EW Legal Services (EWLS) Ltd Privacy Policy
This Privacy Notice contains important information on the personal information we collect about you, what we do with your information, and who your information might be shared with. We won’t disclose your information to anyone, other than as set out in this Privacy Notice and any applicable terms and conditions.
Who we are
EWLS Ltd (EW Mediation) is a company registered in England and Wales under company number 15369209.
We aim to promote the resolution of conflicts and disputes by encouraging the use of mediation and other dispute resolution techniques and methods and to advance the education of the public in matters related to this.
We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union and the United Kingdom and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
Members’ and mediators’ information
If you are a EWLS member or a registered mediator, EWLS may collect, use and share information about you, your professional status, and your interaction with the EWLS.
Member and registered mediator information may be requested by the EWLS or by contractors on their behalf. This may be collected from you directly, from someone acting on your behalf or from anywhere else (e.g. members of the public).
We’ll process information about members and registered mediators to:
provide services, deal with any of your transactions, maintain our own accounts and records meet compliance obligations, collect any money you owe us;
manage our relationship with you including any marketing you agree to;
to enable it to act as a regulator, for example to consider complaints about members or registered mediators;
provide information to the public about your membership, and in the case of registered mediators, your professional status and qualifications, as well as how to contact you.
Information about members of the public
From time to time, members of the public send information to us about their personal circumstances, including through the contact form on our website. Sometimes this is personal data or sensitive personal data.
Members of the public can also access some EWLS services and attend some EWLS events. Accessing these services, or registering or buying tickets for events can require members of the public to share their personal data with the EWLS.
EWLS will process information about members of the public:
to enable it to act as its own regulator, for example to consider complaints about itself or its mediators;
manage our relationship with the person who has contacted us;
provide services, deal with any of your transactions, maintain our own accounts and records meet compliance obligations and collect any money owed to us.
Our website and services are not intended for use by children and we do not knowingly collect or use personal information relating to children.
Information about staff, volunteers and other professionals
EWLS will hold information about staff, volunteers and other professionals. EWLS will process, information about staff, volunteers and other professionals in a way that is necessary to manage the EWLS’s agreed relationship with that individual.
Our legal basis for processing your personal information
When we use your personal information we are required to have a legal basis for doing so. There are various different legal bases on which we may rely, depending on what personal information we process and why.
The legal bases we may rely on include:
consent: where you have given us clear consent for us to process your personal information for a specific purpose;
contract: where our use of your personal information is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract;
legal obligation: where our use of your personal information is necessary for us to comply with the law (not including contractual obligations);
public task: where our use of your personal information is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law;
legitimate interests: where our use of your personal information is necessary for our legitimate interests or the legitimate interests of a third-party (unless there is a good reason to protect your personal information which overrides our legitimate interests).
Further information—the personal information we collect, when and how we use it
For further details on when we collect personal information, what we collect as well as how we use it, please read the following sections:
When information is collected
What information we ask for
How and why we use your information
When you contact us
Name;
Position;
Telephone number;
Email address;
Any other information you provide to us.
We ask for this:
to respond to your communication with us;
to deal with any issues you raise with us.
We rely on legitimate interests as the lawful basis for collecting and using your personal information. Our legitimate interests are being able to respond to and deal with your communication with us. Where you provide us with sensitive personal information as part of your contact with us, the lawful basis of us using this information is consent. You may withdraw this consent at any time.
When you submit a complaint to us
Name;
Telephone number;
Email address;
Details of your complaint;
Any other information you provide to us.
We ask for this:
to process and deal with your complaint;
to communicate with you about your complaint.
We rely on legitimate interests as the lawful basis for collecting and using your personal information. Our legitimate interests are being able to process and deal with your complaint.
Where you provide us with sensitive personal information as part of your complaint or the complaint process, the lawful basis of us using this information is consent. You may withdraw this consent at any time. Withdrawing consent may have an impact on the EWLC’s ability to investigate and consider the complaint.
When you respond to a complaint submitted to us about you
Name;
Telephone number;
Email address;
Details of the complaint against you;
Any other information you provide to us.
We ask for this
to process and deal with the complaint made against you;
to communicate with you about the complaint made against you.
We rely on legitimate interests as the lawful basis for collecting and using your personal information.
Our legitimate interests are being able to process and deal with the complaint.
