Arbitration Place is committed to ensuring the security and protection of your personal information, and that we comply with various applicable regulations around the world that govern the collection and processing of Personal Data.

This Privacy Policy explains how Arbitration Place collects, uses and discloses personal information concerning its clients and other individuals ("you"), and the available choices you have with regard to your personal information. This Privacy Policy applies to information collected, used or disclosed by Arbitration Place when you use or access our website, products or services, subscribe to our newsletters, including when you attend an Arbitration Place event or otherwise interact with us.

We may amend this Privacy Policy from time to time. If we make any changes, we will post the amended Policy on our website and will revise the date at the top of this Privacy Policy. If we need your consent, we will seek your permission in advance.

If you use Arbitration Place Services and have an agreement with Arbitration Place, then the terms of that agreement between you and Arbitration Place supersede the Privacy Notice where the terms overlap.

What Data Do We Collect?

Personal data is any information about an individual from which that person can be identified but does not include business contact information such as your name, title or position, telephone or facsimile number. The type of information we may collect about you includes information relevant to the provision of virtual hearing services on your behalf and other incidental information concerning you or other individuals such as witnesses, adverse parties, employees, directors, officers, individuals, clients or other parties who are individuals, and any other information that you choose to provide to Arbitration Place.

Arbitration Place collects the following data:

• identity and contact information including name, phone number, email address, educational or professional background, job title and function and other personal data concerning your preferences relevant to our services;
• financial information including payment card number, payment card expiry date, banking information and other related billing information;
• identification and other background verification information or evidence of source of funds to comply with anti-money laundering laws and collected as part of client acceptance and ongoing monitoring procedures;
• business information including information provided voluntarily by you or your organization in the course of contracting for services with Arbitration Place or for demos of our services;
• information relevant to the provision of services, including personal data relevant to litigation, mediation and arbitration proceedings;
• profile and usage data, including your preferences in receiving marketing information from us;
• when we use cookies, in line with cookie consent, server logs and other similar technologies preferences and settings in your browser (for more information on how we use cookies please see our Cookie Notice);
• physical access data, relating to details of your visits to our physical premises in order to comply with local regulations; and
• personal data provided to us by or on behalf of our clients about you, directly or indirectly, and may include special categories of data. We will process this data for legal or regulatory purposes or where you have provided us with information which is necessary for a specific service we are providing to you.

 

How Do We Collect Your Data?

We will not collect personal information indiscriminately. We limit the amount and type of information we collect to that necessary to fulfill the purposes we have identified to you, or as otherwise permitted or required by law. We collect data and use personal data when you:

• register online for a webinar;
• complete a booking form or inquiry or otherwise interact with our website and other online platforms;
• apply for a job position;
• when you correspond with us by phone, email, other electronic means, in writing or verbally with our employees and contractors;
• contract with us to provide services such as court reporting, virtual hearing services, conference room bookings, demos, arbitral secretary services and other related services;
• when you or your organization offer to provide, or provides, services to us; and
• when your personal data is provided to us by an existing client because your personal data forms part of a legal proceeding.

When possible, we will collect personal information from you directly. However, to provide services to clients, we may also collect personal information through outside sources such as government agencies or institutions, employment or other references, employers and service provides. If you do not provide personal data necessary to perform services requested by you or as required by law, we may be precluded from providing services to you. We will not, as a condition of supplying a service, require you to consent to the collection, use or disclosure of your personal information beyond that required to enable us to provide the services requested.

 

Purpose For Which Your Information Is Collected

Arbitration Place uses your personal data for a number of reasons:

• to provide services such as court reporting, virtual hearing services, conference room bookings, demos, arbitral secretary services and other related services;
• to establish and manage client relationships, including keeping records about business contacts, services and payments so we can customize our offering for you;
• to share personal information with third parties for the purpose of providing services in the context of legal proceedings, including court hearings, litigation, arbitrations, mediations, and other proceedings. Such third parties may include court reporters, contractors, witnesses, counsel, courts, arbitrators, other decision-makers and suppliers;
• administrative, management and business purposes such as billing and accounting;
• for data analytics, market research, evaluating client service and satisfaction and to develop and manage Arbitration Place’s business and operations;
• to consider individuals for employment with Arbitration Place;
• to provide security to our offices and other premises (normally collecting your name and contact details on entry to the building);
• to send you newsletters about our services or about business updates that we think would interest you. We regularly distribute bulletins, updates or publications to people on our mailing lists, who can elect to receive materials. We typically distribute such material b \y email and other forms of electronic messages. At any time, you may change your preferences or unsubscribe from our mailing lists. As Arbitration Place has offices in Toronto and Ottawa, we may share personal information between offices to perform services or for marketing purposes;
• if you send personal information through our website, we will use it to address website use and traffic, and to respond to your feedback, questions or comments; and
• as necessary to comply with legal or regulatory obligations: for example, anti-money laundering, sanctions screening and other crime prevention and detection laws, or disclosure to law enforcement.

 

Limited Collection, Use and Disclosure

We collect personal information necessary to fulfill the purposes identified to you, through fair and lawful means and, wherever appropriate, directly from the individual. We limit the amount of personal information we collect, use or disclose wherever possible. We will not use or disclose your personal information for purposes other than those for which it was collected, except with your consent or as permitted or required by applicable law. We limit personal information we collect and use for business development purposes and webinars to contact information and preferences provided by the individual.

 

Consent

By providing us with your personal information, you consent to the collection, use and disclose of that information as described in this Privacy Policy. If you provide us with the personal information of another individual, you represent and warrant that you have the authority to do so, including where applicable that you have obtained the necessary consent of the other person for us to collect, use and/or disclose their personal information.

