Privacy Notice

This privacy notice tells you what to expect us to do with your personal information if you are a member of the public or a professional using the FMC’s services, a mediator, a volunteer or contractor.

Contents

Contact details
ICO Registration
How long we keep information
Lawful bases and data protection rights
Who we share information with
How to complain to the ICO
Part 1 – For Service Users

- What information we collect, use, and why

- Lawful bases and data protection rights

- Where we get personal information from

Part 2 – For Mediators

- What information we collect, use, and why

- Lawful bases and data protection rights

- Where we get personal information from

Part 3 – For Volunteers and Contractors

- What information we collect, use, and why

- Lawful bases and data protection rights

- Where we get personal information from

Last updated 24 September 2024

Contact details

Post: International Dispute Resolution Centre, 1 Paternoster Lane, LONDON, EC4M 7BQ, GB

Email: info@familymediationcouncil.org.uk

ICO Registration

The Family Mediation Council is a registered data controller. Its ICO registration number is ZA158086.

How long we keep information

We keep all information for up to 6 years after the relationship with the person who is the subject of the data has ceased except:

we keep information relating to mediators’ professional status for ten years after they have been removed from the FMC register.
we keep information relating to complaints or disciplinary matters including sanctions for as long as is relevant.

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

We set out below the lawful basis on which we process different types of information. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure– You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Who we share information with

Data Processors

Policy & Secretariat Services Ltd

This data processor does the following activities for us: Operates the FMC’s administration and management services.

Hosting Systems Ltd

This data processor does the following activities for us: Operates the FMC’s e-mail and data storage systems.

Google Ltd

This data processor does the following activities for us: Operates data storage systems and provides analytic services.

Authentic Digital Limited (‘SheepCRM’)

This data processor does the following activities for us: Operates the FMC’s registration system, stores communication and registration related data.

Intuit Ltd (‘Mailchimp’)

This data processor does the following activities for us: Operates the FMC’s e-mail and data storage systems.

Xero

This data processor does the following activities for us: Invoicing and payment records.

Stripe

This data processor does the following activities for us: Payment processing.

Others we share personal information with

Other financial or fraud investigation authorities
Professional or legal advisors
Regulatory authorities
Organisations we’re legally obliged to share personal information with
Publicly on our website, social media or other marketing and information media
Professional consultants

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Intuit Ltd (Mailchimp)

Category of recipient: Communications Provider

Country the personal information is sent to: United States

How the transfer complies with UK data protection law: UK International Data Transfer Addendum

Organisation name: Google

Category of recipient: Storage Provider, Analytics Provider

Country the personal information is sent to: European Union, United States

How the transfer complies with UK data protection law: UK International Data Transfer Addendum

Organisation name: Stripe

Category of recipient: Payment processor

Country the personal information is sent to: Countries other than the UK, including the United States

How the transfer complies with UK data protection law: UK International Data Transfer Addendum

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Part 1 – for service users

This part of our privacy notice tells you what to expect us to do with your personal information if you are a member of the public or a professional using the FMC’s services.

What information we collect, use, and why

We collect or use the following information to provide and improve products and services:

Names and contact details
Service use history
Website user information (including user journeys and cookie tracking)
Video recordings
Audio recordings (eg calls)
Information relating to compliments or complaints
Information that a member of the public chooses to tell the Family Mediation Council as part of their enquiry to us. This may include information the FMC does not request for example detailed information about their or another person’s personal circumstances, their relationship status, their children, health, disabilities, care needs, work, home and living conditions, personal interest or history, and criminal record.

We also collect or use the following information to provide and improve products and services:

Racial or ethnic origin

Political opinions
Religious or philosophical beliefs
Health information
Sex life information
Sexual orientation information

We collect or use the following information to receive donations or funding and organise fundraising activities:

Names and contact details
Addresses
Payment or banking details
Donation history

We collect or use the following personal information for service updates or marketing purposes:

Names and contact details
Marketing preferences
IP addresses
Website and app user journey information
Records of consent, where appropriate

We collect or use the following personal information for research or archiving purposes:

Names and contact details
Website and app user journey information
Records of consent, where appropriate

We also collect or use the following information for research or archiving purposes:

Racial or ethnic origin
Religious or philosophical beliefs
Health information
Sexual orientation information

We collect or use the following personal information to comply with legal requirements:

Name
Contact information
Identification documents
Financial transaction information
Health and safety information

We also collect or use the following information to comply with legal requirements:

Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Purchase or service history
Call recordings
Witness statements and contact details
Relevant information from previous investigations
Customer or client accounts and records
Financial transaction information
Information relating to health and safety (including incident investigation details and reports and accident book records)
Correspondence
Information that a complainant, third party, mediator or mediation service chooses to tell us as part of a complaint process or query

We also collect or use the following information for dealing with queries, complaints or claims:

Racial or ethnic origin
Political opinions
Religious or philosophical beliefs
Health information
Sex life information
Sexual orientation information

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- To provide the service requested.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for research or archiving purposes are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- To aid decisions about continuing to provide and improving services to the public.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Ensure family mediators on the FMC Register meet agreed professional standards and to maintain public confidence in family mediation and mediators.

Where we get personal information from

Directly from you
Family members or carers, including ex-partners and co-parents
Mediators
Public sources (eg LinkedIn or other websites)

Part 2 – for mediators

This part of our privacy notice tells you what to expect us to do with your personal information if you are a mediator.

