ChIAC

Chicago International Arbitration Center (ChIAC) Privacy Policy Last Updated: November 2025 1. Introduction The Chicago International Arbitration Center (“ChIAC,” “we,” “our,” or “us”) respects your privacy and is committed to protecting personal information collected or received in the course of our activities. This Privacy Policy explains how ChIAC collects, uses, stores and discloses personal information and describes your rights under applicable law, including the Illinois Personal Information Protection Act (PIPA), and other applicable regulations such as the EU General Data Protection Regulation (EU GDPR) and UK General Data Protection Regulation (UK GDPR). 2. Scope This Privacy Policy applies to: a. Individuals who communicate or interact with ChIAC, including arbitrators, counsel, parties, and service providers. b. Visitors to ChIAC’s website and parties who provide identifying information to utilize ChIAC’s facilities or programs. c. Participants in proceedings, events or training sessions hosted by ChIAC. This Privacy Policy pertains to privacy practices only. Confidentiality of arbitration proceedings and data security are addressed separately. 3. Information We Collect ChIAC only collects personal information necessary to provide its services, including: a. Identity and contact information, including name, professional title, address, email address, phone number and organizational affiliation. b. Payment information, including billing addresses, payment card or banking information and transaction details related to billing and transactions conducted through online payment options. Credit or debit card information, if collected, are processed by secure third-party providers. ChIAC does not store full credit card details. c. Case-related information materials, including case number, party and counsel names, hearing dates and other information relevant to the provision of ChIAC services. Collection and retention of documents in FTI Consulting’s electronic presentation of evidence (EPE) and virtual hearing platforms are subject to FTI Consulting’s privacy and data retention policies. d. Technical information, including IP address, browser type and access time when visiting ChIAC’s website. e. Profile information, including login information, name and organizational affiliation. f. Communications and other data, including records of correspondence initiated with ChIAC. 4. How We Collect Personal Information We only collect personal information that is provided to us or collected automatically through voluntary engagement via the ChIAC website, social media accounts, registration for events or online payment processing, including: a. Submission of booking inquiry or membership forms on the ChIAC website. b. Correspondence with ChIAC via phone, email, social media or other electronic means or in writing. c. Engaging ChIAC’s facilities and hearing services, either provided directly by ChIAC or indirectly by third parties contracted by ChIAC. d. Provision of third-party services to ChIAC or ChIAC’s clients and visitors. 5. How We Use Personal Information ChIAC does not sell or share personal information for marketing purposes. We use personal data only for operational purposes, including: a. Providing services related to arbitration hearings and other dispute resolution proceedings. b. Communicating with parties, counsel, arbitrators and service providers. c. Directly marketing ChIAC services, newsletters, CLE programs, networking events, and other business developments and updates to service offerings that may be of interest to the alternative dispute resolution (ADR) community. You may opt out of receiving periodic communications and direct marketing from ChIAC at any time. d. Processing payments and invoices. e. Maintaining professional and necessary business records. f. Complying with legal or regulatory obligations. 6. Disclosure of Personal Information ChIAC shares personal information only as necessary, with the following parties and/or for the following purposes: a. Arbitrators, mediators or administrative staff involved in proceedings. b. FTI Consulting, when FTI Consulting is engaged to provide EPE, bundle management, transcription, interpretation, technical support and virtual hearing hosting services under strict confidentiality and data protection protocols. c. Other third-party service providers that support ChIAC’s operations (e.g., IT, payment processors, temporary office rentals, document services, catering, etc.). d. As required by law, regulation, or judicial or administrative process. 7. International / Cross-Border Transfers Arbitrators, mediators, counsel or participants who engage with ChIAC online or in person may be located outside the United States. In such cases, personal information may be processed or stored in other countries. ChIAC ensures that any cross-border transfers of information are handled with appropriate safeguards to protect personal data, consistent with PIPA, EU GDPR, UK GDPR and other applicable standard industry practices. 