kiteleon mediation services civil commercial probate workplace

Privacy Policy

Effective Date: June 21, 2025

Kiteleon Mediation Services (“we,” “us,” or “our”) is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and disclose your personal information in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

As a mediation service, we understand the sensitive nature of the information you may share with us. We are dedicated to ensuring transparency and maintaining your trust.

1. Who We Are

Kiteleon Mediation Services is an independent mediation provider specializing in civil/commercial, workplace/employment, and probate disoutes. We act as a Data Controller for the personal data we process, determining the purposes and means of processing your data.

2. Principles of Data Processing

We adhere to the following GDPR principles when processing your personal data:

  • Lawfulness, Fairness, and Transparency: We process data lawfully, fairly, and in a transparent manner
  • Purpose Limitation: We collect your data for specified, explicit, and legitimate purposes related to our mediation services and do not process it further in a manner incompatible with those purposes 
  • Data Minimisation: We collect only personal data that is adequate, relevant, and limited to what is necessary for the purposes for which it is processed 
  • Accuracy: We ensure your personal data is accurate and, where necessary, kept up to date 
  • Storage Limitation: We retain personal data only for as long as necessary for the purposes for which it is processed or as required by law
  • Integrity and Confidentiality (Security): We process personal data in a manner that ensures appropriate security, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures 
  • Accountability: We are responsible for, and able to demonstrate compliance with, the above principles 

3. What Personal Data We Collect

We may collect and process various types of personal data, depending on your interaction with our services. This may include:

  • Identity and Contact Data: Name, address, email address, telephone numbers, date of birth.
    Case-Specific Data: Information relevant to your mediation case, which may include items such as:
    • Financial Information: Bank details, income, assets, liabilities, and other financial circumstances, particularly for financial mediation [Privacy Policy]
    • Correspondence Data: Records of communications with us, including emails, calls, and meeting notes.
    • Family relationships: especially in probate cases where such relationships may be relevant to the facts of the case
    • Employment information: Such as pay, position, work history, and disciplinary action if relavent to a case.

We collect data directly from you, and in some cases, from third parties where necessary for the mediation process (e.g., referrals from solicitors, CAFCASS, or other relevant bodies). 

4. How and Why We Use Your Personal Data (Legal Basis for Processing)

We process your personal data based on the following legal grounds under GDPR:

  • Performance of a Contract: To provide our mediation services to you, where processing is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract. This includes scheduling sessions, preparing agreements, and managing your case.
  • Legitimate Interests: Where processing is necessary for our legitimate interests, provided these do not override your fundamental rights and freedoms:
    • Operating and improving our mediation services.
    • Responding to your enquiries and managing client relationships.
    • Ensuring the quality and integrity of our mediation practice.
    • For internal administrative purposes.
  • Legal Obligation: Where processing is necessary to comply with a legal or regulatory obligation. This may include maintaining records, complying with safeguarding duties, or responding to lawful requests from authorities.
  • Consent: For specific purposes, particularly when processing special categories of data or for marketing communications, we will seek your explicit consent. You have the right to withdraw your consent at any time (see Section 8).

How We Share Your Personal Data

We will only share your personal data with third parties when necessary and with appropriate safeguards:

  •  Colleagues and Contractors: With our mediators, administrative staff, or contractors where necessary for them to perform their duties related to providing mediation services.
  • Referral Sources: With parties who referred you to us (e.g., solicitors) where appropriate and with your consent or a clear legal basis.
  • Service Providers: With third-party service providers who assist us in operating our business, such as IT support, website hosting, email services, or payment processors.  These providers are required to adhere to GDPR standards and process data only on our instructions.
  • Legal and Regulatory Bodies: When legally required or necessary to protect our rights, property, or safety, or that of others (e.g., in response to a court order, for safeguarding concerns, or to comply with regulatory requirements).
  • With Your Consent: We may share your information with other parties if you provide us with explicit consent to do so.

We do not sell your personal information to third parties. We do not transfer your data outside the UK or European Economic Area (EEA) without ensuring adequate protection in line with GDPR requirements.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.  Typically, we delete after the case is closed, in line with professional guidelines and legal obligations.

