted within 30 days after the mediation concludes, and earlier when no longer needed. Necessary administrative agreements, contact details, invoices and non-sensitive correspondence are treated separately under the retention schedule below.

Mediation confidentiality is governed by the agreed terms and their stated limits. A commissioner may receive confirmation that mediation occurred. We disclose “Settlement reached” only with every participant’s express authority; we do not provide the discussions or settlement terms. Disclosures required or permitted by law are considered against the applicable confidentiality arrangements.

The website is intended for adults. Please contact us before sending information about a child or arranging their involvement so appropriate arrangements can be considered.

Who can receive information

Our team and associates use shared internal business-contact records. Case information is shared only with people who need it to assess, arrange or deliver the service. We do not give a referring organisation unrestricted access to participants’ information.

Suppliers and service providers include Base44 for the website, stored form submissions and AI integration; Freeola Limited for email; Google Workspace for shared files and administration; Cloudflare for form security; Google Analytics where accepted; FreeAgent for accounting; and Starling and Mettle for banking. Bookings are currently arranged by email. A video-meeting or other service provider may receive necessary information when that service is used. Their roles depend on the service; a bank may also process information for its own legal and regulatory purposes.

Information may also be shared where necessary with an appointed mediator, an authorised representative, professional advisers, insurers, complaints bodies, regulators or authorities. We consider what is necessary, the legal basis and any confidentiality restrictions. We do not sell personal contact lists.

AI Mediation Advisor and Base44 data use

The advisor is an AI assistant providing general information. It is not a mediator and does not give legal or medical advice. A human considers whether a particular case can be accepted.

The advisor sends the messages needed for the conversation to Base44’s AI integration and its selected AI providers. Do not enter identifying or sensitive details. The website holds the displayed conversation in temporary page memory and does not intentionally save it to our enquiry database, CRM or notification emails. Clearing the conversation removes it from the displayed window; it does not delete information already processed by suppliers.

Base44’s compliance team has confirmed that, on our current Pro plan, app data, including identifiable form submissions and AI prompts and replies, may be used to train Base44’s internal models. Base44 treats this training as part of providing its services under its Data Processing Agreement. Base44 states that its external AI providers are not permitted to train their own models on this data. There is no Pro training opt-out. This applies to website records as well as advisor conversations; it does not establish that any particular submission has actually been used for training.

Base44’s Privacy Policy at https://base44.com/privacy-policy and Data Processing Agreement at https://base44.com/dpa explain its published practices and contractual terms. Reading this policy, submitting a form or acknowledging the advisor notice does not itself constitute consent to AI training. Contact Mediation Chambers at enquiries@mediationchambers.com about the use of your information, your privacy rights, or ways to contact us without using the website forms or advisor. Email and telephone contact remain available; other suppliers’ processing arrangements still apply to those channels.

We do not use AI to analyse identifiable mediation case files or make decisions producing legal or similarly significant effects on individuals. Introducing a materially different use would require a separate assessment and appropriate privacy information.

Storage and overseas processing

We use Base44, business email, Google Drive and local files. Base44 has confirmed that app data on our current Pro plan is stored in the United States. Storage location does not establish where all processing occurs; AI and other supplier services may involve other countries.

Freeola publishes UK hosting arrangements for email. Google, Base44 and AI services can involve processing in other countries. Base44’s compliance team states that UK transfers are covered by section 8 of its Data Processing Agreement, using the EU Standard Contractual Clauses with the changes required for UK transfers. This records Base44’s contractual position; it does not mean all processing takes place in the UK. Its terms are available at https://base44.com/dpa. Contact enquiries@mediationchambers.com for information about our supplier arrangements and how to obtain the applicable safeguards.

We use access restrictions and appropriate account and device security to protect information. Access is reviewed when roles change. No internet service can guarantee absolute security.

How long we keep information

Our adopted normal retention rules are set out below. They apply to the active records and copies we control. Supplier-held logs, recovery areas and backups can remain separately, as explained after the table. We keep only information needed for the stated purpose, subject to the specific exceptions explained afterwards:

Repeated unanswered approaches do not restart the prospect-retention period. A specific legal requirement or continuing claim may justify keeping relevant administrative evidence longer; the reason and access restriction are recorded.

Deletion covers copies we control in website records, email, shared drives and local storage. Supplier recovery areas, backups and logs can have separate expiry arrangements.

Deleting active records does not necessarily erase supplier logs, recovery areas or backups at the same time. We keep regular business backups with restricted access and reapply previous deletions and objections on restoration. Base44 states that it keeps information for as long as needed for its purpose or as required by law, that its automatic backups are deleted on a set schedule, and that information retained in backups under its DPA is not used in the meantime. Base44 has declined to disclose specific retention periods for backups, logs or AI prompts and replies. We therefore cannot give a verified final-erasure date for those supplier-held copies or represent deletion from our active records as deletion from every Base44 system. See https://base44.com/dpa. Contact us about erasure requests; we explain the action taken, any lawful retention and known supplier limitations.

Your rights and complaints

Depending on the processing and circumstances, you can request access, correction, erasure, restriction, portability, or object to processing based on legitimate interests. The right to object to direct marketing is absolute. You can withdraw consent without affecting processing that was lawful before withdrawal.

Contact enquiries@mediationchambers.com. We normally respond within one calendar month. If a lawful extension or clarification is needed, we explain it. Requests are normally free, and we may need proportionate information to verify identity. Other people’s rights and applicable legal exemptions can affect what we disclose.

You can complain to us at the same address. We acknowledge data-protection complaints promptly and within 30 days, investigate them, keep you informed and explain the outcome without unnecessary delay. You may also complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/ or telephone 0303 123 1113.

We review this policy when our activities or suppliers change. The publication date at the top identifies the current version.