Standards
Privacy notice
This notice explains how Newby Dispute Resolution handles personal data. The data controller is Roger Newby, trading as Newby Dispute Resolution, London, registered with the Information Commissioner's Office under registration number ZC197605.
1. What this site collects
This website sets no advertising cookies and builds no advertising profile. HubSpot provides the chat assistant and visit analytics; those set cookies, and they are set only if you accept them on the consent banner shown on your first visit. Decline, and they are not set. You can change your choice at any time, and a Global Privacy Control signal from your browser is treated as a refusal. The enquiry form does not send anything to a server: it opens your own email client with the details filled in, so your information travels only by the email you choose to send.
Web fonts are loaded from Google Fonts, which will receive your IP address as part of that request. If you would prefer that not to happen, the fonts can be self-hosted on request.
2. What I collect when you instruct me
| Data | Why | Lawful basis |
|---|---|---|
| Name, contact details, organisation | To arrange and conduct the mediation | Contract / legitimate interests |
| Case documents and position statements | To prepare for and conduct the mediation | Contract / legitimate interests |
| Any special category data in case papers (e.g. health information in an injury claim) | Only where the parties place it before me as part of the dispute | Art 9(2)(f) — establishment, exercise or defence of legal claims |
| Fee and payment records | Invoicing and statutory accounting | Legal obligation |
| Complaints records | CMC standards require records to be kept | Legal obligation / legitimate interests |
3. Confidentiality
Mediation is confidential and without prejudice. Information given to me in a private session is not shared with any other party without express permission. This is a professional obligation that sits alongside, and is stricter than, data protection law.
4. Who I share data with
I do not sell or trade personal data. Data may be shared with:
- the other party or parties to the mediation — only with your express permission;
- my email and file storage providers, acting as processors;
- my professional indemnity insurer, if a claim or potential claim arises;
- the Civil Mediation Council, where required in connection with a complaint;
- anyone else where I am compelled by law to disclose.
5. AI-handled enquiries, calls and recordings
When you telephone us, or use the "Speak to us" assistant on this website, you are speaking to an automated AI assistant, not to a person. The assistant tells you this at the start of every conversation. It takes your details and can arrange a call with Roger Newby. It cannot give you any advice about your dispute, and it does not decide anything about your matter.
What we collect. Your name; whether you are a party, a solicitor or another professional; your telephone number and email address; the type of dispute; the names of the parties and of any representative on the other side; and practical details such as approximate value, the stage reached, and your preferences for format and venue. We also keep the audio recording and a written transcript of the conversation, and a structured summary produced from it.
Recording. Calls and web conversations are recorded for training and monitoring purposes. We keep the audio for 30 days and then delete it. We keep the transcript and the summary for as long as we hold the enquiry record.
Why we do this. To respond to your enquiry and take the steps you have asked us to take before we enter into any agreement (UK GDPR Article 6(1)(b)); and, for the recording itself and for our conflict checks, because we have a legitimate interest in the quality and accuracy of our intake and in identifying conflicts of interest before accepting an appointment (Article 6(1)(f)).
Names of other people. To carry out the conflict check that our professional obligations require, we ask for the names of everyone involved in the dispute. That means we hold limited information about people who have not contacted us. We hold only their name and their role, we obtained it from the person who contacted us, and we use it only to check whether Roger Newby has any prior involvement — including through his separate practice as a vehicle engineering expert witness. This paragraph is the information we are required to give those individuals under UK GDPR Article 14. If you are named in an enquiry and want to know more, please contact us.
Automated decision-making. The assistant does not make any decision that produces legal effects for you or similarly significantly affects you. Every decision about whether to accept an appointment is taken by Roger Newby personally.
Who processes it. The conversation is carried and processed by Telnyx, our communications provider, which also provides the AI assistant and the underlying language model. Data for these services is processed in Germany. Appointment booking uses Calendly. These providers act as our processors under written terms. Enquiry material is never used to train any third party's AI models.
6. How long I keep it
- Enquiries that do not proceed: deleted automatically after six months. This applies to website form submissions and to enquiry correspondence.
- Mediation case files: six years from the date of the mediation, reflecting the limitation period.
- Complaints records: at least three years, per CMC standards.
- Financial records: six years, per HMRC requirements.
7. Where data is held
Data is held in the United Kingdom and the European Economic Area. Where a processor stores data outside the UK, transfers are made under the UK International Data Transfer Agreement or an adequacy decision.
8. Your rights
You have the right to access your data, to have inaccuracies corrected, to request erasure, to restrict or object to processing, and to data portability, in each case subject to the exceptions in the UK GDPR. Requests should go to roger@newbydisputeresolution.com and will be answered within one month.
If you are unhappy with how I have handled your data you may complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
9. Changes
This notice will be updated when practice changes. Material changes will be flagged on this page.
Data controller: Roger Newby t/a Newby Dispute Resolution · ICO registration ZC197605