 

Service Providers

Where Arbitration Place enters into arrangements with service providers, agents and contractors to provide document storage services, office services and data processing of personal information, our policy is to ensure these parties provide comparable privacy protection while the information is processed or handled by them. Your personal information may be processed, accessed and/or stored in Canada or another jurisdiction, and will be subject to the laws of that jurisdiction.

 

Safeguards

We protect personal information in our files and document management systems from loss, misuse, unauthorized access and alteration by using physically secure facilities, password protection, standard security practices and tools and internal policies and procedures.

 

Access to Your Personal Information

You may request to view your personal information by contacting Arbitration Place’s Privacy Compliance Officer, whose postal and email addresses are provided at the end of this Policy. You can request that corrections be made where you can show that the information we possess is inaccurate. Under certain circumstances, you may not be permitted access to personal information, for example where solicitor-client privilege or litigation privilege applies, or where the disclosure would cause security, legal or confidentiality concerns.

 

Retention of Information

Arbitration Place will keep personal data in order to fulfil the purposes we collected it for, including to provide services and to deal with claims. We will retain your information as necessary to comply with legal, accounting or regulatory requirements. . Arbitration Place may also be subject to legislative requirements regarding the retention of certain types of information.

 

Data Security

Taking into account the costs of implementation and the nature, scope, context and purposes of processing as well as the risk of varying likelihood and severity for the rights and freedoms of natural persons, we implement appropriate technical and organizational measures to ensure a level of security appropriate to the risk.

 

Direct Marketing

We may use the information you give us on our website or other means for direct marketing purposes to provide emails, newsletters or other messages to keep you informed of legal and business developments and of our services including events that we think may interest you.

You can opt-out of receiving direct marketing from us at any time. You can do this by following the instructions to unsubscribe in the marketing emails we send to you or by contacting our Privacy Compliance Officer.

 

Links to Third Party Websites

Our website, newsletters, email updates and other communications may contain links to other websites. The personal data that you provide through these websites is not subject to Arbitration Place’s Privacy Policy and the treatment of your personal data by such websites is not our responsibility. If you follow a link to any other websites, please note that these websites have their own privacy notices which will set out how your information is collected and processed when visiting those sites.

 

International Transfers of Data

If you are located in the European Economic Area (EEA), the European Free Trade Area (EFTA) or the United Kingdom, you have certain rights in relation to your information. The availability of these rights and the ways in which you can use them are set out below in more detail. Data transfers with respect to service delivery by Arbitration Place to your jurisdiction may be subject to additional data protection clauses, such as Standard Contract Clauses (SCCs) incorporated into an agreement you may have with Arbitration Place.

Some of these rights only apply in certain circumstances. If you would like to exercise, or discuss, any of these rights, please contact Arbitration Place’s Privacy Compliance Officer, in writing, whose postal and email addresses are provided at the end of this Policy.

• Access – you are entitled to request Arbitration Place if we are processing your data and, if we are, you can request access to your personal data. This enables you to receive a copy of the personal data we hold about you and certain other information about it.
• Correction – you are entitled to request that any incomplete or inaccurate personal information we hold about you is corrected.
• Erasure – you are entitled to request Arbitration Place delete or remove your personal data, under certain conditions. There are certain exceptions where we may refuse a request for erasure, for example, where the personal data is required for compliance with law or in connection with claims.
• Restriction – you are to request that Arbitration Place suspend the processing of certain of your personal data, for example if you want us to establish its accuracy or the reason for processing it.
• Objection – where we are processing your personal data based on a legitimate interest (or those of a third party) you may challenge this. However, we may be entitled to continue processing your information. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Data portability – you may request that Arbitration Place transfer certain of your personal data to another organization, or directly to you, under certain circumstances.
• Automated decisions - you may contest any automated decision made about you where this has a legal or similar significant effect and ask for it to be reconsidered.
• Consent – where we are processing personal data with consent, you can withdraw your consent.

You have a right to lodge a complaint with the data protection supervisory authority, in the particular Member State of the European Union where you are habitually resident or where an alleged infringement of Data Protection law has taken place. In the UK you can make a complaint to the Information Commissioner’s Office (Tel: 0303 123 1113 or at www.ico.org.uk).

 

Cookies

A cookie is a small piece of data that websites that you visit ask your browser to store on your device (such as your computer or smartphone) in order to remember information about you, your preference or your device information when you return to it.

We use cookies that identify your browser. They collect and store information when you visit our website about how you use it through which it is possible to record your use of the website, as well as provide you with a better service and experience when browsing and for analytics. The personal data we collect through these technologies will also be used to manage your session.

The types of cookies we use are necessary cookies and statistic/performance cookies. Necessary cookies are required for the operation of our website and use of its features, and therefore cannot be switched off in our systems. The information collected relates to the operation of our website (e.g. website scripting language and security tokens) and enables us to provide you with the service you have requested. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personal data. Statistic/performance cookies are optional and are used to collect information on how visitors interact with our website websites, for example which pages they visit most often, whether they receive any error messages and how they arrived at our website. Information collected by these cookies is used only to improve the use of our website by our visitors. These cookies are sometimes placed by third party providers of web traffic and analysis services. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when people have visited our site and will not be able to monitor its performance.

If you prefer not to accept cookies, you can set your internet browser to notify you when your computer is receiving a cookie or to refuse cookies automatically. To readjust your Internet browser’s cookie options, please refer to the instruction documentation of your particular browser or seek online assistance.

 

Inquiries and Contact

If you have any questions about Arbitration Place’s use of your personal data or about this Policy, please contact Arbitration Place’s Privacy Officer at:

Email: privacy@arbitrationplace.com
Post: Privacy Officer
Arbitration Place
333 Bay Street, Suite 900
Toronto, Ontario M5H 2R2