Privacy Statement

Privacy Statement

Bristol Mediation was established in 1987 and Our vision is: To ensure that communities can resolve conflict and repair harm. We aim to do this by providing effective services that enable communities to resolve conflict and repair harm
We take our duty to process your personal data very seriously. This statement explains how we collect, manage, use and protect your personal data.

Please read our privacy consent form for more information Data Protection and Privacy Consent form

We may change this document from time to time to reflect the latest view of what we do with your information. Please check back to see if changes have been made by the date it was last updated.

Refer to the sections below for more details on how and why we use your personal information:

1. Who are we?

2. What personal data we collect and how we use it

3. Legitimate interests

4. Sharing your information

5. Retaining your information

6. Your details on the web

7. What are your rights?

8. How to contact us


1. Who are we?
In this policy references to Bristol Mediation, or ‘BM’, or to ‘we’ or ‘us’ are to Bristol Mediation which is a registered charity in England and Wales 1000641. BM is a non-profit making company limited by guarantee. Registered in England No. 2538842 at Units 39 & 40, Easton Business Centre, Felix Road, Easton, Bristol BS5 0HE.


2. What personal data we collect and how we use it
What we need
Bristol Mediation is what’s known as the ‘controller’ of the personal data provided to us. We will usually collect basic personal data about you like your name, postal address, telephone number and email address.

Sometimes we will collect other information about you such as your date of birth, gender and health details. We will be very clear with you when we wish to collect such information, our reason for collecting such information, and we would only do so with your specific consent and permission.

Why we need it
We collect your personal data in connection with specific activities, such as client services, feedback, newsletter requests, training, donations and applications.

The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our website. However, if you choose to withhold requested information, we may not be able to provide you with certain services.

Our marketing
Sometimes, with your consent, we will process your personal data to provide you with information about our work or our activities that you have requested or are expecting.

On other occasions, we may process personal data when we need to do this to fulfil a contract (for example training or requested services) or where we are required to do this by law or other regulations.

We also process your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with a service, information on our appeals, fundraising, newsletter requests, feedback, and other activities and those of other carefully selected organisations. Please see the section on ‘Legitimate Interest’ for more information.

How we obtain your details
We will also hold information about your details so that we can respect your preferences for being contacted by us.

We collect your personal information in a number of ways:

 When you provide it to us directly.
 When you provide permission to other organisations to share it with us
 When we collect it as you use our website or apps.
 When you have given it to a third party and you have provided permission to pass your information on     to us.
 From publicly available sources (where possible) to keep your information up to date (e.g. the Post Office’s National Change of Address database).

We combine the information from these sources with the information you provide to us directly.

Volunteering
When you volunteer with Bristol Mediation, we will keep you up to date with the work that we are doing and events we are involved with. We will also let you know of any changes that might affect you volunteering with us and which you need to be aware of. We will only use this information in relation to your volunteering with us and whilst you remain a volunteer with Bristol Mediation. By agreeing to volunteer with us you are agreeing to us to sending you emails about volunteering and your volunteer role. We will on occasion share your email address with other Bristol Mediation volunteers, for instance in the process of organising an event you have chosen to attend.

Anything else?
All the personal data we process is processed by our staff in the UK however for the purposes of IT hosting and maintenance your information may be situated outside of the European Economic Area (EEA). This will be done in accordance with guidance issued by the Information Commissioner’s Office.

If you would like to change the way you hear from us or no longer wish to receive communications from us, then use the contact form on our ‘Contact Us‘ page.


3. Legitimate interests
We have a number of lawful reasons that mean we can use (or ‘process’) your personal information. One lawful reason is something called ‘legitimate interests’. Broadly speaking Legitimate Interests means we can process your personal information if:

We have a genuine and legitimate reason.
and
We are not harming any of your rights and interests.

The Following are some examples
 Processing to advance your case
 Processing to prepare information for volunteers in connection with your case
 Processing to undertake risk assessments connected with your case
 Day to day management of your case
 Preparing relevant information to progress your case with third parties who are directly relevant to the circumstances of your case.


4. Sharing your information
We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, safeguarding or child protection concerns (please see a copy of our confidentiality policy for further information). and the following:

If you have agreed that we may do so.
When we use other companies to provide services on our behalf, e.g. processing, mailing or delivering orders, answering customers’ questions about products or services, sending mail and emails, customer analysis, assessment and profiling, when using auditors/advisors or processing credit/debit card payments.

We may disclose aggregate statistics about our volunteers, supporters and clients to describe our services and operations to prospective partners and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.
If we run an event in partnership with other named organisations your details may need to be shared. We will be very clear what will happen to your data when you register.
And, we will never sell or rent your personal information to other organisations.


5. Retaining your information
We hold your information only as long as necessary for each purpose we use it, we will provide examples of some of our retentions in this paragraph soon to give you an idea of how long we hold your information for.

If decide not to support Bristol Mediation any more or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.


6. Your details on the web


7. What are your rights?
A new data protection law, starting in May 2018, gives everyone a number of very important rights.

These are:

 Transparency over how we use your personal information (right to be informed).
 Request a copy of the information we hold about you, which will be provided to you within one month     (right of access).
 Update or amend the information we hold about you if it is wrong (right of rectification).
 Ask us to stop using your information (right to restrict processing).
 Ask us to remove your personal information from our records (right to be ‘forgotten’).
 Object to the processing of your information for marketing purposes (right to object).
 Obtain and reuse your personal data for your own purposes (right to data portability).
 Not be subject to a decision when it is based on automated processing (automated decision making and profiling).
If you would like to know more about your rights under the data protection law, see the Information Commissioners Office website .

Remember, you can change the way you hear from us or withdraw your permission for us to processing your personal data at any time by using the form on our ‘Contact Us‘ page or by using our online Permission Portal.


8. How to contact us
If you wish to talk through anything in our privacy policy, find out more about your rights or obtain a copy of the information we hold about you, please contact us (details at the bottom of this page) and we will be happy to help. If you wish to raise a complaint on how we have handled your personal data, you can contact our director who will investigate the matter in line with our Data Protection and Information Sharing Policy. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Fundraising Regulator or the Information Commissioner’s Office (ICO).

Adopted 25th May 2018