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This Privacy Policy explains how IPOS Mediation (“IPOS”, “we”, “us”, “our”) collects, uses and protects personal data in the course of providing mediation services and operating our business.
This policy is designed not only to comply with applicable data protection law, but to reflect the confidential, sensitive and often legally complex nature of mediation.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Personal data means any information relating to an identified or identifiable individual.
IPOS Mediation is the data controller in respect of the personal data we process.
Data Protection Contact:
Email: info@mediate.co.uk
(Please mark for the attention of the Data Protection Lead)
We may collect and process the following categories of personal data:
Identity data (name, title, role, organisation)
Contact data (email address, telephone number, postal address)
Financial data (billing and payment information)
Technical data (IP address, browser type, usage data)
Event data (dietary requirements, access needs)
Case-related information provided in connection with mediation services
Special Category Data
Given the nature of mediation, we may process special category data, including:
Health information
Employment and workplace disputes
Allegations or sensitive personal circumstances
We treat such data with enhanced safeguards and strict confidentiality.
We collect personal data:
Directly from you
From parties involved in a mediation (e.g. legal representatives)
Through our website and communications
From publicly available sources (to maintain accurate records)
Via third-party services (e.g. call tracking provider Advance Communications)
We process personal data for the following purposes and lawful bases:
Purpose: Lawful Basis
Delivering mediation services: Contract; Legitimate interests
Managing client relationships: Legitimate interests
Compliance with legal obligations: Legal obligation
Sending marketing communications: Consent or soft opt-in
Improving services and website: Legitimate interests
Recruitment: Legitimate interests
Legitimate interests — further detail
Where we rely on legitimate interests as our lawful basis, those interests are as follows:
Delivering mediation services: our legitimate interest in providing effective dispute resolution services and maintaining accurate records necessary to administer mediations.
Managing client relationships: our legitimate interest in maintaining ongoing professional relationships with clients and legal representatives, including follow-up communications about our services.
Improving services and website: our legitimate interest in understanding how our services and website are used in order to improve them for clients and users.
Recruitment: our legitimate interest in identifying and assessing candidates for roles at IPOS.
Special Category Data – Additional Conditions
Where we process special category data, we rely on:
The establishment, exercise or defence of legal claims; and/or
Substantial public interest (where applicable)
We recognise that mediation involves highly sensitive and confidential information.
We apply strict controls to ensure that:
Information is only shared with relevant parties
Access is restricted on a need-to-know basis
Data is handled in accordance with professional confidentiality expectations
This operates alongside (and does not replace) the contractual and legal confidentiality obligations applicable to mediation.
We may share personal data with:
Mediators appointed in relation to a matter
Professional advisers and legal representatives
IT, hosting and service providers
Our current key processors and service providers include: Newzapp (email communications), Google Analytics (website analytics), Advance Communications (call tracking), Livechat (website chat facility), Alt Design (website management), and Laravel Forge (website hosting). Where these providers process data outside the UK, we rely on appropriate safeguards as described in section 8.
Event partners
Status of Mediators
Mediators generally act as independent data controllers in respect of the mediation process.
We do not sell or commercially exploit personal data.
We use social media such as LinkedIn, Twitter and Facebook. Our social media interactions are managed in-house and will be stored by those providers in accordance with their privacy policies.
Some of our service providers may process personal data outside the United Kingdom.
Where this occurs, we ensure appropriate safeguards are in place, such as:
UK adequacy regulations; or
Standard contractual clauses
We retain personal data only for as long as necessary for the purposes for which it was collected, including:
Mediation records: typically 6–7 years (aligned with legal limitation periods and insurer expectations)
Client relationship data: duration of relationship plus up to 6 years
Marketing data: until consent is withdrawn or objection is received
General enquiries: up to 2 years
Retention periods may be extended where required for legal or regulatory reasons.
We use analytics tools (including Google Analytics) to understand how our website is used.
Analytics cookies are deployed only with user consent via our cookie banner.
These tools collect information such as:
Pages visited
Time spent on site
General location data (non-precise)
We do not use this data to directly identify individuals.
Our website is managed by Alt Design and hosted by Laravel Forge.
Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either IPOS or any third party.
IPOS also uses a third-party service to help maintain the security and performance of our website. To deliver this service it processes the IP addresses of visitors to our website.
We use a third-party provider (Newzapp) to send communications and monitor engagement (e.g. email opens and clicks).
We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our email communications to you. For more information, please see Newzapp’s Privacy Policy.
You may unsubscribe at any time using the link provided in emails or by contacting us.
We implement appropriate technical and organisational measures, including:
Encryption (TLS)
Access controls
System monitoring
However, transmission of information over the internet is not completely secure.
We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
Under UK data protection law, you have the right to:
Access your personal data
Rectify inaccurate data
Request erasure of your data
Restrict processing
Object to processing (including marketing)
Data portability (where applicable)
To exercise these rights, please contact us using the details above.
Where we process your personal data on the basis of your consent (for example, for marketing communications), you have the right to withdraw that consent at any time. You can do so by using the unsubscribe link in any marketing email or by contacting us at info@mediate.co.uk. Withdrawal of consent does not affect the lawfulness of any processing carried out before the withdrawal.
Providing personal data for mediation services is a contractual requirement: it is necessary in order for us to administer the mediation and for you to enter into an Agreement to Mediate with us. If you decline to provide the required personal data, we may be unable to proceed with or administer the mediation. Where data is collected for other purposes (such as event attendance or general enquiries), we will indicate at the point of collection whether provision is required or optional.
We do not carry out any solely automated decision-making, including profiling, that produces legal or similarly significant effects on individuals.
IPOS may use artificial intelligence (AI) tools, including large language model (LLM) assistants such as Claude (developed by Anthropic), to support certain administrative and operational tasks. This section explains how we approach the use of AI, the safeguards we apply, and the implications for personal data.
How we use AI tools
We may use AI tools to assist with internal tasks such as drafting and editing documents, summarising information, responding to general enquiries, and supporting administrative efficiency. AI tools are used by IPOS staff as assistants, not as autonomous decision-makers. Any output produced with AI assistance is reviewed and approved by a member of our team before use.
Personal data and AI tools
We are aware that mediation involves highly confidential and sensitive personal data, including special category data. Our policy is that confidential case-related information — including party details, case submissions, and any information disclosed in the course of a mediation — must not be entered into external AI tools or LLM platforms without appropriate data processing agreements, safeguards, and a clear lawful basis for doing so. Staff are trained on this requirement.
Where AI tools are used in connection with any personal data, we ensure that: (a) a lawful basis exists for that processing; (b) appropriate data processing agreements are in place with the AI provider; (c) data is not used by the provider to train its models without our knowledge and consent; and (d) individuals whose data may be involved are informed through this Privacy Policy or, where appropriate, through a more specific notice at the time of collection.
AI providers as data processors
Where an AI tool processes personal data on our behalf, the provider acts as a data processor and we act as the data controller. We will only use AI providers that offer appropriate contractual terms, including data processing agreements that meet UK GDPR requirements. AI providers we may use include Anthropic (Claude). Where such providers are based outside the UK, transfers are conducted under appropriate safeguards as described in section 8 of this policy.
No automated decision-making via AI
We do not use AI tools to make solely automated decisions about individuals that produce legal or similarly significant effects. All decisions affecting individuals — including decisions about mediation appointments, case management, or client relationships — are made by IPOS staff with human oversight and accountability.
Evolving use of AI
The use of AI in professional services is evolving rapidly. We keep our use of AI tools under regular review and will update this policy when we introduce new AI-assisted processes that involve personal data. We monitor guidance from the Information Commissioner’s Office (ICO) on AI and data protection, including its AI and Biometrics Strategy and any statutory code of practice on automated decision-making, and we will adapt our practices accordingly.
We keep this Privacy Policy under regular review and may update it from time to time.
If you are concerned about how we handle your data, please contact us first.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
IPOS Mediation
The Barn, Unit 3, Lamport Manor
Lamport, Northamptonshire NN6 9HF
Email: info@mediate.co.uk
This Privacy Policy reflects our commitment not only to legal compliance, but to the careful, professional and confidential handling of information entrusted to us in the course of providing mediation services.