Privacy Notice

Privacy and Confidentiality Notice

Alex Hoy | Accredited Mediator

Last updated: 6 November 2026

1. Purpose of this notice

I am Alexander Hoy, an independent mediator accredited under the Australian Mediator and Dispute Resolution Accreditation Standards (AMDRAS).

I am committed to protecting the privacy and confidentiality of individuals who enquire about or participate in my mediation services.

This notice explains how personal information is collected, used, stored, disclosed and deleted, including where electronic communication, cloud storage and artificial intelligence (AI) tools are used.

My professional obligations include maintaining confidentiality and reasonable data protection in accordance with clause 61.3 of the AMDRAS Standards and clause 5.1 of the AMDRAS Code of Ethics (Appendix 3).

2. Information collected

Depending on the circumstances, I may collect:

Names, contact details and other identifying information.
Information about a dispute and the parties involved.
Information relevant to assessing the suitability of mediation.
Documents voluntarily provided by participants.
Administrative and payment information.
Notes, transcripts or summaries created during the mediation process, where applicable.
Technical information collected through my website, including information about website usage.

I collect information for the purposes of assessing, preparing for and conducting mediation, communicating with participants and meeting relevant professional obligations.

Participants are encouraged to provide only information reasonably necessary for these purposes.

3. Confidentiality of mediation

In accordance with clause 61.3(c) and Appendix 4, Table 2, item 3 of the AMDRAS Standards, I respect the confidentiality arrangements agreed with mediation participants.

Information provided during mediation will be treated as confidential, subject to the agreed mediation arrangements and applicable legal and professional obligations.

Confidential information may be disclosed in circumstances recognised by the AMDRAS Standards, including:

With the appropriate consent of the participant to whom confidentiality is owed.
Where disclosure is required by law.
Where disclosure is permitted by applicable ethical obligations.
Where reasonably necessary to address a threat to human life or safety.
Where appropriately de-identified information is used for legitimate professional purposes permitted by the Standards.

Before any separate or private mediation session, I will explain the confidentiality arrangements applying to information disclosed during that session, consistent with Appendix 4, Table 2, item 3(c).

Information disclosed privately by one participant will not ordinarily be shared with another participant without permission, subject to the agreed process and applicable obligations.

4. Use of personal information

Personal information may be used to:

Respond to enquiries and arrange mediation.
Assess suitability and identify potential conflicts of interest.
Communicate with participants and their authorised representatives.
Prepare for and conduct mediation.
Prepare records of agreed outcomes and other documents authorised by participants.
Meet accounting, insurance, legal and professional obligations.

Information obtained through mediation will not be used for unrelated marketing without consent.

In accordance with Appendix 3, clause 3.2 of the AMDRAS Code of Ethics, information obtained through mediation will not be used for improper personal gain.

5. Third-party software and privacy policies

In providing mediation services, I use or may use third-party software to manage enquiries, communicate with participants, conduct online meetings, prepare documents and store professional records.

Depending on the service and its configuration, personal information may be processed or stored by external technology providers, including providers operating outside Australia.

The principal software services relevant to my practice are outlined below.

5.1 Squarespace — website and enquiries

My website, alexhoymediation.com, is hosted by Squarespace.

Squarespace may process information submitted through website enquiry forms, together with technical information associated with website visits, such as IP addresses, browser information and website activity.

Squarespace may use cookies and similar technologies for website functionality, security and analytics.

5.2 Zoom — online mediation

Online mediation sessions may be conducted using Zoom.

Zoom may process participant names, meeting information, audio, video, chat messages and other information necessary to provide its services.

Where Zoom AI Companion is enabled with participant consent, meeting information may also be processed to generate transcripts or summaries.

5.3 Goodnotes — mediation notes

I may use Goodnotes to prepare, organise and manage handwritten or electronic notes.

Depending on the features enabled, notes may be stored locally, synchronised through iCloud or backed up using Goodnotes Cloud or another configured service.

Goodnotes Privacy Policy

5.4 Adobe Acrobat — documents and electronic signatures

I may use Adobe Acrobat to review, edit, prepare and exchange PDF documents, including mediation agreements and records of outcomes.

Where Adobe cloud services, document sharing or electronic signature features are used, information contained in those documents may be processed or stored by Adobe or its service providers.

5.5 Apple and iCloud — devices, storage and backups

I may use Apple devices and iCloud services to manage documents, correspondence, notes and other professional information.

