A list of CIArb subsidiaries relevant to this notice and their activities is set out below.

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1 CHARTERED INSTITUTE OF ARBITRATORS DATA PRIVACY NOTICE INTRODUCTION This data protection notice explains what personal data will be collected by the Chartered Institute of Arbitrators and its subsidiary trading companies (together 'CIArb'), why it will be collected and how it will be processed. This notice provides information about personal data relating to its Customers (also referred to in this notice as 'you'), including: CIArb members and potential members students and potential students subscribers to CIArb e-solver, The Resolver Magazine and The International Journal of Arbitration, Mediation and Dispute Management individual contacts from members, potential members and students and potential students registrants for continuing professional development training courses and/or training courses. A list of CIArb subsidiaries relevant to this notice and their activities is set out below. Please read this notice carefully. You are asked in the membership application form to give consent to CIArb to process your personal data. If you do not give consent, it will be difficult to administer your membership records and provide you with the necessary information about your membership. Please raise your concerns with the Data Protection officer at The application form also asks you to tick the relevant boxes if you wish to agree to receive marketing products and services. If you do not agree to receiving information about our products and services, we will not provide such information. By submitting personal data and sensitive personal data to us, you consent to our collection and use of the information as set out in this Privacy Notice.This notice applies in relation to the protection of data in the Branches and transfers between Branches, within the UK and overseas and information held in the cloud. This notice also applies to the website at and directly associated microsites. Links within our site to non CIArb websites are not covered by this notice. CIArb complies with the Data Protection Act 1998 (the Act). CIArb is the data controller and sole owner of the personal data collected about CIArb Customers. Information will not be sold, shared or transferred except in accordance with this notice. We use up-to-date procedures to keep personal data as safe and secure as possible and to protect against unauthorised access or disclosure or loss. Transmission of data through the internet is not completely secure. Where data is transferred electronically by CIArb, we will do our best to keep the data secure and to try to prevent unauthorised access. The Act gives you the right to access details that we hold about you. We are entitled to charge a small fee to comply with such a request. Details of how to make such a request are set out below. 1

2 WHAT PERSONAL DATA WILL CIArb COLLECT AND WHY? We collect personal data from you when you communicate with us using any media, e.g. , website, application forms etc. We may also collect personal data which relates to you from third parties. We may also have to verify information given by you to CIArb with third parties. We collect information from you if you choose to contact us with an enquiry. The personal information we collect is your name your address your telephone number your status (member, applicant, delegate for a training course, member of the public) Additional information may be provided by you including which topics are of interest to you and such other information as we require too respond to your enquiry. We assume that any information you supply to us is accurate and up-to-date, that you will inform us if any such information requires removal or updating. If you submit a third party's details to us so that they receive communications from us, you must have that third party's permission to do so. If you contact us, we may keep a record of that correspondence. How do we use your personal information? Administration of membership records CIArb will only use your personal data for the purposes set out below. As a membership organisation, we will use your data to provide membership and related services. If we propose to use the data for any other purpose other than that set out in this notice, we will let you know. CIArb will hold personal data relating to its Customers in order to administer membership with CIArb and comply with its legal and regulatory obligations. Details may include name, contact details, qualifications, employment details, membership ID numbers, nationality, date of birth, dates of membership, membership level and details of payments, queries and complaints. Customers may be asked to provide CIArb with details of ethnic origin, in order for CIArb to review/ensure equality of opportunity and respect for diversity. This will be sensitive personal data. If you choose to give it to us, on a voluntary basis, we must keep it confidential and hold it very securely in line with data protection and other relevant legislation. CIArb Calls made to CIArb may be recorded for training, monitoring and record-keeping purposes. Recordings may be used to monitor the quality of the assistance given and to verify the matters discussed. Communications (including marketing) 2

