Last updated: November 2026
Website: www.alanthomasmediation.co.uk
Contact: alan@alanthomasmediation.co.uk
1. Who I am
Alan Thomas, trading as Alan Thomas Mediation, is the data controller for personal information used in connection with this website, enquiries and mediation services.
Contact: alan@alanthomasmediation.co.uk; Priory Cottage, Hedsor, Buckinghamshire SL8 5JW.
2. What information I receive
I may process names and contact details; enquiries and correspondence; contracts, case summaries and other documents provided for mediation; attendance, settlement and invoicing information; and limited website technical information. Information may come from you, another party, a representative or documents supplied in connection with a dispute.
3. Why I use information and my lawful bases
I use information to assess and respond to enquiries, check for conflicts, arrange and conduct mediations, communicate with participants, administer payments, handle complaints and meet legal obligations. Depending on the circumstances, my lawful basis is:
(a) contract or pre-contract steps requested by an individual;
(b) legal obligation, including tax record-keeping; or
(c) legitimate interests in managing a fair and effective mediation practice, responding to enquiries, maintaining appropriate records and protecting legal rights, where those interests are not overridden by individuals’ rights.
Basic contact and dispute information is ordinarily needed to arrange and provide mediation services; without it I may be unable to proceed. I do not use personal information for unsolicited marketing.
4. Sensitive information
Dispute materials may occasionally include health information or other sensitive personal data, or allegations relating to criminal conduct. I ask participants to provide only relevant material. I process such information only where an applicable lawful basis and the additional legal conditions for that type of data are met, including where necessary for the establishment, exercise or defence of legal claims.
5. Confidentiality, sharing and service providers
Mediation information is handled in accordance with the mediation agreement and applicable confidentiality and data-protection law. Information given to me privately is not ordinarily shared with another party without permission, subject to lawful exceptions. I do not sell personal information.
Where necessary, information may be disclosed to authorised participants or representatives, professional advisers, insurers, regulators, courts or authorities, and to providers of email, secure storage, video conferencing, website hosting and accounting services. Access and disclosure are limited as appropriate to the purpose. Some service providers may process data outside the UK; where a restricted transfer occurs, it must be covered by an appropriate lawful mechanism. Details of applicable safeguards can be requested by email.
6. How long I keep information
Enquiries that do not proceed are deleted once no further action is reasonably expected, normally within 30 days and sometimes immediately. Mediation submissions, working papers and my copy of any signed settlement agreement are normally deleted within 30 days of concluding the mediation and circulating the agreement, as applicable. I normally retain the signed Agreement to Mediate and a minimal appointment record for six years; essential complaints records for six years; and invoices and accounting records for the period required by HMRC. I may keep particular records longer where reasonably necessary for an existing complaint, claim, legal duty or insurance requirement, and delete unnecessary material sooner. Website technical logs are kept only as needed for operation and security, subject to the hosting provider’s retention arrangements.
7. Your rights and complaints
Subject to applicable conditions and exemptions, you may request access, correction, erasure or restriction of your information, and data portability where relevant. You may object to processing based on legitimate interests, on grounds relating to your particular situation. Contact me at the email address above to exercise these rights.
You may also complain to me about my use of your personal data. I will acknowledge a data-protection complaint within 30 days, investigate it, keep you appropriately informed and respond without undue delay. You may complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint/.
8. Website cookies
This website does not currently use analytics, advertising or tracking cookies.
We do not use cookies to monitor visitors' browsing activity. If cookies or similar technologies are introduced in the future, this policy will be updated accordingly.
9. Contact
If you have any questions about this policy or how your data is handled, please contact:
Alan Thomas
Email: alan@alanthomasmediation.co.uk