Who are we?

ARA Conference Services is a private unlimited company (Company Number 04295914) with registered office at 3 Gray's Inn Square, London, WC1R 5AH ("ARACS").  For certain purposes, we also work with The Academy of Experts, an unincorporated association with registered office at 3 Gray's Inn Square, London, WC1R 5AH ("TAE").

TAE provides accreditation of Expert Witnesses and a comprehensive range of training courses to enable members and others to develop their expert skills. TAE is also a training and accreditation body for ADR Neutrals, including Mediators, Conciliators and Expert Determiners.

TAE was founded in 1987 with the objective of providing, for the first time, a professional body for experts to establish and promote high objective standards. Although there is representation on the Academy's Council from the legal profession the majority of the officers, including the Chairman, are practising Experts - The Academy of Experts is run by Experts for Experts and those using them.

TAE and ARACS are joint controllers in respect of some of the personal information which we hold about you as ARACS provide services such as training and events on behalf of TAE and process data in conjunction with TAE for the joint purposes of running TAE and providing associated services such as administration and membership management. If any of the following categories relate to you, please refer to the TAE Privacy Notice available at https://www.academofexperts.org/ which covers the instances where TAE and ARACS are acting as joint controllers:
(a) Recruitment Applicants;
(b) Speakers and Trainers/Tutors (for TAE events and/or seminars);
(c) Next of Kin/Emergency Contacts;
(d) Event/Training Attendees (TAE events and/or seminars);
(e) Referees (employees and trainers/tutors);
(f) Suppliers and Service Providers; and
(g) Visitors.

ARACS also, in some circumstances, act as a processor on behalf of TAE. If you are any of the following data subjects, please refer to the TAE Privacy Notice at https://www.academofexperts.org/ which covers the instances where ARACS are acting as a processor on behalf of TAE (the controller):
(g) Website Users (i.e. www.theacademyofexperts.org);
(h) Subscribers;
(i) Members/Assessors/Office Bearers/Committee Members;
(j) Referees (members);
(k) Lawyers/Litigants;
(l) Complainants (TAE complaints); and
(m) Customers.
This Privacy Notice only covers the following data subject categories:

• Website Users. This means the ADR Centre website run by ARACS (www.theadrcentre.com);
• Subscribers. This means the subscription to our updates on the ADR Centre website (www.theadrcentre.com)
• Event/Training Attendees. This means any events and/or training that you attend which is organised in ARACS' name (such as our annual Disciplinary Conference);
• Complainants. This means if you raise a concern and/or complaint in relation to our training and/or events;
• Speakers and Trainers/Tutors. This means when you provide speaking, training, and tutoring services on behalf of ARACS for an ARACS event/seminar; and
• Room Bookings. This means any bookings that you make to hire rooms at our premises.
• Purpose of this privacy policy

We take your privacy seriously and are committed to protecting your personal information. This privacy policy sets out the way in which your personal information will be used by us. This privacy policy applies whenever we collect your personal data.

• Contact Us

If you have any questions regarding this privacy policy or are unhappy with how we handle your personal information you can contact us at:
ARA Conference Services
3 Gray's Inn Square
London
WC1R 5AH

or e-mail us at .

If we are unable to deal with your complaint to your satisfaction, you have the right to notify the Information Commissioner's Office (ICO) by calling their helpline on: 0303 123 1113 or by writing to them at:-
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Key Terms

When we refer to Data Protection Legislation we mean the General Data Protection Regulation (Regulation (EU) 2016/679) ("GDPR") and the Data Protection Act 2018 ("DPA").

Personal information is information that can be used to identify or contact a specific individual, such as a name, address, telephone number, email address, etc., and also online identifiers and location data such as IP addresses and mobile device IDs.

Special category data means personal data revealing your racial or ethnic origin; political opinions; religious or philosophical beliefs; or trade union membership; and genetic data; biometric data; data related to your health or data concerning your sex life or sexual orientation; and Criminal convictions data.

Criminal convictions data means personal data relating to the alleged commission of offences by you; or proceedings for an offence committed or alleged to have been committed by you or the disposal of such proceedings, including sentencing.

A controller is someone who decides why personal data is to be collected and how it will be used and treated.