It is customary in mediation to maintain indefinitely a confidential record of a case with the following information: Names of parties, dates, type of mediation (civil, workplace etc) and whether or not the case settled. This information is kept internally and is usually aggregated when used (number and type of mediations conducted, settlement rate, etc). All other information specific to a case is deleted upon the completion of the case.

7. Data Security

We implement robust technical and organisational measures to protect your personal data from unauthorised access, unlawful processing, accidental loss, destruction, or damage. These measures include:

  • Secure storage of digital and physical records.
  • Access controls to ensure data is only accessible by authorised personnel.
  • Encryption of sensitive data where appropriate.
  • Regular security assessments and staff training on data protection.

8. Your Data Protection Rights

Under GDPR, you have the following rights regarding your personal data:

  • Right to Be Informed: You have the right to know how your data is being used (as explained in this policy).
  • Right of Access: You can request a copy of the personal data we hold about you.
  • Right to Rectification: You can ask us to correct inaccurate or incomplete personal data.
  • Right to Erasure (Right to Be Forgotten): You can request the deletion of your personal data where there is no compelling reason for us to continue processing it. Please note this is not an absolute right and legal obligations may prevent immediate erasure.
  • Right to Restriction of Processing: You can ask us to suspend the processing of your personal data in certain circumstances (e.g., if you contest its accuracy).
  • Right to Object: You can object to the processing of your personal data where we are relying on a legitimate interest (including for direct marketing)..
  • Right to Data Portability: You can request that we transfer your personal data to another organisation or directly to you, in a structured, commonly used, and machine-readable format. .
  • Right to Withdraw Consent: Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

To exercise any of these rights, please contact us using the details below. We will respond to your request without undue delay and within one month.

9. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue.

  • If you remain dissatisfied, you have the right to lodge a complaint with the relevant supervisory authority for data protection. In the UK, this is the Information Commissioner’s Office (ICO).
  • ICO Website: www.ico.org.uk
  • ICO Helpline: 0303 123 1113
  • ICO Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new policy on our website.

11. Contact Us

If you have any questions about this Privacy Policy or our data protection practices, please contact us:

Kiteleon Business Services LTD (DBA Kiteleon Mediation Services)

  • info@kiteleon.com
  • +44 (0) 203 916 6137

Nothing on this website constitutes legal advice

© 2025 Kiteleton Mediation Services

Don’t let financial concerns prevent you from seeking the support you need during this important transition.

Income-Based Hardship Discount We understand that financial circumstances can create additional stress during divorce. Our income-based hardship program provides discounts for individuals who may need financial assistance. The discount amount is determined based on household income and other relevant financial factors.

Military Discount We’re proud to support our service members by offering a 30% discount on all mediation services to active military personnel. This discount reflects our commitment to those who serve our country and recognizes the unique challenges military families face during divorce proceedings.

To Apply for a Discount: Contact our office to discuss your situation and receive information about the application process. We’ll work with you to determine your eligibility and ensure you have access to the mediation services you need. All inquiries about fee assistance are handled confidentially and with respect.

Remember, investing in mediation often proves more cost-effective than traditional litigation, while providing better outcomes for both parties. 

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Don’t let financial concerns prevent you from seeking the support you need during this important transition.

Income-Based Hardship Discount We understand that financial circumstances can create additional stress during divorce. Our income-based hardship program provides discounts for individuals who may need financial assistance. The discount amount is determined based on household income and other relevant financial factors.

Military Discount We’re proud to support our service members by offering a 30% discount on all mediation services to active military personnel. This discount reflects our commitment to those who serve our country and recognizes the unique challenges military families face during divorce proceedings.

To Apply for a Discount: Contact our office to discuss your situation and receive information about the application process. We’ll work with you to determine your eligibility and ensure you have access to the mediation services you need. All inquiries about fee assistance are handled confidentially and with respect.

Remember, investing in mediation often proves more cost-effective than traditional litigation, while providing better outcomes for both parties. 

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