ICC Data Privacy Notice for ICC Dispute Resolution Proceedings

I. Purpose of this Privacy Notice

This privacy notice describes how the International Chamber of Commerce collects and processes personal data as data controller in the context of the dispute resolution services and activities, performed by the International Court of Arbitration (the “Court”) and its Secretariat, the ICC International Centre for ADR and its Standing Committee (hereafter “ICC,” “we”, “us”) under the ICC Arbitration Rules, ICC Mediation Rules, other rules and similar dispute resolution proceedings (“ICC Proceedings”).

ICC Proceedings may finally determine the rights and interests of persons (both individuals and companies), and those proceedings therefore must be undertaken fairly and impartially. While ICC is not the decision maker, ICC plays an important role in ensuring that justice is served in ICC Proceedings, and that the parties’ fundamental procedural rights are adequately safeguarded. An important part of this role, which is in the public’s interest, is to ensure that international arbitration, of which ICC Proceedings are an important part, remains a trusted means of deciding disputes. By providing transparent information about ICC Proceedings, parties, potential parties and the public are informed about how justice is rendered in ICC Proceedings, allowing those proceedings to be more efficient and the decisions improved.

The conduct of ICC Proceedings requires the processing of personal data relating to actual or potential arbitrators, mediators, expert determiners, dispute board members, and individuals with similar functions (“Neutrals”), administrative secretaries, members of the Court and of National Committees and Groups, as well as the parties, their legal representatives, witnesses, and all other individuals that may be identified or identifiable in any data that is processed by ICC in the context of actual or potential ICC Proceedings (collectively “Data Subjects”).

ICC acts as a controller of  personal data for some of its activities and services in the context of ICC Proceedings. You should also be aware that in the context of an ICC Proceeding, others may also act as data controllers, including, for example, the parties, their representatives, and the Neutrals. ICC is the responsible entity for the data processing activities that it undertakes as an institution as described in this Notice, but not for the activities undertaken by other data controllers in the context of ICC Proceedings and their activities are not the subject of this Notice.

Please note that where you provide any personal data relating to third parties with whom we have no direct relationship in the context of an ICC proceeding, it is your duty to provide them with adequate notice that their data is being processed by ICC and other data controllers for the purposes described in this Notice.

This Privacy Notice is not intended to override any other privacy related orders or notices that may be issued in the context of ICC Proceedings or that we may provide you in specific circumstances. This Notice applies to the conduct of ICC in ICC Proceedings only. The International Chamber of Commerce’s general privacy notice can be found here.

This Notice is effective as of the date indicated at the end of this Notice.  A link to this notice will be provided in communications during ICC Proceedings.  If we make material changes to this Privacy Notice, we will indicate this in the footer and update this Notice on our website with a changed date.

If you have any questions about this Notice, how we treat your personal data, or wish to exercise any of your data subject rights, you can contact us at the details found at the end of this Notice.

II. Categories of Personal Data Processed

Depending on the circumstances, we may receive the following information about you:

Neutrals, Members of the ICC Court, Members of the Standing Committee, Members of the National Committees and Groups

Parties (including in-house counsel and recipient of a power in the company) 

Legal Representatives (external counsel)

Fact and Expert Witnesses

Other Individuals (including Personal Data Contained in Submissions or Evidence)

III. Use of your personal information

Although ICC does not itself resolve disputes, ICC administers ICC Proceedings and is required to collect and process personal data when undertaking its responsibilities as an institution in line with the principal missions of ICC, which are in the public’s interest, namely (1) administering ICC Proceedings in accordance to the applicable rules and the parties’ legitimate interests in resolving the dispute between them, and the parties’ and ICC’s interests in ensuring that the arbitral process operates efficiently and expeditiously and that the rights of the parties are respected; and (2) providing the parties, potential parties and the public with transparent information about ICC Proceedings. Below we describe how and why we may use your personal data and the lawful basis on which we do so, keeping in mind the important role that ICC Proceedings play in the administration of justice.

Use of Personal Data in relation to ICC Proceedings

Depending on the circumstances in which we process your personal data, we may use your personal data in the following ways and on the legal bases described below:

Neutrals, Members of the ICC Court, Members of the Standing Committee, Members of the National Committees and Groups

Parties or Potential Parties (including in-house counsel and party representatives)

Legal Representatives

Expert and Fact Witnesses

Other Individuals

B. Transparency about ICC Procedures 

In addition to the use of personal data during the arbitral procedure, ICC also makes certain information about ICC Procedures publicly available in the interest of providing the parties, potential parties, Neutrals, and the public with transparent information about the way that ICC cases are administered.

Awards 

Starting in 2021, ICC will publish ICC awards and procedural orders online. In advance of publication, ICC provides parties with specific notice and an opportunity to object to publication or to agree to the modalities of publication, and unnecessary personal data will be anonymised or otherwise pseudonymised where necessary to protect the personal data. ICC processes this personal data based on legitimate interests of parties, potential parties, Neutrals and the public in accessing transparent information about ICC Procedures to assist them in their decision making, in pursuing their legitimate interests and parties’ fundamental procedural rights through arbitration and the rendering of high quality awards.

