Privacy Policy

Our Commitment

Kings ADR is committed to protecting and respecting the personal data that we hold. This privacy policy tells you what to expect us to do with your personal information. It outlines what information we collect about you, what we use, why we use it and who we might share it with. It provides information about your individual rights and applies to personal data provided to us both by individuals themselves and by others.

The following areas are covered in this policy:

• What is personal data
• Who we are
• Contact details
• What information we collect
• Where we get your personal information from
• How we use your personal information
• Data sharing
• Data security
• Cookies and website use
• Lawful bases for collecting your personal data
• How long we keep your personal information
• Your data protection rights
• How to complain
• Changes to this policy

1. What is personal data

Personal data refers to any information that relates to an identified or identifiable individual. An identifiable individual is someone who can be recognised, directly or indirectly, from that information. We are committed to handling personal data in a clear and transparent manner. This includes explaining what information we collect, why we collect it, and how it is used. The personal data we process may be obtained directly from the individual, from third parties acting on their behalf or connected to them, or from publicly accessible sources such as online searches or official registers (including Companies House).

2. Who we are

Kings ADR is an independent mediation and dispute resolution service operated by Vanessa Hagan, a sole proprietor based in the United Kingdom. Kings ADR provides confidential, impartial, and high-quality professional alternative dispute resolution services to individuals and organisations.

3. Contact details

www.kingsadr.com

info@kingsadr.com

4. What information we collect

We collect and process personal data to deliver and continually improve and enhance our services, and to respond effectively to enquiries, complaints, or claims. This may include:

• Contact details (such as your name, email address, and telephone number)
• Information relating to your enquiry or dispute
• Relevant business or professional details, and any information you choose to share during mediation or correspondence

We may also collect limited technical data through your use of our website, such as IP address and browser type.

All personal data is collected and used only where necessary for the purposes set out in this policy.

5. Where we get your personal information from

We may collect personal data from the following sources:

• Directly from you
• From third parties acting on your behalf or connected to you (for example, where you are referred to mediation)
• From publicly available sources, where relevant

6. How we use your personal information

We use your personal data to:

• Respond to enquiries and provide our services
• Facilitate and manage mediation processes
• Communicate with you in relation to your matter
• Maintain records of our work
• Comply with legal and regulatory obligations

We will only process your data where we have a lawful basis to do so, including:

• Your consent
• Performance of a contract
• Compliance with legal obligations
• Legitimate interests (such as running our business effectively)

7. Data sharing

We do not sell or share your personal data for marketing purposes. We may share your data where necessary with:

• Professional advisers (e.g., legal or regulatory bodies)
• Service providers who support our business operations
• Authorities where required by law

All third parties are required to respect the security and confidentiality of your data.

8. Data security

We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss, or misuse.

9. Cookies and Website Use

Our website may use cookies or similar technologies to enhance user experience and analyse website traffic. You can control cookie settings through your browser.

10. Lawful bases for collecting your personal data

Under UK data protection law, we are required to have a valid “lawful basis” for collecting and using your personal data. The UK GDPR sets out a number of lawful bases on which organisations may rely.

The lawful basis we rely on will depend on the nature of our relationship with you and may affect the rights available to you under data protection law. A summary of your key rights is set out below.

Further information about lawful bases and your data protection rights, including any applicable exemptions, can be found on the website of the Information Commissioner’s Office.

We rely on the following lawful bases when collecting and using your personal data:

• Consent
• Contract
• Legal obligation

These lawful bases apply to our provision of services, as well as to managing enquiries, complaints, and any related claims.

11. How long we keep your personal information

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, or professional requirements.

In particular:

• Information relating to mediation matters and client files is typically retained for 6 years from the conclusion of the matter.
• Enquiry data where no formal engagement takes place is retained for up to 12 months.
• Financial records are retained for 6 years in accordance with legal and tax requirements.

Data may be retained for longer where necessary to comply with legal obligations or to resolve disputes.

12. Your data protection rights

Under data protection law, you have the following rights:

• Right of access
• Right to rectification
• Right to erasure
• Right to restrict processing
• Right to object
• Right to data portability
• Right to withdraw consent

Please note that some of these rights are subject to legal limitations and exemptions. If you make a request, we will respond without undue delay and, in any event, within one month. To exercise any of your rights, please contact us using the details provided above.

13. How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy policy. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

14. Changes to this policy

We may update this Privacy Policy from time to time. Any updates will be published on this page. If you have any questions about this Privacy Policy or how your data is handled, please contact us at:

E: info@kingsadr.com
W: www.kingsadr.com

Last Updated: 11/04/2026