3 CIArb may use your data for the purposes of advertising, marketing and services and public relations in order to provide you with information about our services and goods which, we believe, may be of interest to you. CIArb may also carry out mailings on behalf of third parties (without disclosing your details to such third parties), if we believe that these matters are likely to be relevant and of interest to you. Training and employment Training and examinations: Details of your training, attendance, tuition providers, examination and course results will be used to administer courses and exams and to monitor the pass rates and performance of tuition providers. Continuing professional development (CPD) courses: CIArb offers CPD training courses for its Customers and will need to hold contact details and attendance records in order to administer such courses. Complaints CIArb holds records of enquiries, investigations and complaints relating to its Customers. Such matters may be sensitive and CIArb restricts internal access to information to those teams responsible for investigating and resolving the relevant matters. However, please be aware that disciplinary matters and outcomes may be made public where CIArb determines that is in the public interest. Publications We will use your name, mailing and/or address and payment details in order to manage subscriptions to CIArb s publications, including e-solver, The Resolver Magazine and The International Journal of Arbitration, Mediation and Dispute Management. Endowment Fund Certain additional information may be collected from members and successful applicants who are beneficiaries of the CIArb Endowment Fund. More information on use and disclosure of your data will be provided to you if you apply for the Fund. IP addresses We collect information about the Internet Protocol (IP) addresses of all visitors to our website which helps us monitor the level of activity and the service we provide. An IP address is an identifier for any computing device capable of connecting to the internet on a Transmission Control Protocol/Internet Protocol ( TCP/IP ) network, such as the Internet. Networks use the TCP/IP Protocol to route information based on the IP address of the destination. In other words, an IP address is a number that is automatically assigned to your computer whenever you are surfing the Internet, allowing Internet servers to locate and identify your computer. Computing devices require IP addresses in order for users to communicate on the Internet, browse and shop, and to make sure messages get from one device to another and that the messages are understood. 3

4 HOW WILL CIArb COLLECT YOUR INFORMATION? We will collect data directly from you (for example from membership forms, change of details forms, at fairs and events and via our website). Other information may be collected from third parties e.g. from members of the public who provide information to CIArb in relation to complaints and/or investigations. WHERE WILL YOUR DATA BE HELD? CIArb s main information systems are located within the UK and are maintained in compliance with the Data Protection Act The data will be accessed by CIArb staff who will use and store the data for the purposes listed above and to the extent necessary to provide the relevant services. Upon election to membership members will be allocated to their local branch office. The data will be shared with that local branch to enable the branch to administer the individual s membership. Local records will be maintained (subject to local legislation and appropriate Data Protection safeguards). Branch offices are required to confirm to CIArb that they have effective security arrangements in place to protect the data. Countries with adequate protection If you are a member or potential member based in an EU country, Iceland, Lichtenstein or Norway, your personal data will be transferred to and processed by the relevant branch to enable the branch to administer your membership. The data will be subject to equivalent and adequate protection. The EU Commission has also approved the following countries as providing adequate protection for the transfer of personal data; Andorra, Argentina, Canada, Faroe Islands, Jersey, Guernsey, Isle of Man, Israel, New Zealand, Switzerland and Uruguay. Countries without adequate protection CIArb must advise members or potential members in other countries that their data will be transferred outside of the EEA. Such members are asked to give explicit consent to the transfer on the application form in order that their membership records may be properly administered. WILL YOUR DATA BE DISCLOSED TO ANY THIRD PARTIES? CIArb uses a number of third-party service providers in order to carry out the activities described above, for example, to send you mailings or operate or administer exams. CIArb requires such service providers to use your personal data only for the purpose of the relevant service and to keep the data secure. Tuition providers where you have provided them with your consent to register you for a course. CIArb may disclose your personal data to its professional advisers, legal authorities or other third parties in order to investigate complaints and disciplinary matters, to exercise or defend its legal rights or otherwise where required by law. 4

5 Data available to the public CIArb publishes an online public directory of members, details of which include your name, country of residence, grade and (if applicable) any CIArb panel memberships. If you do not wish your details to be included in the online public directory of members, please write to the address below asking that your details not be included. Branches outside the EEA may access this data and will comply with any restrictions on access to or use of the information on the register. HOW LONG WILL CIArb RETAIN YOUR DATA? CIArb will retain your details for as long as necessary, for the purposes listed above. CIArb is not permitted under the Data Protection Act 1998 to keep data for any longer than is necessary. Data will be held, archived or deleted securely (when it is no longer required) in accordance with the data retention/destruction policy. After your relationship with CIArb has ended, CIArb may retain certain records for legitimate reasons, including to resolve any potential disputes, marketing, and cross-check against future membership applications and to comply with other reporting and retention obligations. In general, the maximum period for which data may be retained is 6 years. All records will be archived upon the notification of the death of a member so that no further communications are sent to the member s address. COOKIES Cookies are small text files that are placed on your computer s hard drive by websites that you visit. Cookies help to make websites work and also provide information about how users interact with our website. The information is used to help us to improve your experience with our website. Some of the cookies we use are essential for parts of the site to operate. We may use cookies to remember personal settings you've chosen at our website. We will not use cookies to collect information that identifies you personally, for any other reason. The law about cookies changed in May Websites must get your agreement before they set certain types of cookies on your computer or handheld advice. We have set out below information about the cookies that we may set on your browser. COOKIES SET BY CIArb.org All cookies are created on first page load and remain persistent throughout the site visit. The cookies created by the CIArb website (www.ciarb.org) and stored on the users browser are used for ASP.NET, Google Analytics, Sitefinity and a custom cookie created for the site. The Sitefinity cookies are only present for logged in users, and not users that are browsing the sections of the site for registered users and members. The table below details the cookies we use and why: 5