When you register for one of our events
Name;
Position;
Telephone number;
Email address;
Dietary requirements.
We ask for this:
to process your registration for the event;
to enable you to enjoy and get the most from the event;
to communicate with you about the event;
We rely on legitimate interests as the lawful basis for collecting and using your personal information. Our legitimate interests are being able to organise the event effectively and to enable you to attend the event.
Where you have consented to us using your personal information for marketing purposes, our legal basis of processing for this use of your personal information is consent. You may withdraw your consent at any time by getting in touch with us.
When you volunteer with us
Name;
Position;
Telephone number;
Email address;
Home address;
Information about other interests
Any other information you provide to us.
We ask for this:
to enable you to volunteer with us;
to enable you to carry out your voluntary work for us;
to communicate with you about your voluntary work;
to ensure all potential conflicts of interest are declared;
to register you with Companies House and the Charity Commission, and other organisations such as the bank used by EWLS if you are in a role where this is required.
We rely on legitimate interests as the lawful basis for collecting and using your personal information.
Our legitimate interests are being able to work with you effectively as a volunteer.
Where you have consented to us using your personal information for marketing purposes, our legal basis of processing for this use of your personal information is consent. You may withdraw your consent at any time by getting in touch with us.
Where you provide us with sensitive personal information, as part of your declaration of interests the lawful basis of us using this information is consent. You may withdraw this consent at any time. This may have an impact on the voluntary work you can do.
Whether information has to be provided by you, and if so why
We require you to provide personal information to enable us to us to process your request for EWLS services. Where personal information is required in other instances, we will inform you at the point of collecting information from you, whether you are required to provide the information to us.
Holding and sharing information
When we use information for the purposes set out above, we may transfer and disclose it to:
persons acting on our behalf, including contractors, volunteers and employees who deliver or enable us to carry out, the above tasks who will hold, process, transfer and disclose it in accordance with our data protection procedures. These recipients may also process, transfer and disclose to third parties information for the purposes set out above in accordance with our data protection procedures. A list of those who hold your data and act on our behalf can be provided on request. Please e-mail evan.wright@ewls.co.uk to make such a request;
the public, in the case of information about mediators’ professional status and qualifications and mediators’ public contact information;
others if obliged to by law.
When we use information for the purposes set out above, we or others acting on our behalf may store the information held electronically in accordance with our data protection procedures.
When we share your personal data with third parties this may involve transferring your data outside the European Economic Area (EEA). Some external third parties may be based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA. Whenever we transfer your personal data out of the EEA, we will ensure that the European Commission has given a formal decision that the country provides an adequate level of data protection similar to those which apply in the UK and EEA or that any transfer of your personal information will be subject to a appropriate or suitable relevant safeguards such as a European Commission approved contract. If you would like further information, please contact us.
Where you are using our website, we may link to other websites owned and operated by third parties. These other third party websites may also gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other third party websites, please consult their privacy policies as appropriate.
How long we keep information for
We keep all information for up to 6 years after the relationship with the person who is the subject of the data has ceased except:
we keep information relating to mediators’ professional status for ten years after they have ceased to the EWLC associates;
we keep information relating to complaints or disciplinary matters including sanctions for as long as is relevant.
Accessing and correcting your information
You can make a written request for a copy of certain personal records we hold about you. In most cases, we will not charge a fee; where we do charge a fee, this will be in line with the guidance set out by the Information Commissioners’ Office (ICO) and based on the administrative costs incurred in dealing with the request. We will comply with such a request within a calendar month (with limited exceptions as per the ICO’s guidance), and when provided, the data will be in an open, common format.
If the data we hold is incorrect or incomplete, you can ask for this to be rectified at any time by e-mailing evan.wright@ewls.co.uk.
Asking us to change your preferences and delete data
You should tell us if you change your mind about receiving marketing information.
We have a legitimate interest in holding information about mediators. Requests to be removed from the current EWLS services database will be respected, but information will be held in an archive in accordance with the EWLS’s policies on data retention (see above).
We have a legitimate interest in holding some information about some members of the public. Where a legitimate interest is identified information will be kept for as long as that legitimate interest subsists.
Information we may store on your computer
When you use any device to access the EWLS website, cookies may be stored on your device. Cookies are small text files that are used to store small pieces of information. The cookies are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make the website more secure, provide better user experience, and understand how the website performs and to analyse what works and where it needs improvement.