ICC also enters and stores awards, procedural orders, terms of reference, and decisions of the Court into a documentary database (the “database”). ICC staff uses the database to improve the quality of its decision making and to ensure the efficient operation of the proceedings and it may also be used by ICC and third-party researchers for scientific or historical research, including predictive trends in arbitration to the extent permitted by law, or statistical purposes.  This data is processed based on the legitimate interests of the parties, potential parties, Neutrals, and the public in consistent high-quality decision making and in academic research and writing about ICC Proceedings in order to improve the process to the benefit of all those who are impacted by ICC Proceedings.

Statistics about Parties, Legal Repesentatives, Neutrals and Administrative Secretaries

ICC uses personal data in order to produce and publish statistics about the parties, legal representatives, Neutrals and Administrative Secretaries in ICC Proceedings. Statistics are anonymized except when ICC communicates to National Committees and Groups the list of arbitrators appointed with the nationality of the respective Committee or residency in that Group’s territory. ICC processes this personal data based on ICC legitimate interests in providing parties, potential parties, Neutrals, Administrative Secretaries, National Committees and Groups and the public transparent information to contribute to a better understanding of ICC Proceedings and to promote diversity in the appointment of Neutrals.

Publishing Names of Neutrals and Administrative Secretaries

After providing Neutrals and Administrative Secretaries with specific notice, ICC publishes the names of Neutrals and Administrative Secretaries in ICC Proceedings on the ICC’s principle website.  When the arbitrator completes a profile form in ICC Case Connect, it can be consulted by users of the plateform. ICC processes this personal data based on the legitimate interests of parties, potential parties, Neutrals, Administrative Secretaries and the public in accessing transparent information about ICC Procedures to assist them in their decision making and in pursuing their legitimate interests and parties’ fundamental procedural rights through arbitration.

Evaluation Forms

At the end of the proceedings, parties, their representatives, and Neutrals are invited to complete evaluation forms. ICC processes this personal data based on ICC’s interests in improving the functioning of ICC procedures and on the legitimate interests of the parties, potential parties and the public in ensuring that ICC Proceedings operate efficiently and expeditiously.

IV. Recipients of Personal Data

Depending on the circumstances in which we handle your personal data, we may share it with the following people, as necessary for furthering the parties’ legitimate interests in resolving the dispute between them, and the parties’ and ICC’s interests in ensuring that ICC Proceedings operate efficiently and expeditiously and that the rights of the parties are respected, or as otherwise set forth below:

V. Transfer of Personal Data to Third Countries

As an international institution, ICC may be required to transfer and process personal data outside of the European Union (EU) or of the European Economic Area (EEA) to/in countries which may have different data protection laws in place.

This means that we may transfer your personal data outside the EU and EEA in connection with the administration of ICC Proceedings in which you are involved, or as may otherwise become necessary in the course of our operations.

If the recipient is not based in a jurisdiction providing an adequate level of protection for personal data as determined by the European Commission, we make transfers of personal data outside the EU and the EEA pursuant to the European Commission approved Standard Contractual Clauses when we transfer personal data to offices of the Secretariat of the Court.

In other circumstances,  we make such transfers in accordance with our legal obligations, for example where necessary to establish, exercise or defend legal claims or where there is another lawful basis to do so.

VI. Retention of Data

Your personal data will be stored as long as necessary to fulfil the purposes for which the data is collected and to satisfy any legal, accounting or reporting requirements.

Awards, the Terms of Reference, procedural orders, decisions of the Court, and pertinent correspondence of the Secretariat will be archived in accordance with Article 1 (7) Appendix II of ICC Rules of Arbitration.

Personal data necessary to carry out conflict checks and to assist parties in recognition and enforcement proceedings and actions related thereto is stored as long as necessary to fulfil these purposes.

Evaluation forms are stored for six years.

Personal data related to payments is stored for 10 years. Thereafter, it will be securely deleted, unless ICC is obligated to retain it for the purposes of any legal proceedings or to comply with any legal obligations.

VII. Data Subjects Rights

Depending on the circumstances and if the request does not impinge on the rights of others, you have a number of rights concerning the personal data that we process about you. Not all these rights apply in every case, and they are the following:

VIII. Contact Details

If you have any questions about this notice, how we treat your personal data, or wish to exercise any of your data subject rights, you may contact us or our Data Protection Officer, as follows:

International Chamber of Commerce

33-43 avenue du President Wilson

75116 Paris

Tel +33 1 49 53 28 28

Represented by John W.H Denton AO, ICC Secretary General

Email icc@iccwbo.org

Data Protection Officer

33-43 avenue du President Wilson

75116 Paris

Tel + 33 1 49 53 29 05

dataprotection@iccwbo.org

Please note that if you are an employee of, nominated or engaged by, or otherwise affiliated with a party to an ICC proceeding, we would suggest for  you to contact that party first about your concerns before contacting ICC regarding the processing of your personal data in the context of  ICC Procedures.

Date: 22 October 2020/ 22 February 2022/ 03 October 2022/ 21 December 2022