POLICIES
Privacy and Confidentiality: the privacy of your personal details, whether stored on file or computer, is assured. Earley Solutions is registered under the Data Protection Act and you are, therefore, entitled to request a copy of any information kept about you in our records. Discussions in mediation are treated in confidence.
No information is passed to anyone outside Earley Solutions without your permission. However, full and frank disclosure of all relevant information between a mediating couple is essential if mediation is to be successful. If allegations of harm to a child are made, the mediator has an obligation to contact the relevant authorities.
Data protection Notice:
1. Purpose of This Privacy Notice
This Privacy Notice explains how Earley Solutions collects, uses, stores, and protects personal data during the provision of private family mediation services.
It is provided in accordance with: - The UK General Data Protection Regulation (UK GDPR) - The Data Protection Act 2018 - The Family Mediation Council (FMC) Code of Practice
Family mediation is a confidential and voluntary process. Protecting your privacy and handling your personal data lawfully, fairly, and transparently is a core professional obligation of Earley Solutions.
________________________________________
2. Data Controller
For the purposes of data protection law, Earley Solutions is the Data Controller.
This means Earley Solutions is responsible for deciding how and why your personal data is processed.
Contact details for Earley Solutions are provided in your Agreement to Mediate or other accompanying documentation.
________________________________________
3. Personal Data We Collect
We may collect and process the following categories of personal data from private mediation clients:
a) Standard Personal Data
• Name and contact details (address, email address, telephone number)
• Date of birth
• Information about your family circumstances and relationships
• Information relating to children involved in mediation
• Financial information (where relevant, including voluntary financial disclosure)
• Records of correspondence (emails, letters, telephone notes)
b) Special Category Data
Family mediation may involve the processing of special category data, including: - Physical or mental health information - Information about ethnicity, religion, or beliefs - Information relating to safeguarding concerns or domestic abuse
Special category data is processed only where necessary, proportionate, and subject to strict confidentiality and professional safeguards.
________________________________________
4. Lawful Basis for Processing
Earley Solutions processes personal data under the following lawful bases:
• Contract – to provide private family mediation services as set out in the Agreement to Mediate
• Consent – where required, particularly for the processing of certain sensitive information
• Legal obligation – where we are required to comply with the law (including safeguarding duties)
• Legitimate interests – to conduct mediation safely, effectively, and in accordance with FMC standards
Special category data is processed in accordance with Article 9 UK GDPR, including where it is necessary for the provision of mediation services and subject to confidentiality obligations.
________________________________________
5. How Your Data Is Used
Your personal data is used by Earley Solutions to:
• Conduct Mediation Information and Assessment Meetings (MIAMs)
• Assess suitability for mediation
• Arrange and facilitate private mediation sessions
• Support safe, child-focused mediation practice
• Prepare mediation documents, including:
o Memorandum of Understanding (MoU)
o Open Financial Statement (OFS)
o Parenting Plan (where applicable)
• Communicate with you and, where appropriate, the other party
• Maintain accurate and professional case records
• Meet legal, professional, and FMC regulatory requirements
________________________________________
6. Confidentiality and Disclosure
Family mediation with Earley Solutions is confidential and conducted on a without prejudice basis.
Information shared during mediation, including personal data, will not be disclosed to third parties except:
• Where all parties give their agreement
• Where disclosure is required by law
• Where there is a risk of serious harm to a child or adult
• Where safeguarding concerns arise
• Where there is evidence of criminal activity, including money laundering
• For professional supervision or audit purposes, using anonymised information where possible
These limits to confidentiality are required under the FMC Code of Practice and are reflected in the Agreement to Mediate.
________________________________________
7. Sharing Personal Data
Personal data may be shared only where necessary, including with:
• The other party to the mediation, where relevant and appropriate
• Co-mediators (if applicable)
• Professional Practice Consultants (PPCs)
• Courts, safeguarding agencies, or law enforcement bodies where legally required
Earley Solutions does not sell personal data or use client data for marketing purposes without explicit consent.