What information we collect and use, and why

We collect or use the following information to provide and improve products and services for mediators:

Names and contact details
Addresses
Occupation
Date of birth
Payment details (including card or bank information for transfers and direct debits)
Financial data (including income and expenditure)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Employment details (including salary, sick pay and length of service)
Health information (such as medical records or health conditions)
Criminal records data (including driving or other convictions)
Information relating to compliments or complaints
Video recordings
Audio recordings (eg calls)
Records of meetings and decisions
Account access information
Website user information

We also collect or use the following information to provide and improve products and services for mediators:

Health information

We collect or use the following personal information for the operation of client or customer accounts:

Names and contact details
Addresses
Purchase or service history
Account information, including registration details
Information used for security purposes
Marketing preferences
Technical data, including information about browser and operating systems

We collect or use the following personal information for information updates or marketing purposes:

Names and contact details
Profile information
Marketing preferences
Purchase or account history
Website and app user journey information
IP addresses

We collect or use the following personal information for research or archiving purposes:

Names and contact details
Purchase or client account history
Website and app user journey information
IP addresses
Information about working practices

We also collect or use the following information for research or archiving purposes:

Racial or ethnic origin
Religious or philosophical beliefs
Health information
Sexual orientation information

We collect or use the following personal information to comply with legal requirements:

Name
Client account information
Any other personal information required to comply with legal obligations
Health information

We collect or use the following personal information to protect client welfare:

Names and contact information
Health and wellbeing information

We also collect or use the following information to protect client welfare:

Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Payment details
Account information
Purchase or service history
Witness statements and contact details
Relevant information from previous investigations
Customer or client accounts and records
Financial transaction information
Information relating to health and safety (including incident investigation details and reports and accident book records)
Correspondence
Any other information which a complainant, mediator or third chooses to share with the FMC in the course of making or the investigation of a complaint

We collect or use the following personal information to provide a Register of Mediators who meet agreed professional requirements to the public:

Names and contact details
Occupation
Health and wellbeing information (such as medical records or health conditions)
Criminal records data (including driving or other convictions)
Details of organisations the mediator works for, services the mediator provides, their Professional Practice Consultant(s) and Family Mediation Council Member Organisation(s).

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for mediators are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We collect information in order to be able to process applications for and maintain mediators’ status on the FMC Register, to provide updates on the terms and conditions of remaining on the FMC Register (i.e. updates to the FMC’s Codes of Practice and professional standards) and to answer queries mediators may have about the FMC Register or the FMC’s other work.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We require the information to be able to collect registration fees, ensure the FMC has up to date information and maintain mediators’ registration with the FMC.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for research or archiving purposes:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time. We keep only data relating to personal characteristics of mediators if they have consented to this, as part of the FMC’s commitment to monitoring whether it is achieving its aim of being an inclusive organisation.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We have a legitimate interest in keeping data for research purposes to enable the FMC to inform policy decisions which enable the FMC to ensure that there is a sufficient number of mediators across England and Wales providing family mediation according to agreed professional standards, to the public.

Our lawful bases for collecting or using personal information to comply with legal requirements:

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to protect client welfare are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- The FMC keeps personal information about welfare where this is relevant to the mediator’s professional status. For example, a mediator might tell us that they need an extension to a deadline due to personal circumstances, and the FMC would us this to consider the extension request.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- In order to ensure that mediators on the FMC Register comply with the FMC’s Codes of Practice and professional standards framework, the FMC may collect information about a mediator’s practice, provided by the complainant, a third party or the mediator themselves. The FMC uses this information to make complaints and disciplinary decisions, and maintains records of complaints and disciplinary proceedings and outcomes for future reference.

Our lawful bases for collecting or using personal information to provide a Register of Mediators who meet agreed professional requirements to the public are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- In order to ensure that mediators on the FMC Register comply with the FMC’s Codes of Practice and professional standards framework.

Where we get personal information from

Directly from you
Regulatory authorities
Legal bodies or professionals (such as courts or solicitors)
Publicly available sources
Previous employment
Third parties:
- FMC Member Organisations
- Mediators’ Employers
- Mediators’ Professional Practice Consultants

Part 3 – for volunteers or contractors

This part of our privacy notice tells you what to expect us to do with your personal information if you are a volunteer or a contractor.

What information we collect and use, and why

We collect or use the following personal information as part of volunteer and contractor recruitment, administration and management:

Contact details (eg name, address, telephone number or personal email address)
Date of birth
Gender
Marital status
Next of kin or emergency contact details
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Details of any criminal convictions (eg DBS checks)
Political, conflict of interest or gift declarations
Performance records (eg reviews, disciplinary records, complaints or disciplinary action)
Training history and development needs

We also collect the following information for volunteer and contractor recruitment, administration and management:

Racial or ethnic origin
Political opinions
Religious or philosophical beliefs
Trade union membership
Sexual orientation information
Volunteer or contractor health and wellbeing

We collect or use the following personal information for managing volunteer and contractor health and wellbeing:

Accident at work records
Access needs or reasonable adjustments
Protected Characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act for the purpose of equal opportunities monitoring)

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information as part of volunteer or contractor recruitment, administration and management are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information as part of managing volunteer or contractor health and wellbeing are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.