Privacy Policy | My Mediation

1. Our Commitment to Your Privacy

My Mediation is dedicated to protecting the privacy and confidentiality of your personal information. This policy outlines how we collect, use, store, and disclose your personal information in compliance with the Privacy Act 2020.

This policy applies to information collected through our website, during the course of providing mediation services, and in all other interactions with us.

2. Information We Collect

We collect personal information necessary to provide our services and manage our relationship with you. The types of information we may collect include:

Information Type	Examples	Purpose of Collection
Identity & Contact Data	Name, email address, phone number, physical address.	To communicate with you and identify you as a client or potential client.
Enquiry Data	Information you provide when you make an enquiry about our services, including the nature of your dispute.	To understand your needs and determine if our services are appropriate for you.
Mediation & Case Data	Information relating to the dispute, including statements, evidence, submissions, and communications provided by you or other parties.	To facilitate the mediation process and assist parties in reaching a resolution.
Technical & Usage Data	IP address, browser type, and information about how you use our website.	To improve our website functionality and user experience.
Financial Data	Billing address, bank account details, and payment information.	To process payments for our services.

3. How We Use Your Information

Your personal information is used for the following purposes:

To Provide Services: To conduct and manage the mediation process, including scheduling, communication, and facilitating discussions between parties.
Client Management: To manage our professional relationship with you, including billing and administration.
Legal Compliance: To comply with our legal and professional obligations.
Website Improvement: To analyse website usage data to enhance our online services.

4. The Confidential Nature of Mediation

Confidentiality is fundamental to the mediation process. The success of mediation relies on the parties feeling free to be open and frank without fear that their statements will be used against them in other proceedings.

Duty of Confidence: All information disclosed during or for the purpose of mediation is treated as strictly confidential. This includes all oral and documentary exchanges, views expressed, admissions made, and any notes or records of the mediation.
Agreements: Parties engaging in mediation with us will be required to sign a Mediation Agreement and a Confidentiality Agreement. These agreements contractually bind all participants, including the mediator, parties, and their representatives, to maintain confidentiality.
Without Prejudice Privilege: Communications made in an attempt to settle a dispute are privileged. This means they generally cannot be used as evidence in subsequent court or arbitral proceedings if the mediation does not result in a settlement.
Exceptions: Confidentiality is not absolute. Information may be disclosed if required by law, to prevent a serious threat to health or safety, or to enforce a settlement agreement reached during mediation.

5. Data Security and Storage

We take robust measures to protect your personal information from unauthorised access, modification, or disclosure. These measures include:

Secure Storage: Storing physical files in secure premises and electronic data on secure servers.
Encryption: Using encryption for data both in transit and at rest to protect its integrity and confidentiality.
Access Controls: Limiting access to personal information to staff and mediators who have a legitimate need to know.

We will retain your personal information only for as long as is necessary for the purposes for which it was collected, or as required by law.

6. Disclosure of Your Information

We do not disclose your personal information to third parties, except in the following limited circumstances:

With your explicit consent.
Where disclosure is necessary to facilitate the mediation process (e.g., to another party to the mediation, in accordance with the Mediation Agreement).
To our professional advisers, subject to strict confidentiality obligations.
Where we are required or authorised to do so by law or by a court or tribunal order.

We will not transfer your personal information outside of New Zealand without ensuring adequate privacy protections are in place, consistent with our obligations under the Privacy Act 2020.

7. Your Rights

Under the Privacy Act 2020, you have the right to:

Access Your Information: Request a copy of the personal information we hold about you.
Correct Your Information: Request that we correct any inaccurate or incomplete personal information.

To exercise these rights, please contact us using the details below. We will respond to your request in accordance with the timeframes and procedures set out in the Privacy Act 2020.

8. Changes to this Privacy Policy

We may update this policy from time to time. The most current version will always be available on our website, and we will note the “Last Updated” date at the top of the policy.

9. Contact Us

If you have any questions or concerns about this privacy policy or how we handle your personal information, please contact our Privacy Officer at:

My Mediation, 1 Albert Street, Auckland Central 1010 | Email : compliance@mymediation.nz