A processor is someone who processes personal data on behalf of the Controller and in accordance with the Controller's instructions.

Website means the whole of any part of the website controlled or operated by ARACS and located at http://www.theadrcentre.com/.

• Updating your personal information

Please contact us soon as possible after there is any change to your personal details, including your contact details.

• How do we keep your personal data safe

We take the security of your personal information seriously. When you submit personal information to us, we use industry standard security technology to guard your information. In addition, we have security procedures in place to protect our paper-based systems and computerised databases from loss and misuse, and only allow access to them when it is necessary to do so, and then under strict guidelines as to what use may be made of the personal information contained within them.

Where we issue you with a password, for access to certain areas of our digital platforms, you are responsible for keeping your password secure and confidential. Please do not share or disclose your password to any other person. If you think that your password to our systems has been compromised, please contact us immediately.

We cannot guarantee the security of your home computer or the internet, and any online communications (e.g. information provided by email or our website) are at the user's own risk.

• Third party links

Please note that our Websites and other digital platforms may contain links to third party websites/digital platforms which are provided for your convenience.
We are only responsible for the privacy practices of our own Websites and digital platforms. We recommend that you refer to the privacy policy of each website/digital platform you visit.

• Your Rights to Your Personal Information

You have certain rights under the Data Protection Legislation which can be exercised by contacting us at
ARA Conference Services
3 Gray's Inn Square
London
WC1R 5AH

or e-mail us at  

including:

• the right to access the personal data held about the you by making a subject access request in accordance with the Data Protection Legislation. We may charge a reasonable fee when a request is manifestly unfounded or excessive;
• the right to have your personal data rectified if it is inaccurate or incomplete;
• the right to request to have your personal data deleted in certain specific circumstances as set out in the Data Protection Legislation;
• the right to request to restrict the processing of your personal data in certain specific circumstances as set out in the Data Protection Legislation;
• the right to ask us not to process your personal data for marketing purposes or for purposes based on our legitimate interests in certain specific circumstances as set out in the Data Protection Legislation;
• the right to ask us to not undergo automated decision making; and
• where you have provided consent, the right to withdraw such consent at any time.

Further details about your rights can be found on the ICO's website at https://ico.org.uk/.

There are some exemptions to the above rights that are permitted under the data protection legislation. If you have any queries as to what these are then please get in touch.

Please note that if you choose to exercise your rights to have personal data restricted or deleted, then we may not be able to provide you with a full service.

We will need you to provide identification in order to comply with your request to exercise your rights. Once we have received your information request, and your identification, we will respond within the required timescales unless a permitted exemption applies. 

• Do We Share Your Personal Information?

We will not sell, trade or lease your personal information to others.
We contract with third party service providers and suppliers to deliver certain services. We have or will have data processing agreements in place with each of these providers so that they process your personal information in accordance with this privacy policy.
The following third parties may also have access to your personal information and, in some circumstances, your special category data (if applicable), for the purposes noted below:

• Any other person who is authorised to act on your behalf;
• Regulators, government departments, law enforcement authorities, tax authorities and insurance companies;
• Any relevant dispute resolution body or the courts;
• We may need to disclose your details, if required, to the police, regulatory bodies or legal advisors, to comply with our legal obligations;
• Where you attend an event/training session outside of our premises, we may also share your information with the venue and/or trainer;
• We may share your personal information with our trainers, speakers and assessors to allow us to administer your training and/or event;
• We may share your personal information with our independent auditors;
• We may share your personal data with our current confidential waste management providers;
• We may share your personal data with our email and document management system;
• We may share your personal data with our CCTV camera hosting company;
• We may share your personal data with the organisations we use to process all of our payments;
• Where we host an event outside of the EEA, we may share your personal information with venues/hotels in accordance with their rules;
• We may share your personal data with our landlords;
• We may share your personal data with our e-mail generator organisation for sending emails to members and those interested in receiving our updates;
• We may share your personal data with our cloud storage provider; and
• We may share your personal data with the organisation we use to back up our files.

Our service providers change from time to time and we will inform you if this is the case by updating this privacy policy.

General Retention Periods

We will not hold your personal information for any longer than is necessary, unless we are required to keep your personal data longer to comply with the law and any regulatory requirements, including tax requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We will destroy your credit or debit card details as soon as we have processed your payment. If you make a payment via our website then your payment is processed through SagePay by WorldPay or PayPal and we cannot access this information.