Where iCloud synchronisation or backup is enabled, relevant information may be transferred to Apple's cloud infrastructure.

5.6 Email, calendars and other administrative services

Email, calendar, payment and other administrative services may also process personal information necessary for correspondence, scheduling, invoicing and record-keeping.

Information disclosed to these providers will be limited, where reasonably practicable, to what is necessary for the relevant purpose.

Additional information about the services used to handle an individual's information may be requested using the contact details below.

5.7 Responsibility for confidentiality

Links to third-party privacy policies are provided for transparency. These policies explain the relevant providers' practices but do not replace my own professional obligations.

I remain responsible for taking reasonable steps to protect confidential mediation information handled through these services.

These responsibilities reflect Appendix 3, clause 5.1 and Appendix 4, Table 2, item 3 of the AMDRAS Standards.

6. AI-assisted transcription and note-taking

I may propose using Zoom AI Companion or another suitable AI-assisted service to prepare working notes, transcripts or summaries of mediation sessions.

These tools may process spoken information, including personal or confidential information disclosed during mediation.

AI-assisted transcription or note-taking will only be activated after all relevant participants have provided express, informed consent.

Before consent is requested, I will explain:

The technology proposed and its purpose.
Whether audio, text or both will be processed.
Whether information will be processed by an external provider.
Relevant overseas processing or storage arrangements.
How temporary transcripts, recordings and AI-generated materials will be managed.

Participants may decline or withdraw consent without affecting their ability to participate in mediation.

If consent is withdrawn, AI-assisted processing will be discontinued as soon as practicable.

AI-generated transcripts and summaries may contain inaccuracies or omissions. They will be treated as working aids rather than authoritative records of statements or agreements.

I remain responsible for reviewing material used in preparing mediation documents.

This approach supports participant self-determination and informed decision-making under clauses 61.3(b) and 61.3(d) of the AMDRAS Standards.

7. Recording, retention and deletion

Mediation sessions will not routinely be retained as audio or video recordings.

Where AI-assisted transcription or note-taking is used, temporary transcripts and summaries under my control will ordinarily be deleted on the day of the mediation, unless retention is necessary for an agreed purpose or applicable professional or legal obligations.

Deletion from my devices or accounts may not immediately remove information retained by third-party providers or their backup systems.

Records reasonably necessary for legal, administrative, insurance or professional purposes may be retained securely for an appropriate period.

In accordance with Appendix 4, Table 2, item 3(e)–(f) of the AMDRAS Standards, confidentiality must be preserved when storing or disposing of written and electronic mediation records.

8. Storage and security

I take reasonable measures to protect personal information against unauthorised access, loss, misuse and disclosure.

These measures may include:

Password-protected devices and accounts.
Restricted access to mediation records.
Secure electronic storage.
Appropriate deletion and disposal procedures.
Reviewing the privacy and security arrangements of third-party technology providers.
Limiting the collection and retention of unnecessary information.

These practices are intended to give effect to the confidentiality and data protection obligations in Appendix 3, clause 5.1 of the AMDRAS Code of Ethics.

9. Access to and correction of information

Individuals may request access to, or correction of, personal information held about them.

Requests will be considered in accordance with applicable law, professional confidentiality obligations and the rights of other mediation participants.

Access to mediation records may be restricted where disclosure would compromise another participant's confidentiality or conflict with applicable obligations.

10. Privacy concerns and complaints

Questions or concerns about the collection, use, storage or disclosure of personal information may be directed to me using the contact details below.

In accordance with clause 61.3(h) of the AMDRAS Standards and clause 7 of the AMDRAS Code of Ethics, participants will be informed about available feedback and complaints procedures.

Independent complaints

Participants may raise concerns about my professional conduct through my AMDRAS Recognised Accreditation Provider (RAP), including where they do not wish to raise the matter directly with me.

Recognised Accreditation Provider: Resolution Institute https://resolution.institute/web/default.aspx

Accreditation provider details may also be identified through the AMDRAS National Register.

Under clause 66.2 of the AMDRAS Standards, Recognised Providers must maintain appropriate complaints-handling processes.

The AMDRAS Board may also consider complaints concerning the adequacy of a Recognised Provider's complaints-handling processes under clause 81.

Contact the AMDRAS Board

Email: [email protected]

The Board's role is distinct from the ordinary first-instance handling of complaints about individual mediators by their Recognised Accreditation Providers.

11. Contact details

Alex Hoy
Accredited Mediator

Website: https://alexhoymediation.com