________________________________________
8. Data Storage and Security
Earley Solutions takes appropriate technical and organisational measures to protect personal data, including:
• Secure electronic case management systems
• Password protection and encryption where appropriate
• Secure storage of paper records
• Restricted access to client information
• Compliance with FMC standards on confidentiality and record keeping
________________________________________
9. Data Retention
Personal data is retained only for as long as necessary to meet professional, legal, and insurance obligations.
For private mediation clients, records are normally retained for 6–7 years from the conclusion of mediation, after which they are securely destroyed.
________________________________________
10. Your Data Protection Rights
Under UK GDPR, you have the right to:
• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request erasure of your data (where legally applicable)
• Request restriction of processing
• Object to processing based on legitimate interests
• Withdraw consent at any time (where consent is relied upon)
• Make a complaint to the Information Commissioner’s Office (ICO)
ICO website: https://ico.org.uk
________________________________________
11. Queries, Requests, and Complaints
If you have questions about this Privacy Notice or wish to exercise your data protection rights, please contact Earley Solutions in the first instance using the contact details provided in your Agreement to Mediate.
If concerns cannot be resolved, you may raise a complaint with the Information Commissioner’s Office (ICO).
________________________________________
12. Acknowledgement
By entering into private family mediation with Earley Solutions, you acknowledge that you have received this Privacy Notice and understand how your personal data will be processed in accordance with UK data protection law and FMC standards.
________________________________________
This Privacy Notice may be updated from time to time to reflect changes in law, guidance, or Family Mediation Council requirements.
Complaints Procedure
STAGE ONE
Informal resolution
a) Acknowledge complaint – Geraldine Earley, on behalf of EARLEY SOLUTIONS, will provide an initial response/acknowledgement within 5 working days, or as soon as reasonably practicable, to any complaint received, together with an explanation as to when the complainant will next be contacted. The response may be made by telephone to see if the matter can be resolved informally but will be recorded in writing and kept on the MIAM /mediation file. If EARLEY SOLUTIONS can resolve the complaint at this stage, the complaint will be closed.
b) EARLEY SOLUTIONS will attempt to resolve the complaint informally within 15 working days from the date the complaint was acknowledged or as soon as reasonably practicable.
c) Where EARLEY SOLUTIONS can resolve the complaint at this stage, the complaint will be closed.
d) Where a complaint cannot be dealt with as above, the complainant will be asked, where appropriate, to put their complaint in writing, and EARLEY SOLUTIONS will within 10 working days of the initial response/acknowledgement, or as soon as reasonably practicable, respond to the complainant in writing.
e) Where EARLEY SOLUTIONS is able to resolve the complaint at this stage the complaint will be closed.
f) Where the complaint is not resolved in this time scale EARLEY SOLUTIONS will advise the complainant in writing that the complaint will, within 10 working days, become formal. Such notification will end any Mediation and the other party will be informed that there has been a complaint, although the other party will not be entitled to know any details of the complaint.
STAGE TWO
Formal Resolution
g) The complaints framework for family mediators registered with the FMC changes on 1 March 2022. From this date, complaints which would previously have been considered by my FMC Membership Organisation will now be considered by the Family Mediation Standards Board in accordance with its new complaints process. Details can be found here: https://www.familymediationcouncil.org.uk/complaintsabout-mediators/.
Third-Party Websites: our website may contain links to third party websites. This policy only applies to this site, so if you follow a link to a third-party site, please make sure you read the privacy policy on that site. We do not accept any responsibility for third party sites.A link to any other site does not in itself mean that Earley Solutions is affiliated with that site or organisation, and vice versa.
Privacy and Confidentiality: the privacy of your personal details, whether stored on file or computer, is assured. Earley Solutions is registered under the Data Protection Act and you are, therefore, entitled to request a copy of any information kept about you in our records. Discussions in mediation are treated in confidence.
