Privacy Policy

Privacy Policy for the Hong Kong Arbitration Centre

Introduction

The Hong Kong International Arbitration Centre ("HKIAC") performs dispute resolution services, specialising in arbitration, mediation, adjudication and domain name dispute resolution.

In carrying out its work, HKIAC may from time to time collect and process personal data (as defined under the Personal Data (Privacy) Ordinance, Cap. 486 (the "Ordinance").

HKIAC respects your personal data and privacy, and is committed to fully implementing and complying with the data protection principles and all applicable provisions under the Ordinance. In doing so, we are equally committed to ensuring our staff and agents comply with industry best practices in relation to information security from time to time.

When we collect personal data from individuals, we will provide them with a Personal Information Collection Statement ("PICS") on or before the collection in an appropriate format and manner (e.g. in the same paper form or web page that collects the personal data, or in a notice posted up at the relevant areas of the event space where personal data is being collected).

Statement of Practices

Kinds of Personal Data Held

The following broad categories of personal data are held by HKIAC. These are:

Personal data and contact details provided to HKIAC from individuals applying to join HKIAC panels of dispute resolution professionals, work with the HKIAC, participate in HKIAC activities and events (including photos taken of attendees during such activities and events), subscribe to any updates that HKIAC may provide, referrals to HKIAC Secretariat, enquiries from the public, etc;
Committee member records, which include personal details, job roles and contact details for members of HKIAC committees and related committees, with which HKIAC may be affiliated.
Personal details provided in the course of providing dispute resolution and related services, including passport and visa information, financial information, eg relating to payments;
Records collected on webservers, which include email addresses (which constitute personal data to the extent the addresses can be used to identify an individual) supplied by persons while making submissions through any forms on HKIAC’s official websites.

Please note that the circumstances in which you provide personal data to HKIAC as set out above are not exhaustive, and may be subject to change from time to time.

Information Collected When You Visit Our Website

Use of cookies - We may use essential cookies to make our site work. Essential cookies enable core functionality such as security, network management, and accessibility. You may disable these essential cookies by changing your browser settings, but this may affect how the website functions.

Collection of Information - We receive, collect and store any information you enter on our website or provide us with in any other way. In addition, we may collect the Internet Protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We may also collect personally identifiable information (including name, email); comments, feedback etc.

Purpose and Use of Personal Data

Personal data is kept for the purpose of carrying out HKIAC’s services. In particular, for the purposes of:

administering disputes resolution services;
responding to inquiries and requests;
performing business and operational matters;
sending invitations, newsletters and publications.

We may use your personal data to send you direct marketing (by email, text message, telephone or post) about our events, special membership benefits/offers and/or services. We will always treat your Personal Data with respect and will not sell or share it with other organisations for direct marketing purposes. You have the right to opt-out of receiving such marketing updates at any time by contacting the HKIAC Secretariat at events@hkiac.org

HKIAC may when necessary provide to or receive personal data from organisations who work in conjunction with HKIAC’s, e.g. law firms and law organisations. You may then be subject to the third parties' privacy policy when signing up to our co-host events. If you are such an organisation, you shall keep all personal data you receive from us confidential, also properly secure the consent of the data subjects whose personal data you provide us with, including for the collection of their personal data and the transfer of the personal data to us. You shall indemnify us and hold us harmless from and against any losses that we may suffer if you fail to comply with the aforementioned.

Protection Measures

HKIAC takes appropriate steps to protect the personal data we hold against loss, unauthorised access, use, modification or disclosure. We also restrict access to such personal data to relevant HKIAC personnel on a "need-to-know" basis.

Retention of Personal Data

HKIAC maintains and executes retention policies of records containing personal data to ensure personal data is not kept longer than is necessary for the fulfilment of the purpose for which the data is or is to be used. Different retention periods apply to the various kinds of personal data collected and held by HKIAC in accordance with policies in standing instructions and administration manuals.

Disclosure of Personal Data

The personal data collected is used only for purposes directly related to the discharge of HKIAC’s work and as described in this Privacy Policy. As such, we generally do not disclose personal data to third parties.

We may however disclose your personal data: (i) to third parties in order to respond to or address your requests and/or as may be directed or consented by you (e.g. when you join a HKIAC event co-hosted or sponsored by a third party law firm), (ii) to third party service providers to help maintain and operate HKIAC’s IT systems, (iii) if required to do so by law, or (iv) as requested to do so by any governmental or law enforcement agency.

When contracting with third party service providers and/or transferring personal data to a different jurisdiction, HKIAC will take appropriate steps to ensure that there is adequate protection in place and that the data protection principles are adhered to.

Data Access and Correction

You should make your data access request to the HKIAC Administrator by email to adr@hkiac.org.

When handling a data access or correction request, HKIAC will check the identity of the requester to ensure that he/she is the person legally entitled to make the data access or correction request.

Links to Other Websites

We sometimes provide you with links to other websites, but these websites are not under our control. We will not be liable to you for any issues arising in connection with their use of your personal data, the website content or the services offered to you by these websites.

We recommend that you check the privacy policy and terms and conditions on each website to see how each third party will process your information and if you have any concerns on any of the other websites, you should not provide your personal data.

Outsourcing Arrangements

HKIAC may engage, from time to time, third-party service providers to help maintain and operate its IT systems, including hosting of its website. Such third-party service providers may collect, store and process certain personal data on the HKIAC website but are bound by contractual terms to do so solely on HKIAC’s behalf and at HKIAC’s direction.