Information we may store on your computer
When you use any device to access the EWLS website, cookies may be stored on your device. Cookies are small text files that are used to store small pieces of information. The cookies are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make the website more secure, provide better user experience, and understand how the website performs and to analyse what works and where it needs improvement.
How do we use cookies?
As with most of online services, our website uses cookies first-party and third-party cookies for a number of purposes. The first-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.
The third-party cookies used on our websites are used mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.
What types of cookies do we use?
Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information. For example, these cookies allow you to log-in to your account and add products to your basket and checkout securely.
Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit etc. These data help us understand and analyse how well the website performs and where it needs improvement.
Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing contents on the website on social media platforms.
Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.
How can I control the cookie preferences?
Should you decide to change your preferences later through your browsing session, you can click on the “Privacy & Cookie Policy” tab on your screen. This will display the consent notice again enabling you to change your preferences or withdraw your consent entirely.
In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies.
Information collected by third parties when using our website to make payments
We use a third party, Stripe, to facilitate payments and allow tickets to be purchased through our website. Stripe may collect personal data from you, install cookies on your website. It has its own privacy policy.
Information that Stripe collects include payment method information (such as credit or debit card number, or bank account information), purchase amount, date of purchase, and payment method and transaction information such as your name, email, billing or shipping address and in some cases your transaction history to authenticate you. For more information see https://stripe.com/gb/privacy
Registration with the ICO
The EWLS is a registered data controller. Its ICO registration number is ZB644338 .
In the case of a breach
If a personal data breach occurs, we will record this and consider the likelihood and severity of the resulting risk to your rights and freedoms. If it’s likely that there will be a risk then we will tell you & Information Commissioner’s Office (ICO) within 72 hours:
the nature of the data concerned, approximately how many people are affected and the consequences of this for them; and
what measures we have taken or plan to take in response.
Your rights
Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, those include rights to:
access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address;
require us to correct any mistakes in your information which we hold;
require the erasure of personal information concerning you in certain situations;
receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit those data to a third party in certain situations;
object at any time to processing of personal information concerning you for direct marketing;
object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you;
object in certain other situations to our continued processing of your personal information; and
otherwise restrict our processing of your personal information in certain circumstances.
For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
email, call or write to us,
let us have enough information to identify you,
let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
let us know the information to which your request relates.
Changes to the EWLS’s privacy policy
EWLS may change its privacy policy from time to time. EWLS will inform its members of any new privacy policy and this will be published on the EWLS’s website.
How to contact us
Please contact us, if you have any questions about this privacy notice or the information we hold about you.
If you wish to contact us, please send an email to evan.wright@ewlc.co.uk or call 0800 246 1617.
Do you need extra help?
If you would like this website privacy policy in another format (for example: audio, large print) please contact us (see ‘How to contact us’ above).
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For claims up to a value of £100k with no more than two parties, a half or full day (of no more than seven hours) mediation is £450 + VAT per party. This includes an administration fee.
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For claims with a value of between £100k and £250k with no more than two parties, a full day (of no more than eight hours) mediation is £1,150.00 + VAT per party. This includes an administration fee.
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Fee for claims with a value of between £250k and £500k, a full day (of no more than eight hours) mediation is £1,300.00 + VAT per party. This includes an administration fee.
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Claims of over £500k will not normally fall into the fixed fee category. We can organise a bespoke quotation.
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Mediations are offered on a half or full day rate and depend largely upon the monetary value of the claim. If more than one day is required, it may be possible to offer a reduced fee for the second and subsequent day.
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The mediation day normally starts at 9.00am and ends at 1.00pm for a half day case or 5.00pm for a full day case. This can be subject to some adjustment to suit the parties, but a half day will be four hours and a full day will be eight hours. If the claim is than £100k, a full day is seven hours.
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The fee includes up to two hours preparation time for claims of under £100k and four hours preparation time for claims of £100k - £250k. If the volume of papers or complexity justifies an additional preparation fee, we will agree this with you in advance.
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Room hire is not included for face to face mediations. If one or more of the parties have appointed legal representatives, the mediation will often take place at one of the lawyer’s offices. We can arrange offices and catering (if required) near to the preferred location of the mediation, but this will be at an extra cost, to be included in the quotation.
