Regulatory

Sparrow Mediation is a trading name used by the member mediators who work independently. It is not a partnership or other legal entity. Each mediator provides services on their own account and is separately insured.

The content of this website is provided for information purposes only and should not be relied on as legal or other advice.

All members of Sparrow Mediation are regulated by the Civil Mediation Council, and follow the European Code for Mediators, which you can download here.

Complaints Procedure

We strive to provide the best possible mediation services, and regularly conduct peer reviews to learn from each other and improve as mediators. We hope that complaints will not arise, but we will take them seriously if they do.

Conversations are usually constructive but, if not, or if you do not wish to speak, please send any complaint to the mediator who mediated your case by email. They will acknowledge your complaint as soon as possible but in any event within 5 working days.

The mediator will investigate and endeavour to respond to your complaint within 20 working days of receipt. If they need more time, they will let you know in writing within the 20 working day period.

If you are still concerned following a review, you can appeal to the Civil Mediation Council on certain grounds. Details of the CMC’s appeal processes can be found here.

Privacy and Cookies Policy

How we handle your personal data

Sparrow Mediation is committed to protecting your privacy and complying with applicable data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy explains how we collect, use and safeguard your personal data, and how we use cookies on our website.

1. Who We Are

E: mediate@sparrowmediation.co.uk

We are the “data controller” for the purposes of data protection law.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

Contact details – such as name, address, and email address.

Case information – information provided by you in relation to a mediation or enquiry, including correspondence, documents and statements.

Professional information – details of advisers, representatives or counterparties involved in a mediation.

Technical information – such as IP address, browser type, and usage data when you visit our website.

We will only collect data that is necessary, relevant and proportionate to the services we provide.

3. How We Use Personal Data

We use your personal data for the following purposes:

To respond to enquiries and provide information about our services.

To conduct mediations, including pre-mediation preparation and follow-up.

To comply with our professional and legal obligations.

To manage our business operations, including internal administration and record-keeping.

To improve our website and monitor its usage.

We do not use your personal data for marketing purposes without your explicit consent.

4. Lawful Basis for Processing

We process personal data only where we have a lawful basis under UK GDPR, which may include:

Contractual necessity – where processing is required to provide our services.

Legal obligation – where processing is required by law or regulation.

Legitimate interests – where processing is necessary for the operation of our business and does not override your rights.

Consent – where you have given us explicit consent, for example to receive updates.

5. Data Sharing

We treat your personal data as confidential. It will only be shared where necessary:

With mediators and staff within Sparrow Mediation involved in your matter.

With professional advisers, experts or other parties to the mediation, but only with your knowledge and consent.

With regulators or law enforcement agencies, where required by law.

We do not sell or trade personal data to third parties.

6. Data Retention

We will retain your personal data only for as long as is necessary for the purposes for which it was collected, and to comply with legal and professional obligations. Typically, mediation records are retained for a period of six years after the conclusion of the matter, unless a longer period is required by law.

7. Your Rights

Under UK GDPR, you have the following rights:

Access – to request a copy of the personal data we hold about you.

Rectification – to request correction of inaccurate or incomplete data.

Erasure – to request deletion of your data where there is no lawful reason to retain it.

Restriction – to request limits on how we process your data.

Data portability – to receive your data in a structured, commonly used format.

Objection – to object to processing based on legitimate interests.

To exercise your rights, please contact us at mediate@sparrowmediation.co.uk.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection.

8. Cookies

Our website uses cookies to improve functionality and user experience. Cookies are small text files stored on your device.

We use:

Essential cookies – required for the website to function.

Analytical cookies – to help us understand how the website is used and improve its performance.

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect website functionality.

9. Security

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

10. Updates to this Policy

We may update this policy from time to time. Any changes will be posted on our website with an updated revision date.

11. Contact Us

E: mediate@sparrowmediation.co.uk

Sparrow Mediation – Committed to professionalism, integrity and accountability.