6 COOKIE NAME PURPOSE Present for non-logged in users MORE INFORMATION ASP.NET ASP.NET_SessionI d This cookie is essential for site functionality and is used to store and retrieve values for a user as they navigate the site. It is held temporarily in memory and is deleted when the browser is closed. support.microsoft.com Google Analytics _ga _gat _utma _utmz These cookies are used to collect information about how visitors use our site. Google Analytics collects anonymous information such as pages you visit on this site, the browser and operating system you use and time spent viewing pages. The purpose of this information is to help us improve the site for future visitors. Click here for an overview of privacy at Google Custom Cookie cb-enabled This cookie records whether the user has accepted the cookie policy for the site. Once the user has accepted the policy, the value of the cookie changes and the cookie policy bar at the top of the site is hidden. Custom Cookie Individual Membership Application StudentMembershi p Application These cookies store a unique ID that relates to the data the user has entered whilst proceeding through the Membership Application process. The purpose of these cookies is to allow a user to return to the process at the same point as they left it, if they are unable to complete it in one go. Sitefinity.SFROLESbuildciarb FedAuth FedAuth1 SF-TokenId These cookies are essential to access the secure area of the CIArb website. Without these cookies access to the secure area is not possible. They contain information regarding whether the user has logged in, and unique ids which allows Sitefinity to track what the user is doing. It should also be noted that without these cookies access to the Sitefinity administration area will not work either. No THIRD - PARTY COOKIES We use a number of services to provide us with information on the use of our website, and to provide you with relevant advertising. If you access other websites using the links provided, the operators of these websites may collect personal information from you. Please note that these websites are outside of our control and are not covered by this Privacy Notice. 6

7 LINKS TO THIRD PARTY SITES While we take all reasonable precautions to make sure that other organisations with whom we deal with have good security practices, we are not responsible for the privacy practices of those organisations whose website may be linked to our service. DO I HAVE TO GIVE CONSENT TO STORE COOKIES? You are not obliged to give consent to CIArb to store a cookie on your device. FREEDOM OF INFORMATION ACT 2000 (FOIA) CIArb is not listed as a 'public body' for the purposes of the FOIA and therefore is not under a duty to comply with the provisions of the FOIA. HOW TO ACCESS OR UPDATE YOUR DETAILS You have certain rights in relation to your personal data held by CIArb including: the right to access a copy of such personal data (commonly referred to as a 'subject access request'). Please note that a 10 charge (referred to as the 'Fee') applies for this service. If you wish to access a copy of your personal data, please submit your request, together with the Fee, to the Data Protection Officer in writing to the following address: Data Protection Officer CIArb 12 Bloomsbury Square London WC1A 2LP The Data Protection Officer may contact you if (s)he requires confirmation of your identity or further information about the data requested which may assist CIArb to locate your personal data before complying with your request. In certain circumstances, you may also have the right to object to CIArb using your personal data or to request that your personal data is rectified or erased. These rights are subject to certain exemptions which may apply, for example, in relation to some professional conduct matters. Please note that it is your responsibility to inform CIArb of any change to your contact details and to keep CIArb informed of which courses you have attended to satisfy ongoing CPD requirements. CIArb s subsidiary trading companies 1. Arbitration Services Limited, the provision of training and education in all areas of arbitration. 2. The City Disputes Panel Limited, the provision of creating and supplying bespoke conflict management and dispute resolution solutions Bloomsbury Square Limited, the provision of meeting rooms for hire. Version 1 March

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