No information is passed to anyone outside Earley Solutions without your permission. However, full and frank disclosure of all relevant information between a mediating couple is essential if mediation is to be successful. If allegations of harm to a child are made, the mediator has an obligation to contact the relevant authorities.
Data protection Notice:
1. Purpose of This Privacy Notice
This Privacy Notice explains how Earley Solutions collects, uses, stores, and protects personal data during the provision of private family mediation services.
It is provided in accordance with: - The UK General Data Protection Regulation (UK GDPR) - The Data Protection Act 2018 - The Family Mediation Council (FMC) Code of Practice
Family mediation is a confidential and voluntary process. Protecting your privacy and handling your personal data lawfully, fairly, and transparently is a core professional obligation of Earley Solutions.
________________________________________
2. Data Controller
For the purposes of data protection law, Earley Solutions is the Data Controller.
This means Earley Solutions is responsible for deciding how and why your personal data is processed.
Contact details for Earley Solutions are provided in your Agreement to Mediate or other accompanying documentation.
________________________________________
3. Personal Data We Collect
We may collect and process the following categories of personal data from private mediation clients:
a) Standard Personal Data
• Name and contact details (address, email address, telephone number)
• Date of birth
• Information about your family circumstances and relationships
• Information relating to children involved in mediation
• Financial information (where relevant, including voluntary financial disclosure)
• Records of correspondence (emails, letters, telephone notes)
b) Special Category Data
Family mediation may involve the processing of special category data, including: - Physical or mental health information - Information about ethnicity, religion, or beliefs - Information relating to safeguarding concerns or domestic abuse
Special category data is processed only where necessary, proportionate, and subject to strict confidentiality and professional safeguards.
________________________________________
4. Lawful Basis for Processing
Earley Solutions processes personal data under the following lawful bases:
• Contract – to provide private family mediation services as set out in the Agreement to Mediate
• Consent – where required, particularly for the processing of certain sensitive information
• Legal obligation – where we are required to comply with the law (including safeguarding duties)
• Legitimate interests – to conduct mediation safely, effectively, and in accordance with FMC standards
Special category data is processed in accordance with Article 9 UK GDPR, including where it is necessary for the provision of mediation services and subject to confidentiality obligations.
________________________________________
5. How Your Data Is Used
Your personal data is used by Earley Solutions to:
• Conduct Mediation Information and Assessment Meetings (MIAMs)
• Assess suitability for mediation
• Arrange and facilitate private mediation sessions
• Support safe, child-focused mediation practice
• Prepare mediation documents, including:
o Memorandum of Understanding (MoU)
o Open Financial Statement (OFS)
o Parenting Plan (where applicable)
• Communicate with you and, where appropriate, the other party
• Maintain accurate and professional case records
• Meet legal, professional, and FMC regulatory requirements
________________________________________
6. Confidentiality and Disclosure
Family mediation with Earley Solutions is confidential and conducted on a without prejudice basis.
Information shared during mediation, including personal data, will not be disclosed to third parties except:
• Where all parties give their agreement
• Where disclosure is required by law
• Where there is a risk of serious harm to a child or adult
• Where safeguarding concerns arise
• Where there is evidence of criminal activity, including money laundering
• For professional supervision or audit purposes, using anonymised information where possible
These limits to confidentiality are required under the FMC Code of Practice and are reflected in the Agreement to Mediate.
________________________________________
7. Sharing Personal Data
Personal data may be shared only where necessary, including with:
• The other party to the mediation, where relevant and appropriate
• Co-mediators (if applicable)
• Professional Practice Consultants (PPCs)
• Courts, safeguarding agencies, or law enforcement bodies where legally required
Earley Solutions does not sell personal data or use client data for marketing purposes without explicit consent.