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If the parties are legally represented, they will often meet at their lawyer’s offices to join the online meeting. Sometimes, the parties can join their lawyer from a different location and the mediator will provide separate online breakout rooms where the respective parties can discuss issues with their lawyer in private. If one or more of the parties are not legally represented, they can join an online meeting from home or their own offices etc. However, provision should be made for privacy and good communications to ensure suitable engagement with the process. See the separate section on - getting the best from the mediation.
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The full terms and conditions for a fixed fee mediation will be sent once we have the necessary information to produce the quotation.
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If the mediation is face-to-face and is within a reasonable distance of the mediator, the travel costs will be included in the fixed fee. If the parties chose a mediator located at quite a distance from the mediation venue (perhaps because the mediator has a particular specialism not readily available from more local mediators), travel expenses will feature in the quotation. This may include hotel expenses and subsistence if the mediation is set for more than one day.
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Unless the information is very limited, we ask for sight of papers and any opening position statements no later than seven working days prior to the mediation. This will give the mediator sufficient time to prepare. If papers are served inside the seven days or at the mediation itself, we will do our best to incorporate them. However, we cannot guarantee their inclusion in the process, especially if they are of a substantial volume.
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If the parties and mediator are available, any extra days can follow immediately after the planned day(s), assuming all parties can make payment for the extra day(s) on account. If not, additional days will simply be fixed for a date convenient to all parties and payment can be made in the meantime.
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For claims up to a value of £100k with no more than two parties, a half or full day (of no more than seven hours) mediation is £450 + VAT per party. This includes an administration fee.
-
For claims with a value of between £100k and £250k with no more than two parties, a full day (of no more than eight hours) mediation is £1,150.00 + VAT per party. This includes an administration fee.
-
Fee for claims with a value of between £250k and £500k, a full day (of no more than eight hours) mediation is £1,300.00 + VAT per party. This includes an administration fee.
-
Claims of over £500k will not normally fall into the fixed fee category. We can organise a bespoke quotation.
-
Mediations are offered on a half or full day rate and depend largely upon the monetary value of the claim. If more than one day is required, it may be possible to offer a reduced fee for the second and subsequent day.
-
The mediation day normally starts at 9.00am and ends at 1.00pm for a half day case or 5.00pm for a full day case. This can be subject to some adjustment to suit the parties, but a half day will be four hours and a full day will be eight hours. If the claim is than £100k, a full day is seven hours.
-
The fee includes up to two hours preparation time for claims of under £100k and four hours preparation time for claims of £100k - £250k. If the volume of papers or complexity justifies an additional preparation fee, we will agree this with you in advance.
-
Room hire is not included for face to face mediations. If one or more of the parties have appointed legal representatives, the mediation will often take place at one of the lawyer’s offices. We can arrange offices and catering (if required) near to the preferred location of the mediation, but this will be at an extra cost, to be included in the quotation.
-
If the parties are legally represented, they will often meet at their lawyer’s offices to join the online meeting. Sometimes, the parties can join their lawyer from a different location and the mediator will provide separate online breakout rooms where the respective parties can discuss issues with their lawyer in private. If one or more of the parties are not legally represented, they can join an online meeting from home or their own offices etc. However, provision should be made for privacy and good communications to ensure suitable engagement with the process. See the separate section on - getting the best from the mediation.
-
The full terms and conditions for a fixed fee mediation will be sent once we have the necessary information to produce the quotation.
-
If the mediation is face-to-face and is within a reasonable distance of the mediator, the travel costs will be included in the fixed fee. If the parties chose a mediator located at quite a distance from the mediation venue (perhaps because the mediator has a particular specialism not readily available from more local mediators), travel expenses will feature in the quotation. This may include hotel expenses and subsistence if the mediation is set for more than one day.
-
Unless the information is very limited, we ask for sight of papers and any opening position statements no later than seven working days prior to the mediation. This will give the mediator sufficient time to prepare. If papers are served inside the seven days or at the mediation itself, we will do our best to incorporate them. However, we cannot guarantee their inclusion in the process, especially if they are of a substantial volume.
-
If the parties and mediator are available, any extra days can follow immediately after the planned day(s), assuming all parties can make payment for the extra day(s) on account. If not, additional days will simply be fixed for a date convenient to all parties and payment can be made in the meantime.