8. Retention Personal information is retained only as long as necessary to fulfill the purposes for which it was collected, or as required by law. a. Identity, contact and profile-related information is maintained through the duration of active engagement with ChIAC, ChIAC services or ChIAC affiliates, or as long as relevant. b. Payment and transaction records are retained in accordance with the payment processors’ privacy and data retention policies, generally accepted accounting principles, tax or other regulatory requirements. c. Case-related files collected by or shared with FTI Consulting are deleted after the conclusion of proceedings in accordance with FTI Consulting’s privacy and data retention policies. 9. Website Analytics and Cookies ChIAC’s website does not use cookies or collect IP addresses. However, some analytic tools are used to gather general usage patterns. Usage data is not tied to individual users of ChIAC’s website, and may be retained for up to eighteen months . 10. Third-Party Links and External Services ChIAC’s website may contain links to third-party websites or services. ChIAC is not responsible for the privacy practices of these external sites. We encourage users to review the privacy policies of any third-party sites visited through links from ChIAC. 11. Transparency and Notice ChIAC makes every effort to provide clear notice about the following: a. The types of information collected. b. The purposes for which information is used. c. Categories of third parties with whom information may be shared. We collect personal data only to the extent necessary for operational purposes, and we notify individuals when information is collected from third-party sources. 12. Your Rights Under Illinois law, individuals may: a. Request access to personal information ChIAC holds. b. Request correction or deletion of personal information, subject to legal or operational constraints. c. Opt out of non-essential communications. Requests should be submitted to ChIAC’s contact provided below. 13. Data Breach Notification If ChIAC discovers unauthorized access to personal information, we will notify affected individuals as soon as reasonably possible in accordance with PIPA and other applicable regulations. If a breach affects more than 500 Illinois residents, the Illinois Attorney General will also be notified within five business days of providing notice to affected individuals. 14. EU and UK Data Protection, International Transfers and Data Rights For individuals located in the European Economic Area (EEA), European Free Trade Area (EFTA), or the United Kingdom, ChIAC processes personal data in accordance with the EU General Data Protection Regulation (EU GDPR) or the UK General Data Protection Regulation (UK GDPR) to the extent it applies. a. The lawful bases for processing include performance of a contract, legitimate interests in administering arbitration proceedings, compliance with legal obligations, and consent where applicable. b. ChIAC transfers and process personal information outside your own jurisdiction, including the United States, as necessary to provide arbitration and related administrative services. Where ChIAC transfers personal data from the EU to the United States or another jurisdiction, it ensures appropriate safeguards governed by appropriate legal safeguards, including Standard Contractual Clauses (SCCs) or equivalent measures, as applicable. c. Depending on the circumstances and applicable law, you may have the right to: i. Access, by requesting confirmation of whether ChIAC holds your personal data and to obtain a copy of the data held by ChIAC. ii. Correction, by requesting that incomplete or inaccurate information be corrected. iii. Erasure, by requesting that your personal data be deleted, subject to legal or operational exceptions (e.g., compliance with legal obligations or ongoing proceedings). iv. Restriction, by requesting that processing of your data be suspended under certain conditions. v. Objection, by objecting to processing of your data based on legitimate interests, or by objecting to direct marketing communications. vi. Data Portability, by requesting that certain data be transferred to another organization or to you directly, where technically feasible. vii. Automated Decisions, by requesting reconsideration of any automated decision that produced legal or similarly significant effects. viii. Withdraw Consent, by withdrawing consent at any time where processing is based on consent, without affecting prior lawful processing of data. ix. Complaints, by lodging a complaint with your local data protection authority. d. EU individuals may contact ChIAC at contact@chiac.org for questions or to exercise their rights, and may lodge complaints with their local data protection authority. 15. Policy Updates ChIAC may update this Privacy Statement from time to time to reflect changes in law, technology, or operations. a. The “Last Updated” date at the top of this page indicates when changes were made. b. Where required by law, material changes will be communicated by email or website notice. Continued use of ChIAC’s services and engagement with ChIAC through online or in-person points of contact constitute acceptance of any updates. 16. Contact For questions, access requests, corrections, or privacy concerns, please contact ChIAC at contact@chiac.org.