________________________________________
8. Data Storage and Security
Earley Solutions takes appropriate technical and organisational measures to protect personal data, including:
• Secure electronic case management systems
• Password protection and encryption where appropriate
• Secure storage of paper records
• Restricted access to client information
• Compliance with FMC standards on confidentiality and record keeping
________________________________________
9. Data Retention
Personal data is retained only for as long as necessary to meet professional, legal, and insurance obligations.
For private mediation clients, records are normally retained for 6–7 years from the conclusion of mediation, after which they are securely destroyed.
________________________________________
10. Your Data Protection Rights
Under UK GDPR, you have the right to:
• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request erasure of your data (where legally applicable)
• Request restriction of processing
• Object to processing based on legitimate interests
• Withdraw consent at any time (where consent is relied upon)
• Make a complaint to the Information Commissioner’s Office (ICO)
ICO website: https://ico.org.uk
________________________________________
11. Queries, Requests, and Complaints
If you have questions about this Privacy Notice or wish to exercise your data protection rights, please contact Earley Solutions in the first instance using the contact details provided in your Agreement to Mediate.
If concerns cannot be resolved, you may raise a complaint with the Information Commissioner’s Office (ICO).
________________________________________
12. Acknowledgement
By entering into private family mediation with Earley Solutions, you acknowledge that you have received this Privacy Notice and understand how your personal data will be processed in accordance with UK data protection law and FMC standards.
________________________________________
This Privacy Notice may be updated from time to time to reflect changes in law, guidance, or Family Mediation Council requirements.
Complaints Procedure
STAGE ONE
Informal resolution
a) Acknowledge complaint – Geraldine Earley, on behalf of EARLEY SOLUTIONS, will provide an initial response/acknowledgement within 5 working days, or as soon as reasonably practicable, to any complaint received, together with an explanation as to when the complainant will next be contacted. The response may be made by telephone to see if the matter can be resolved informally but will be recorded in writing and kept on the MIAM /mediation file. If EARLEY SOLUTIONS can resolve the complaint at this stage, the complaint will be closed.
b) EARLEY SOLUTIONS will attempt to resolve the complaint informally within 15 working days from the date the complaint was acknowledged or as soon as reasonably practicable.
c) Where EARLEY SOLUTIONS can resolve the complaint at this stage, the complaint will be closed.
d) Where a complaint cannot be dealt with as above, the complainant will be asked, where appropriate, to put their complaint in writing, and EARLEY SOLUTIONS will within 10 working days of the initial response/acknowledgement, or as soon as reasonably practicable, respond to the complainant in writing.
e) Where EARLEY SOLUTIONS is able to resolve the complaint at this stage the complaint will be closed.
f) Where the complaint is not resolved in this time scale EARLEY SOLUTIONS will advise the complainant in writing that the complaint will, within 10 working days, become formal. Such notification will end any Mediation and the other party will be informed that there has been a complaint, although the other party will not be entitled to know any details of the complaint.
STAGE TWO
Formal Resolution
g) The complaints framework for family mediators registered with the FMC changes on 1 March 2022. From this date, complaints which would previously have been considered by my FMC Membership Organisation will now be considered by the Family Mediation Standards Board in accordance with its new complaints process. Details can be found here: https://www.familymediationcouncil.org.uk/complaintsabout-mediators/.
Third-Party Websites: our website may contain links to third party websites. This policy only applies to this site, so if you follow a link to a third-party site, please make sure you read the privacy policy on that site. We do not accept any responsibility for third party sites.A link to any other site does not in itself mean that Earley Solutions is affiliated with that site or organisation, and vice versa.
Resources
Family Mediation Council
The Family Mediation Council (FMC) is made up of national family mediation organisations in England and Wales. All of the organisations meet the requirements set out in the constitution and ensure their family mediators work to agreed standards.
The member organisations are: Click on the list to be taken to the website for each organisation they are full of useful information.
The member organisations are: Click on the list to be taken to the website for each organisation they are full of useful information.