Please note that this section refers to general retention only and specific retention conditions may apply depending on how you interact with us. Please refer to the Specific Section(s) below for further details.

• Surveys, feedback forms and questionnaires

We may ask you to fill in questionnaires or surveys via one of our digital channels or by post. The anonymous data collected by such questionnaires or surveys will only be used by us to:

• to carry out market research so that we can improve the products and services we offer;
• to personalise and improve your experience.

There may be circumstances where you are given the opportunity to receive the results of our surveys by giving us your name and/or email address. This is with your consent only.

European Economic Area

The data that we collect from you will usually be stored inside the UK or the European Economic Area (EEA).

However, if you live or work outside of the UK or the EEA, we may need to transfer your personal data outside of the UK or the EEA to correspond with you and or organise services you have purchased from us.  Where this applies, we will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

We also may transfer data outside the UK or the EEA where our, service providers host, process, or store data outside the UK or the EEA. Where we do this, we will ensure that the transfer is to a country covered by a decision of the European Commission or is otherwise made in circumstances where we have put appropriate safeguards are in place to protect your data in accordance with the Data Protection Legislation. The following service providers are out with the EEA, however they are all certified under the EU-US Privacy Shield:

• Our email and document management system is provided by Microsoft;
• We use Sagepay to process all of our payments;
• We use MailChimp to send emails to members and those interested in receiving our updates;
• We use Amazon Web Services (AWS) for cloud storage; and
• We use iBackup to back up our files.

We may also have to transfer your data outside of the EEA where you sign up to an event or training course run and hosted by us outside of the EEA.

• Changes to this Privacy Policy

We aim to meet high standards and so our policies and procedures are constantly under review. From time to time we may change this privacy policy, so please check this page regularly to ensure that you are happy with any changes that may have been made.

Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 

We use traffic log cookies to identify which pages are being used which are provided by Google Analytics. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. All of this data is anonymised.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Queries and complaints

If you contact us using any of the email addresses, phone numbers or postal addresses provided on the Websites to submit a query or a complaint to us we will use the contact details you provide to respond to your query or complaint. Our legal basis for utilising your personal information in this way is your legitimate interests in that you would like us to respond to questions or queries you have raised.

If you contact us about an event enquiry, we will use the information you provide to correspond with you about the event and register you for the event, if requested. Our legal basis for utilising your personal information in this way is your legitimate interests in that you would like us to respond to your query about an event or training session we are hosting. When you enquire about an event or training course, we collect your name, telephone number, email address, company name and address and billing name and address along with details of your enquiry.

For more information on how we use your information when you sign up for an event/training course, please see Section 3 below.

Forms

We have forms on our Websites to allow you to sign up and/or register for an event/training course. You are able to download these forms and email or post them to us to be registered for an event/training course or alternatively you can phone or email us to book you a place on an event/training session.

Our legal basis for utilising your personal information in this way is your legitimate interests in that you would like us to book you a place on an event/training course.

For more information on how we use your information when you sign up for an event/training course, please see Section 3 below.

Specific Retention Periods for Website Users

We will retain your personal information for the following time periods:

Information we collect from you when you contact us: please refer to specific section below (for example if you have contacted us about an event/training session, please see section 3 below or if you have contacted us about a complaint, please see section 4 below).

Information we collect through our Websites: 2 years.

Generally, we will use your personal data for the purposes of sending you our newsletters and managing your subscription preferences. We have set out in the table below further detail in this regard.

INFORMATION	WHY WE COLLECT IT	LEGAL BASIS	SPECIAL CATEGORY DATA CONDITION	EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION
Names (first name and surname)	To allow us to send you our newsletter and keep you informed of new courses and /or events.	Explicit Consent	N/A	N/A
Email Address	To allow us to send you our newsletter and keep you informed of new courses and /or events.	Explicit Consent	N/A	N/A
Company Name, Region and Profession	To allow us to send you our newsletter and keep you informed of new courses and /or events.	Explicit Consent	N/A	N/A

Specific Retention Periods for Subscribers

We will retain your personal information for the duration of your subscription. You have the right to withdraw your consent at any time by contacting us using the details at section (iii) of the General Section above.

