1. About this Privacy Policy

1.1 This Privacy Policy applies to personal data collected through www.legatialaw.com and through communications arising from your use of the website.

1.2 Legatia Law provides services including:

• (a) civil and commercial mediation;
• (b) mediation training;
• (c) professional development; and
• (d) personal development services.

1.3 We take your privacy seriously. This Policy explains what personal data we collect, where it comes from, why we use it, the lawful bases on which we rely, who it may be shared with, how long it is retained and the rights available to you.

1.4 We process personal data in accordance with applicable United Kingdom data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1.5 This Privacy Policy relates to the website and personal data collected through or in connection with the website. Separate contractual, confidentiality or professional arrangements may also apply if an enquiry develops into a mediation, training programme or other service.

2. Personal Data We Collect

2.1 The personal data we collect depends upon how you use the website and the nature of your contact with Legatia Law.

2.2 We may collect:

• (a) identity information, including your name;
• (b) contact information, including your email address, telephone number and any postal address you provide;
• (c) professional or organisational information, including your organisation, professional role or business details where relevant;
• (d) mediation enquiry information, including the nature of the dispute, the parties involved and the information you choose to provide when describing a proposed mediation;
• (e) training and course information, including the programme or course you book, booking details, attendance information and related communications;
• (f) transaction information, including payment amount, payment status, transaction reference and other information provided to Legatia Law in connection with a course payment;
• (g) correspondence information, including information you provide to us by email, through the website contact form or in subsequent communications;
• (h) website and technical information, including information about how the website is accessed and used and information collected through cookies or similar technologies; and
• (i) any other personal data which you choose to provide to us in connection with an enquiry or service.

3. Mediation Enquiries and Sensitive Information

3.1 A mediation enquiry may contain information about a dispute and the people involved in it.

3.2 Depending upon the nature of the dispute, information supplied to us may sometimes include personal data which data protection law treats as particularly sensitive.

This may include information concerning:

• (a) health;
• (b) racial or ethnic origin;
• (c) religious or philosophical beliefs;
• (d) political opinions;
• (e) trade union membership;
• (f) sex life or sexual orientation; or
• (g) other special-category information.

3.3 An enquiry concerning a dispute may also contain allegations or information relating to criminal offences.

3.4 Where special-category personal data is provided in connection with a dispute or mediation, we will process it only where an appropriate lawful basis and additional condition under data protection law applies.

This may include processing which is necessary for the establishment, exercise or defence of legal claims. Where another condition is required, we will identify the appropriate condition before carrying out that processing and, where appropriate, seek explicit consent.

3.5 Criminal-offence information will only be processed where permitted by law and where it is necessary for the relevant purpose.

4. How We Collect Personal Data

4.1 We collect personal data directly from you when you:

• (a) complete the website contact form;
• (b) make a mediation enquiry;
• (c) book a training programme or course;
• (d) make a payment through the website;
• (e) email or otherwise communicate with Legatia Law; or
• (f) provide information in connection with a service.

4.2 We may collect technical information indirectly when you use the website, including through cookies and similar technologies as explained in our Cookie Policy.

4.3 We may also receive personal data about you from another person. For example, a party, representative, lawyer or other participant may identify you or provide information about you when making an enquiry concerning a proposed mediation.

4.4 Where personal data is received from someone other than you, we will handle it in accordance with applicable data protection requirements.

5. How and Why We Use Your Personal Data

5.1 We may only use personal data where we have a lawful basis for doing so.

Depending upon the circumstances, the lawful basis may be:

• (a) your consent;
• (b) performance of a contract with you;
• (c) taking steps at your request before entering into a contract;
• (d) compliance with a legal obligation; or
• (e) our legitimate interests or those of another person, where those interests are not overridden by your rights and interests.

5.2 Where we rely upon legitimate interests, those interests may include:

• (a) responding properly to enquiries;
• (b) administering Legatia Law efficiently;
• (c) assessing whether a proposed mediation or service can appropriately be accepted;
• (d) protecting our website and systems;
• (e) maintaining appropriate records; and
• (f) protecting and enforcing legal rights.

6. If You Do Not Provide Personal Data

6.1 Some information is necessary for us to respond to an enquiry, administer a mediation enquiry, make a course booking or process a transaction.

6.2 Required fields on website forms are identified as required.

6.3 If you do not provide information which is reasonably necessary for the relevant purpose, we may be unable to:

• (a) respond fully to your enquiry;
• (b) consider or administer a proposed mediation;
• (c) complete a course booking;
• (d) process payment; or
• (e) provide the requested service.

7. Marketing

7.1 Submission of an enquiry, course booking or other information through the website does not of itself amount to consent to receive unrelated marketing communications.

7.2 If Legatia Law asks you to consent to electronic marketing or another form of optional communication, that request will be presented separately and clearly.

7.3 Where consent is relied upon, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

7.4 Where applicable, marketing communications will include a means by which you may opt out of receiving further marketing.

8. Who We Share Personal Data With

8.1 We do not sell your personal data.

8.2 Where necessary for the purposes described in this Policy, personal data may be shared with:

• (a) website hosting, IT, email and technical service providers used to operate and secure the website and business systems;
• (b) payment service providers, including PayPal where PayPal is used to make a course payment;
• (c) website analytics or cookie-service providers where the relevant technology is used and lawful;
• (d) professional advisers where reasonably necessary, including accountants or legal advisers who are subject to appropriate duties of confidentiality;
• (e) courts, tribunals, regulators, public authorities or law-enforcement authorities where disclosure is required or permitted by law; and
• (f) another person where disclosure is necessary to establish, exercise or defend legal rights.

