Mediation privacy notice

Parties Involved in the Mediation

We collect and processes the following information about you:

• your name, address and contact details, including email address and telephone number
• your Department and your position
• the nature of your relationship with the other party or parties participating in the mediation
• the issue or event that has precipitated the referral to the Service
• action that has already been taken to try to resolve the issue or event
• the expectations of the person who referred the issue for mediation
• whether you are aware that a referral for mediation has been made
• whether you are aware of the referrer’s expectations for the mediation
• whether you are aware that you will be contacted by telephone prior to mediation commencing
• whether you are entering into mediation voluntarily
• whether you or the other party or parties are subject of any other policy or process
• the agreement you reach with the other party during the mediation
• your signature

Referrers

We collect and processes the following information about you:

• your name, address and contact details, including email address and telephone number
• your Department and your position
• your expectations for the mediation
• any previous action you have taken to try to resolve the mediation

We may collect this information in a variety of ways. At the referral phase, this is primarily via the IOM Government Mediation Referral Form, which is completed by the person making the referral for mediation. The information may also be gathered by telephone or email.

Prior to the mediation commencing, you are required to sign a Confidentiality Agreement. Should the mediation result in a resolution and agreement, you are required to sign the Mediation Agreement. We also provide a Post Mediation Evaluation Form which you are invited to complete. You are free to decide whether or not to complete the Post Mediation Evaluation Form and there are no consequences of failing to do so.

Data will be stored in a Mediation folder set up on the LEaD IT System. Only Medication Service coordinators have access to this folder. Hard copy data (the referral form, Mediation Agreement, Confidentiality Agreement and Post Mediation Evaluation Form) is also stored in a locked filing cabinet.

Your information will be held by the mediation coordinator/s shared with the mediators assigned to conduct the mediation with you.

At the conclusion of the mediation, the only information provided to the referrer is whether you met for mediation and whether a resolution and agreement has been achieved or not.

We take the security of your data seriously and have internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except in the performance of its role.

We will hold your personal data for a maximum of 12 months following the date of the mediation or the referral, whichever is the later date.

As a data subject, you have a number of rights. You can:

• access and obtain a copy of your data on request
• require the Service to change incorrect or incomplete data
• require the Service to delete or stop processing your data, for example where the data is no
  longer necessary for the purposes of processing
• object to the processing of your data where the Service is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Mediation Service.

If you believe that the Service has not complied with your data protection rights, you can complain to the Information Commissioner.

You will need to provide us with personal data in order for mediation to proceed. Failing to provide the data may mean that you are unable to access the mediation service.