INFORMATION	WHY WE COLLECT IT	LEGAL BASIS	SPECIAL CATEGORY DATA CONDITION	EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION
Name and contact details (first name, last name, profession, company/firm, address, telephone number, email address), membership number (if applicable)	To ensure that we can contact you in relation to the event/training we are providing to you.	Contractual obligation (to provide the training services requested by the individual)	N/A	We will not be able to provide the event/training services as requested.
Payment details	To take payment for the event/training we are providing to you.	Contractual obligation (to provide the training services requested by the individual)	N/A	We will not be able to provide the event/training services as requested.
Dietary requirements	To ensure that we can cater to your needs during the event/training.	Contractual obligation (to provide the training services requested by the individual)	Explicit Consent	We will not be able to provide the event/training services as requested.
Health information (disability etc.)	To ensure that we can cater to your needs during the event/training.	Contractual obligation (to provide the training services requested by the individual)	Explicit Consent	We will not be able to provide the event/training services as requested.

Specific Retention Periods for Event/Training Attendees

We will retain your data indefinitely, however this would be in an archived format after 7 years.

INFORMATION	WHY WE COLLECT IT	LEGAL BASIS	SPECIAL CATEGORY DATA CONDITION	EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION
Names (title, first name, surname); Address; Telephone (work. Mobile and Landline); email address	To communicate with you in relation to the complaint you have made.	Legitimate interests of complainant (to have their complaint investigated and dealt with) and legitimate interests of ARACS (to investigate any complaints).	N/A	N/A
Details of complaint	To allow us to investigate the complaint you have made.	Legitimate interests of complainant (to have their complaint investigated and dealt with) and legitimate interests of ARACS (to investigate any complaints).	N/A	N/A

Specific Retention Periods for Complainants

We will retain your data for the duration of the investigation and outcome of any complaint made and indefinitely thereafter.

INFORMATION	WHY WE COLLECT IT	LEGAL BASIS	SPECIAL CATEGORY DATA CONDITION	EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION
Names (title, first name, surname); Address; Organisation; Telephone (work, mobile and landline); email address	To communicate with you in relation to your booking and provide the services as requested	Contractual obligation.	N/A	We will not be able to provide services to you.
Bank/Billing Details	To allow us to invoice you for the services provided	Contractual obligation.	N/A	We will not be able to provide services to you.

Specific Retention Periods for Room Bookings

We will retain your data for seven years after your booking to comply with accounting and tax requirements.

INFORMATION	WHY WE COLLECT IT	LEGAL BASIS	SPECIAL CATEGORY DATA CONDITION	EFFECT OF NOT PROVIDING THE INFORMATION IF LEGAL CONDITION OR CONTRACTUAL CONDITION
Title, first name and surname	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation	N/A	We will be unable to engage with you to provide services to us.
Address, telephone and mobile number; fax number and email address	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation	N/A	We will be unable to engage with you to provide services to us.
Next of kin details (name and contact information)	To contact you in relation to the contract we have with you to provide services to you and to contact a family member/next of kin in an emergency.	Contractual Obligation	N/A	We will be unable to engage with you to provide services to us.
Bank account details, payment records and tax status information	To be able to pay you for services delivered	Contractual Obligation	N/A	We will be unable to pay you
Tutor Agreement	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation		We will be unable to engage with you to provide services to us.
Passport number and copy of passport – may reveal ethnicity	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation	Explicit Consent	We will be unable to engage with you to provide services to us.
Religion	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation	Explicit Consent	We will be unable to engage with you to provide services to us.
Medical Information (blood type, medication, allergies, medical history immunisation/vaccination records)	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation	Explicit Consent	We will be unable to engage with you to provide services to us.
Medical/travel insurance details	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation		We will be unable to engage with you to provide services to us.
Skills, qualifications and experience	To contact you in relation to the contract we have with you to provide services to you.	Contractual Obligation	N/A	We will be unable to engage with you to provide services to us.

Specific Retention Periods for Trainers/Tutors and Speakers
We will retain your data for the duration of any contract we have with you and for a period of seven years after the contract has expired or has been terminated.