Privacy Policy

1. Introduction

Root Mediation ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: Keecia Ellis, trading as Root Mediation

Contact: [email protected] | +44(0) 7570 757 735

2. Information We Collect

2.1 Personal Information

We collect personal information that you provide to us, including:

• Contact details: Name, email address, phone number, postal address
• Professional information: Company name, job title, business details
• Dispute information: Details about your dispute, case notes, correspondence
• Financial information: Payment details, billing address, transaction history
• Communication records: Emails, phone call notes, meeting records

2.2 Automatically Collected Information

When you visit our website, we automatically collect:

• IP address and browser type
• Pages visited and time spent on pages
• Referring website addresses
• Device information and operating system

3. How We Use Your Information

We process your personal data for the following purposes:

4. Data Sharing and Disclosure

We maintain strict confidentiality and only share your personal data in limited circumstances:

4.1 With Your Consent

• Other parties involved in the mediation (as necessary for the process)
• Your legal representatives or advisors

4.2 Service Providers

We may share data with trusted third-party service providers who assist us:

• Payment processors (Stripe) for secure payment handling
• Email service providers for communications
• Cloud storage providers for secure data storage
• Website hosting and analytics providers

All service providers are contractually bound to protect your data and use it only for specified purposes.

4.3 Legal Requirements

We may disclose your information where required by law, court order, or to protect vital interests (e.g., child protection concerns, prevention of serious harm).

5. Data Retention

We retain your personal data only for as long as necessary:

• Case records: 6 years from completion of mediation (in line with professional requirements)
• Financial records: 6 years from the end of the relevant tax year (legal requirement)
• Marketing consent: Until you withdraw consent or we no longer have a legitimate interest
• Website analytics: 26 months

After the retention period, we securely delete or anonymise your data.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal data:

• Encryption of data in transit and at rest
• Secure password-protected systems
• Regular security updates and patches
• Access controls limiting who can view your data
• Regular backups and disaster recovery procedures
• Staff training on data protection

While we take all reasonable steps to protect your data, no internet transmission is completely secure. We cannot guarantee absolute security of data transmitted online.

7. Your Rights

Under UK GDPR, you have the following rights:

To exercise any of these rights, please contact us at [email protected]. We will respond within one month of your request.

8. Cookies and Tracking

Our website uses cookies and similar technologies:

• Essential cookies: Required for website functionality (e.g., session management)
• Analytics cookies: Help us understand how visitors use our site (with your consent)
• Marketing cookies: Used for targeted advertising (with your consent)

You can control cookie preferences through your browser settings. Note that disabling essential cookies may affect website functionality.

9. Third-Party Links

Our website may contain links to third-party websites (e.g., Calendly for booking). We are not responsible for the privacy practices of these external sites. Please review their privacy policies before providing personal information.

10. International Data Transfers

We primarily store and process data within the UK. If we transfer data outside the UK, we ensure appropriate safeguards are in place (e.g., adequacy decisions, standard contractual clauses) to protect your information.

11. Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated "Last updated" date. Significant changes will be communicated directly to you where appropriate.

13. Complaints

If you have concerns about how we handle your personal data, please contact us first. You also have the right to lodge a complaint with the supervisory authority: