Personal Data Privacy Policy
Table of Contents
2. Personal Data Processing Principles. 4
3. How we Collect your Personal Data. 5
4. What kinds of Personal Data are Processed by us?. 6
5. How we use your Personal Data. 7
7. Retention Period for your Personal Data. 9
The Cyprus Arbitration and Mediation Centre (hereinafter referred to as “the Center”) engages in a range of services designed to arbitrate and mediate commercial disputes. The Center was established in 2010 with the main purpose of promoting and developing institutional arbitration in Cyprus. The Center provides arbitration management services and undertakes the organisation of training and educational programmes on arbitration. The Center is dedicated to providing a neutral and independent platform for the conduct of both domestic and international arbitration and mediation. The Center not only maintains its own lists of experienced arbitrators and mediators for appointments, but also offers model clauses to promote best practices. In addition, the Center helps organise the necessary facilities for ADR proceedings, such as room hire, transcription and translation services. The Center, having its registered office at 11 Florinis Street, Office 101, 1st Floor, 1065, Nicosia
This text aims at providing you with intelligible, transparent and direct information about the processing of your personal data collected and processed by us in the context of fulfilling our obligations to you, as our Center is bound by the applicable legislation to secure and safeguard your right to protection against the illegal processing of personal data and your right to privacy, as well as to protect the personal data maintained by us and are of concern to you.
Your personal information may help us to better understand your needs and to offer you a more customized service. However, we understand that maintaining the security and confidentiality of your personal data is a big responsibility which we take very seriously. For this reason, we have drawn up this Policy, among other things, which aims at informing you about the kind of data we collect, why we collect them and how we use them.
This Policy is addressed to natural persons, who are current or potential members of the Center, arbitrators, mediators, defendants, claimants, employees, third persons, agents, directors, shareholders and associates. By providing your personal information, you accept that we will use such information in the manner analytically explained in this Policy.
When we say that your personal data are subject to “processing”, this term includes every action undertaken in relation to these data, such as the collection, registration, organization, structure, storage, adaptation, variation, recovery, search for information, usage, transmission, diffusion, disposal, correlation, combination, limitation, erasure and destruction.
In case you require more information on how we process your personal data, you may apply to the Data Protection Officer of the Center at the address of our registered office, at 11 Florinis Street, Office 101, 1st Floor, 1065, Nicosia
or by emailing info@camc.org.cy
2. Personal Data Processing Principles
In collecting personal data, we are bound by the General Regulation for the Protection of Personal Data (EU) 2016/679 and, taking into consideration the necessary organizational measures, we proceed to the processing stage, based on the following principles governing the processing of personal data:
- they shall be subjected to legitimate and lawful processing in a transparent manner,
- they shall be collected for specified, express and legitimate purposes and shall not be subjected to further processing in any way incompatible with the purposes for which these data are collected by the company,
- only the appropriate and relevant data shall be collected, limited to the necessary purpose for which they have been collected, ,
- they shall be accurate and updated as necessary,
- they shall be retained only for as long as required and for the purposes for which they have been collected,
- they shall be subjected to processing in a manner guaranteeing their required security against non-authorised or unlawful processing and accidental loss, destruction or wear, among other things, through the use of suitable techniques and or organizational measures,
- when we transmit your personal data whether to another country or to a person who carries out the processing on behalf of the Center, the necessary measures shall be taken by us for the protection of your personal data, as for example through the conclusion of specialized contracts for data processing.
3. How we Collect your Personal Data
More often than not the collection of personal data is performed directly by you or through consultants, advisers or your representatives. The relevant information may be received through a request for our services submitted to us whether directly or indirectly or by way of the agreement between us by telephone or any other kind of communication with you.
Nevertheless, in some cases the collection of personal data may be effected by third parties, when for example you are named by someone as party to an offer/Center contract. Your personal details may be collected either by third persons (associates, consultants, lawyers, authorized individuals) or even by sources available to the public at large.
More analytically, personal data may be collected:
(a) Straight from you (directly or indirectly):
- Through the information you send us in order to provide the requested service
- Via form requesting information in the context of an application for registration as a member.
- Via from requesting information in the context of registration as a mediator or arbitrator in the Center’s register.
- Via form requesting information in the context of seminar participation.
- Via the submission of a personal data form.
- Via a hand-written curriculum vitae, email, employees, supervisor.
- Online by the client or through an intermediary.
- When paying fees.
- By personal contact directly with the natural persons
(b) From various other/ “third” sources (indicatively):
- Via the online website of the Center
- Via the submission of complaint forms
- Through the Claimant when starting a procedure
- Through other services we provide
- Through Banks
- Via the Cyprus Bar Association
- Via Telephone, Police, Fax, Websites
- Via Email
- Through our associates
- Through Legal Consultants.
- Through specialists and experts
- By telephone, through the police, fax, websites
- Through an electronic email message
4. What kinds of Personal Data are Processed by us?
Our Center collects and processes various kinds of personal data, depending on the services provided in each particular case. Our policy applies to both our current and or potential customers, employees, consultants, associates directly or indirectly involved.
For all of the aforementioned reasons, our Center collects and processes personal data depending on the requested service that will be provided for you as follows:
- Contact details (such as full name, Date of Birth, Copy of Identity Card/Passport, home address, email address, telephone, fax number, occupation, etc.)
- Academic records, seminar attendance certificates, performance, evaluation, SSN, TIN, salary, financial information, leave, medical certificates.
- Lawyer Registration Number, previous employment details, year of registration, length of practice of the legal profession, specialization, CV.
- Payments/Debts, total amount paid, Financial Data related to the dispute (bank and financial statements), invoices related to the dispute, pension, etc.
- ΙΒΑΝ number, credit card number/account number for standing order, bank SWIFT number.
- ADR procedure information, claim, etc
- Cookies, IP Address, Username.
- Content of complaint form, reasons for rejections of request.
5. How we use your Personal Data
After they have been collected by us, your personal data may be subjected to processing in our Center, as previously mentioned, in order to provide you with a customized service.
We use your personal data for the following purposes:
- To communicate with you
- For the provision of services
- To improve the performance of our duties and obligations
- For the prevention, detection and investigation of crimes, including fraud and the legalisation of the proceeds from illegal activities, as well as the appraisal and management of other trading risks.
- For promotional marketing and advertising activities. We may undertake the conduct of promotional activities in accordance with your preferences and upon your consent, using email messages
- For the compliance of our company with the applicable laws and statutory obligations, European Union directives and guidelines, court decisions and other legal processes, and in order to respond to requests by public and state authorities, as stipulated in Cypriot and European legislation.
- To enforce and defend our legitimate rights and to protect our business activities, including those of our business associates, and to safeguard our rights, individual privacy, security or property assets, as well as the rights of our business associates, yours and those of other persons’ or third persons’; for the purpose of imposing our terms and conditions and pursuing all available recovery measures and containing our damages.
6. Sharing Your Personal Data
It might be necessary to share your personal data with our associates so that we could provide for you the required Services, among others with the Defendant or Claimant, other party to the procedure, experts, Arbitrators. Cyprus Bar Association, Government Services, Lawyers, Banks, Authorized Representatives, the Social Insurance Department, Tax Department, IT providers, seminar/training centres organizers, Auditors.
In no case, however, are we going to share your personal data for processing for purposes contrary to those described in this Policy without your prior notification.
In each transmission to third parties every measure shall be taken beforehand so that only the necessary data shall be transmitted for the implementation of the contract, along with the effective requirements for their legitimate and lawful processing. Moreover, the organizations to which the data are being transmitted shall undertake a written commitment that they shall on their part comply with the provisions of the General Data Protection Regulation. Exempt are those cases in which the communication of the data is effected due to some legal or statutory obligation.
In cases where it is necessary to share your personal data to countries outside the European Union, which do not offer adequate guarantees for the protection of your personal data, our Center shall be obliged and hereby undertakes the responsibility to establish contractual clauses between our Center and the Center to which the data are communicated, in order to safeguard the information transmitted.
7. Retention Period for your Personal Data
Our Center shall retain your personal data in its records only for the time period required for the fulfillment of the contract between us, unless legal or statutory obligations provide otherwise. This also applies to those cases where our agreement has for any reason been interrupted.
Due to harmonization with the Regulation, we have determined the time periods for the retention of your personal data, depending on the processing to which they are being subjected. The parameters that have been taken into consideration for the determination of the time periods are your better service, our operational needs, our legal obligations and the safeguarding of our legal interests.
In order to be accurately informed on the retention periods, please contact the Data Protection Officer of our Center.
The General Data Protection Regulation defines your rights in regard to your personal data. On account of this, our Center has developed a mechanism for the satisfaction of requests concerning your personal data, as follows:
- Right to access: You have a right to access your data maintained by us and you may at any time obtain a copy thereof provided we possess them in electronic form.
- Right to rectification: You have a right to access and rectify your personal details. You may at any stage of our relationship check and update your personal data, always presenting the necessary documentation and requesting the rectification or completion of inaccurate information. .
- Right to be forgotten: You have the right to ask for the erasure of the whole or part of the data that concern you. We would like to underline however that our Center shall be obliged to erase only those personal data which can be erased as per our data erasure policy.
- Right to restriction: You hold the right to ask for the processing of your personal data to be restricted, even when the accuracy of the data is disputed or furthermore when the data are no longer useful to the Center but you request their retention due to legal claims.
- Right to object: You may at any time whatsoever raise objections about the processing of your personal data. In case you make use of this right, the processing shall immediately cease, unless the Center can prove the existence of legal interest or the need to use the data in support of a legal/judicial case.
- Right to data portability: You have the right to portability, that is, to transfer your personal data to another organization in a legible and commonly used form. The said data shall be erased as specified in the erasure policy of the Center.
- Right to recall consent: You have the right any time to withdraw your consent to the processing of your personal data, without however affecting the legality on which our policy was based prior to your withdrawal. We would like to inform you that the recall of your consent may possibly lead to the termination of the relevant services.
- Right to launch complaint: You have the right to launch a complaint with the Commissioner for the Protection of Personal Data, regarding the processing of your personal data.
If in filing your complaint you feel that you have been wronged by us or if you have any doubts about the outcome of your request, you may submit it in writing to the Commissioner for the Protection of Personal Data at the below address:
Office of the Commissioner for the Protection of Personal Data
kypranoros 15,
Nicosia 1061
P.O. Box 23378
1682 Nicosia
Τel.: 22818456 Fax No.: 22304565
email: commissioner@dataprotection.gov.cy
In order to exercise your rights as above or in the case where you require more information concerning your rights, you may communicate with the Data Protection Officer of our Center, at the address of our registered office or through the email address info@camc.org.cy
9. Changes to this Policy
Changes in legislation or technological developments require corresponding modifications on our part as well.
Please keep in constant contact with our Policy, which can be changed and adapted to new developments and data at any time.
Our revised policy will be posted on our website
Finally, you may request a hard copy of the most recent version of the Policy.
Changes in the Legislation or technological developments impose corresponding modifications on our part.
You are kindly asked to keep apace with our Policy, which may at any time change in order to adapt to new developments and facts.
Our reviewed policy shall be posted on our website at the address www.camc.org.cy.
Finally, you may ask to be supplied with a copy of the most recent version of the Policy in printed form.
March 2025