Privacy Policy

Last Updated: 10 September 2025 – Created in partnership with Compliance Direct Solutions Ltd.

1. Who We Are

Costs ADR (referred to as "we", "us", or "our") is a dispute resolution organisation operating in the United Kingdom.

We are registered with the Information Commissioner's Office (ICO) under registration number: ZA212746.

Contact Details

Address: CADR, 218 Strand, London, WC2R 1AT
Email: registrar@costsadr.com
Telephone: (+44) 01279 744 123
Data Protection Officer: Gareth Ellis

2. What This Privacy Notice Covers

This notice explains:

What personal data we collect
Why we collect it
How we use it
How long we retain it
Your legal rights
Who we share it with
How we protect your data

This applies to:

Users of our website
Clients and parties to mediation or ADR services
Panel mediators
Legal professionals and experts involved in our services
Any other individual whose personal data we process

3. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Contract – To provide ADR or mediation services
Legal Obligation – Where we are required by law (e.g. to retain tax records or report misconduct)
Consent – For marketing and cookies
Legitimate Interests – For internal administration, fraud prevention, service improvement
Vital Interests – Rarely, e.g. in emergencies
Public Task – In matters involving public functions or court-related mediation

4. Data We Collect

a) Personal Data

Name, address, email, telephone
Employment details
Legal role or case information
Financial details (for payments)

b) Special Category Data

Racial or ethnic origin
Religious beliefs
Health/disability information
Criminal convictions (where necessary)

We only collect special category data where it is strictly necessary and with appropriate safeguards.

5. How We Collect Data

Directly from you (e.g. contact forms, email, phone)
Through our website (via cookies or analytics tools)
From third parties (legal representatives, courts)
From public sources (Companies House, legal databases)

6. How We Use Your Data

We process your data to:

Deliver mediation and ADR services
Manage panel members and contractors
Respond to enquiries or complaints
Maintain business records and compliance
Improve our services
Send updates (with consent)

7. Sharing Your Information

We may share your data with:

Legal professionals (solicitors, barristers)
Panel mediators
Courts or tribunals
Insurers and regulators
Police or law enforcement (if legally required)
IT/cloud service providers (bound by contract)
Professional advisers

We do not sell your data to third parties.

8. International Transfers

All data is currently stored in the UK. If we ever need to transfer data outside the UK, we will ensure an adequacy decision exists or appropriate safeguards are in place (e.g. SCCs).

9. Data Retention

Client records – 6 years from case closure
Financial records – 7 years (for HMRC compliance)
Website analytics – Up to 26 months
Panel mediator data – While active + 6 years

We securely delete or anonymise data once the retention period ends.

10. Your Rights

Under UK GDPR, you have the following rights:

Access – to request a copy of your data
Rectification – to correct inaccuracies
Erasure – to delete data (the "right to be forgotten")
Restriction – to limit processing
Data Portability – to obtain and reuse your data
Objection – to certain uses (e.g. marketing)
Withdraw Consent – where processing is based on consent
Complain – to the Information Commissioner's Office (ICO)

To exercise any of these rights, contact us at registrar@costsadr.com

11. Cookies & Tracking Technologies

Our website uses cookies to enhance user experience.

a) What are cookies?

Cookies are small text files placed on your device to collect information about browsing behavior.

b) Types of cookies we use

Essential – Needed for site functionality
Performance – Analytics (e.g. Google Analytics)
Marketing – Advertising and retargeting (only with consent)

We require your explicit consent before placing non-essential cookies.

12. How We Protect Your Data

We implement technical and organisational measures to keep your data safe:

Encryption and secure file transfer
Access control and role-based permissions
Regular security reviews
Staff training and confidentiality agreements

13. Complaints

If you are concerned about how we handle your data, please contact us first. You also have the right to complain to the Information Commissioner's Office:

Website: https://ico.org.uk
Phone: 0303 123 1113

14. Changes to This Privacy Notice

We may update this notice from time to time. Any updates will be posted on our website and dated accordingly.

Last updated: 10 September 2025