Privacy Notice (GDPR) – Resolution Mediation Scotland (RMS)

This notice explains how we look after your information when you take part in mediation.

1. Who we are

Resolution Mediation Scotland Ltd (“we”, “us”, or “our”) provides independent mediation services.

We are the data controller responsible for your personal information. If you have any questions about how we use your data, please contact: admin@resolutionmediationscotland.co.uk

2. Our approach

Mediation relies on trust, confidentiality, and care.

We only collect and use the information needed to support the mediation process and to help everyone involved move forward in a constructive way.

3. What information we collect

To provide mediation, we may collect:

• Names and contact details
• Information about your situation or dispute
• Information relating to children (such as name, age, and school)
• Relevant background information shared by you
• Notes from meetings or mediation sessions
• Administrative details (such as dates of sessions)

Some of this information may be sensitive (for example, relating to health, wellbeing, family circumstances, or additional support needs).

4. Why we collect your information

We use your information to:

• arrange and carry out mediation
• understand the situation and perspectives involved
• support safe and constructive conversations
• keep a basic record of the mediation process
• maintain professional standards, including supervision
• meet legal and professional responsibilities

5. Our lawful basis for processing

We process your information under the following legal bases:

• Contract – when you agree to take part in mediation
• Legitimate interests – to organise and deliver mediation effectively and safely
• Legal obligation – where we are required to act (for example, safeguarding)
• Explicit consent – for sensitive personal information

Where we process sensitive information, we do so with your explicit consent and only for the purpose of supporting the mediation process.

We process this information in line with the UK GDPR and the Data Protection Act 2018.

6. Confidentiality and its limits

Mediation is a confidential process, and we treat your information with care.

We will not share your information with others without your permission unless there is a clear reason to do so.

Confidentiality may need to be broken where:

• there are concerns about the safety or wellbeing of a child or vulnerable adult
• there is a risk of serious harm to you or others
• a serious crime is disclosed
• we are required to do so by law

7. Professional supervision

As part of maintaining a safe, effective, and high-quality service, mediators take part in professional supervision.

This involves reflecting on mediation work with a qualified supervisor.

• Wherever possible, information is anonymised
• In some cases, limited identifiable details may be shared where necessary to ensure appropriate professional guidance
• Supervisors are bound by strict confidentiality and data protection requirements
• Information is only shared for the purpose of professional reflection, support, and safeguarding good practice

This helps ensure you receive a well-supported and carefully considered mediation service.

8. Sharing information

We do not share your personal information with other organisations for marketing purposes.

We may:

• share information between parties involved in the mediation where appropriate
• provide anonymised information to organisations (such as local authorities) for reporting purposes

We also use trusted service providers (such as email systems and online meeting platforms like Zoom or Microsoft Teams) to support delivery of our services.

9. Use of AI Tools

Resolution Mediation Scotland may use AI tools to support general business activities.

We do not use AI tools to process any personal, identifiable, or case-specific information. All mediation-related data remains confidential and is handled within secure RMS systems only.

10. How we store your information

We store information securely using:

• password-protected devices
• secure systems (e.g. Outlook, OneDrive, Notion)
• secure online platforms for meetings (e.g. Zoom, Microsoft Teams)
• securely stored paper records

We take appropriate steps to prevent unauthorised access, loss, or misuse of your data.

11. How long we keep your information

We keep information only for as long as necessary:

• Mediation notes and detailed records: up to 3 months after mediation ends
• Basic records (such as names and session dates): up to 18 months
• Financial records: up to 6 years (as required by law)

After this time, information is securely deleted or destroyed.

12. Your rights

You have the right to:

• access the information we hold about you
• request correction of inaccurate information
• request deletion of your data (where appropriate)
• restrict how your data is used
• object to how your data is processed
• request a copy of your data

To exercise any of these rights, please contact us at admin@resolutionmediationscotland.co.uk.

13. Raising concerns

If you have any concerns about how your data is handled, please contact us in the first instance.

If you are not satisfied with our response, you have the right to complain to the
Information Commissioner’s Office (ICO).