8.3 Where a website enquiry develops into an actual mediation, the later use or disclosure of personal data in connection with that mediation may also be governed by the applicable mediation agreement, confidentiality provisions and other arrangements made with the participants.

8.4 We require service providers handling personal data on our behalf to take appropriate measures to protect that information and to use it only for authorised purposes.

9. International Transfers

9.1 Some technology, payment or other service providers may process personal data using systems or personnel located outside the United Kingdom.

9.2 Where personal data is transferred outside the United Kingdom, we will ensure that the transfer is made in accordance with applicable UK data protection law.

9.3 Depending upon the destination and circumstances, this may include:

• (a) relying upon a UK adequacy regulation;
• (b) using legally recognised contractual safeguards or other appropriate safeguards; or
• (c) relying upon another lawful transfer mechanism or exception where applicable.

9.4 You may contact us if you require further information about the safeguards applying to a particular international transfer.

10. How Long We Keep Personal Data

10.1 We do not retain personal data for longer than is reasonably necessary for the purpose for which it was collected, subject to any legal, regulatory, accounting, professional or evidential requirements which apply.

10.2 Different retention considerations apply to different categories of information.

10.3 General enquiries

Information relating to an enquiry which does not develop into a service will be retained only for so long as reasonably necessary to respond to the enquiry, deal with any appropriate follow-up and maintain any record which we reasonably require.

10.4 Mediation enquiries and appointments

Information relating to a mediation enquiry or appointment will be retained for the period reasonably necessary to administer the matter and thereafter for so long as reasonably required having regard to legal, professional, confidentiality and potential claims considerations.

10.5 Course and training records

Booking, attendance and related course information will be retained for so long as reasonably necessary to administer the programme and maintain appropriate records of the service provided.

10.6 Payment and financial records

Transaction, invoice and accounting information may be retained for longer where necessary to comply with tax, accounting or other legal record-keeping requirements.

10.7 Website and cookie information

Retention periods relating to cookies and similar website technologies are addressed in our Cookie Policy where applicable.

10.8 At the end of the relevant retention period, personal data will be deleted, anonymised or otherwise securely disposed of where appropriate.

11. Cookies and Similar Technologies

11.1 The website may use cookies and similar technologies.

11.2 Cookies are small files or pieces of information placed on or accessed from your device when you visit a website.

11.3 Depending upon their purpose, cookies may be used to:

• (a) enable the website to operate;
• (b) remember preferences;
• (c) maintain security; or
• (d) understand how the website is used.

11.4 Where consent is legally required before a cookie or similar technology is used, we will seek that consent through the website’s cookie controls.

12. Your Data Protection Rights

12.1 Depending upon the circumstances and the lawful basis on which your personal data is processed, you may have the following rights.

Access

You may ask us for a copy of personal data which we hold about you.

Correction

You may ask us to correct inaccurate personal data or complete information which is incomplete.

Erasure

In certain circumstances, you may ask us to delete your personal data.

Restriction

In certain circumstances, you may ask us to restrict how we use your personal data.

Data portability

In circumstances where the right applies, you may ask to receive personal data which you provided to us in a structured, commonly used and machine-readable format or ask for it to be transmitted to another controller.

Objection

You may object to processing based upon legitimate interests in certain circumstances.

You also have the right to object at any time to the use of your personal data for direct marketing.

Withdrawal of consent

Where processing is based upon your consent, you may withdraw that consent at any time.

Withdrawal of consent will not affect the lawfulness of processing carried out in reliance upon that consent before it was withdrawn.

Automated decision-making

Legatia Law does not use personal data collected through the website to make decisions which produce legal or similarly significant effects on you solely by automated means.

12.2 These rights do not apply in every circumstance and may be subject to statutory exemptions.

12.3 If you wish to exercise a data protection right, please contact us using the details provided on the Contact page.

We may ask for information reasonably necessary to identify you and to understand the request.

13. Keeping Personal Data Secure

13.1 We take appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, unlawful use, alteration or disclosure.

13.2 Access to personal data is limited to those who have a legitimate reason to access it.

13.3 Where third-party service providers process personal data on our behalf, we take reasonable steps to ensure that appropriate data protection arrangements apply.

13.4 We maintain procedures for responding to suspected personal-data breaches and will notify affected individuals and the Information Commissioner’s Office where we are legally required to do so.

14. How to Complain

14.1 If you have a concern or complaint about how Legatia Law has used your personal data, please contact us so that the matter can be considered.

14.2 You may contact us using the contact details published on the Legatia Law Contact page.

14.3 You also have the right to lodge a complaint with the Information Commissioner’s Office, the United Kingdom supervisory authority for data protection.

You do not have to complain to Legatia Law before contacting the Information Commissioner’s Office, although we would welcome the opportunity to address your concern directly.

15. Changes to this Privacy Policy

15.1 We may change this Privacy Policy from time to time, including where there are changes to:

• (a) the law;
• (b) the website;
• (c) the services provided by Legatia Law;
• (d) the personal data we collect;
• (e) the purposes for which personal data is used; or
• (f) the organisations with which personal data is shared.

15.2 The current version of this Privacy Policy will be published on the website together with its last-updated date.

15.3 Where a change is material and it is appropriate to do so, we will take reasonable steps to bring the change to the attention of affected individuals.

16. How to Contact Legatia Law

16.1 Miriam Bailey-Parkyns trading as Legatia Law is the controller of personal data covered by this Privacy Policy.

16.2 If you have a question about this Privacy Policy, the personal data we hold about you, wish to exercise a data protection right or wish to make a privacy complaint, please contact Legatia Law using the contact details published on the website.

17. Accessibility

If you require this Privacy Policy in another accessible format, please contact Legatia Law using the details provided on the Contact page.