Privacy Policy — Mediator Assist
1. Introduction
Mediator Assist (“we,” “us,” “our”) is committed to protecting the privacy and security of personal information collected from visitors and clients of our website (https://mediatorassist.co.za) (“Site”) and in the course of providing our mediation and conflict resolution services. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information, and your rights and choices with respect to that information. By using (or accessing) our Site or engaging our services, you accept the practices described in this Privacy Policy.
2. Definitions
Personal Information means any information relating to an identifiable person, such as name, contact information, identification numbers, demographic information, and other data.
Processing means any operation or set of operations performed on personal information (e.g. collection, storage, use, disclosure, deletion).
Provider / Service Provider refers to third parties engaged to assist with operations (e.g. hosting, email, payment processing).
3. Information We Collect
| Category | Examples / Details | Source |
|---|---|---|
| Contact & identity data | Full name, email address, telephone number, postal address | You (via contact forms, emails, phone) |
| Client / case details | Information related to mediation, disputes, agreements, background details | You / counterparties, documentation provided during mediation |
| Financial / billing data | Invoice details, payment method, bank details | You or your organization |
| Usage & technical data | IP address, device information, browser type, pages visited, cookies, timestamps, referring URLs | Automatically when you use the Site |
| Communications data | Emails or messages exchanged, feedback, and inquiries | You |
We do not knowingly collect or process special categories of personal data (e.g. health, race, religious beliefs) unless you explicitly provide it in the course of mediation (and, if so, only to the extent necessary and lawful).
4. How We Use Your Information
- To provide mediation and related services (administering cases, conducting sessions, preparing agreements, follow-up, communicating with parties, verifying identity/credentials).
- Operational, administrative & billing (managing appointments, invoicing, payments, recordkeeping, auditing).
- Site operation & analytics (analysing usage, tracking performance, improving features, detecting errors, using cookies).
- Communications & marketing (sending updates, newsletters, promotional material if opted in, responding to enquiries).
- Legal & compliance (fulfilling legal obligations, enforcing policies, resolving disputes, defending claims).
5. Legal Basis (Where Applicable)
- Consent — where you give explicit agreement (e.g. newsletters).
- Contractual necessity — processing needed to perform or facilitate our services.
- Legitimate interests — for internal operations, communications, fraud prevention, provided rights are not overridden.
- Legal compliance — processing required by law or regulation.
6. Disclosure of Your Information
- With service providers / third-party vendors who perform functions on our behalf (e.g. web hosting, email, accounting, IT support).
- With professionals / advisors (e.g. legal, auditors) when needed.
- With courts, regulators or law enforcement as required by law.
- With other parties to mediation or dispute resolution, necessary to the mediation process (with awareness/consent).
- In business transfers (e.g. merger, sale, reorganisation), subject to confidentiality and safeguards.
7. Cookies & Tracking Technologies
We and our third-party partners may use cookies, web beacons, pixel tags, and similar tracking technologies to recognize your device and preferences, analyse site traffic, improve user experience, detect errors, and optimize performance. You can control or block cookies via your browser settings. Disabling some cookies may affect Site functionality. We may use session cookies (expire when browser closes) and persistent cookies (last longer).
8. Data Retention
We retain personal information only as long as necessary to fulfil collection purposes, comply with legal/accounting obligations, resolve disputes, or enforce agreements. Afterwards, data is securely deleted, destroyed, or anonymized.
9. Data Security & Protection
- Encryption, secure servers, access controls
- Firewalls, intrusion detection
- Employee training, confidentiality obligations
- Regular reviews and updates of security practices
While no method is 100% secure, we make every reasonable effort to protect your data.
10. International / Cross-Border Transfers
If your information is transferred to or processed outside South Africa, appropriate safeguards (e.g. contractual clauses, agreements) will be used to comply with applicable laws.
11. Your Rights & Choices
- Access / request a copy of personal information
- Rectify / correct inaccurate or incomplete information
- Erase / delete information (subject to legal obligations)
- Restrict or object to processing (esp. for direct marketing)
- Withdraw consent where applicable
- Data portability — receive data in structured format where applicable
Contact us (see Section 13) to exercise rights. Verification may be required. Complaints can also be lodged with relevant authorities.
12. Children & Minors
Our Site and services are not intended for children (under 18). We do not knowingly collect personal information from children. Contact us to remove data if inadvertently collected.
13. Contact Information
Mediator Assist
Email: marius@mediatorassist.co.za
Phone: 082 783 5707