Privacy Policy

Thank you for visiting www.icca2028.org (the “Website”). The Website includes information for the general public about the services offered by the American Arbitration Association®-International Centre for Dispute Resolution® (“AAA-ICDR®”) in connection with its role as a Hosting Organization for the International Council for Commercial Arbitration (“ICCA”) Congress San Francisco 2028 (“ICCA Congress 2028” or “Congress”).

This Privacy Policy (“Privacy Policy”) applies specifically to the Website and to personal information collected in connection with your use of the Website, including your pre-registration and registration for and participation in the ICCA Congress 2028. All data processing will comply with applicable data protection laws, including the European Union’s General Data Protection Regulation (“GDPR”) where applicable.

In connection with the ICCA Congress 2028, AAA-ICDR acts as the data controller with respect to personal information collected through this Website. As a Hosting Organization for the Congress, AAA-ICDR shares certain registration and participation data with the Congress owner, ICCA, and Congress co-host California Arbitration (“CalArb”), each of which acts as an independent data controller with respect to the personal data it receives and processes for its own purposes, including event administration and communications. AAA-ICDR is responsible for the processing described in this Privacy Policy. For information about how ICCA and CalArb process your personal data, please refer to their respective privacy policies and terms of use available here:

This Privacy Policy explains how AAA-ICDR collects, uses, shares, and protects personal information in connection with the Website and the ICCA Congress 2028, and applies to all users of the Website. This Privacy Policy is the sole and controlling document governing AAA-ICDR’s processing of your personal data in connection with the Website and the ICCA Congress 2028. Where AAA-ICDR shares personal data with ICCA or CalArb, each of those organizations acts as an independent data controller with respect to the data it receives and processes. AAA-ICDR is not responsible for the privacy practices of ICCA or CalArb, and you should refer to their respective privacy policies for information about how they process your personal data.

BY USING THE WEBSITE, YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTOOD THIS PRIVACY POLICY. This acknowledgment does not constitute consent to any processing of your personal data. Consent to specific processing activities, where required, is obtained separately as described in this Privacy Policy.

1. Identification and contact information

AAA-ICDR
Registered office: 120 Broadway, 21st Floor, New York, NY 10271
E-mail: [email protected]

2. Need to provide personal data

We inform you that mere access to the Website does not imply the obligation to provide any personal information, except as provided in the Cookie Policy below.
However, the use of certain services or features of the Website does require you to provide certain personal data, as indicated in the relevant forms, and implies their processing for the purposes and on the legal bases specified in this Privacy Policy.

3. Cookies

We use cookies (a small text file placed on your computer to identify your computer and web browser) and may use anonymous identifiers (a random string of characters that is used for the same purposes as a cookie). We use cookies and other similar technologies to analyze use of and improve the Website and, where applicable, as further described in the “Advertising and Online Tracking” section of this Privacy Policy. Most web browsers are initially set up to accept cookies. You can manage which cookies we collect or opt out of certain cookies by adjusting your preferences in the cookie management tool, which can be found by clicking the cookie icon on the Website. You can also reset your web browser to refuse all cookies or to indicate when a cookie is being sent. Note that certain features of the Website may not work if you delete or disable cookies. Some of our service providers may use their own cookies, anonymous identifiers, or other tracking technology in connection with the services they perform on our behalf.
We use third-party data analytics tools to analyze how users use the Website. For example, we use Google Analytics on the Website to analyze how users use the Website. For more information about how to opt out of having your information used by Google Analytics, visit https://tools.google.com/dlpage/gaoptout/.
Options you make are device-specific.

4. Advertising and Online Tracking

We may place advertisements and allow third-party companies to serve ads and collect certain information when you visit the Website. These companies may use certain information (e.g., click stream information, web browser type, time and date, subject of advertisements clicked or scrolled over) during your visits to the Website to provide advertisements about goods and services likely to be of interest to you. These companies typically use a cookie to collect this information. Our systems may not recognize browser “Do Not Track” signals, but several of our service providers who utilize these cookies on our Website enable you to opt out of targeted advertising practices. To learn more about these advertising practices or to opt out of this type of advertising, you can visit www.networkadvertising.org or www.aboutads.info/choices/.

5. Origin of the personal data

The personal data processed by AAA-ICDR for the purposes listed in the following section are obtained from the user, either directly or from his/her use of the Website.

6. For what purposes will AAA-ICDR process personal data?

AAA-ICDR will process the user’s personal data for the following specific purposes:

a. To provide answers to the issues raised by the user through the contact channels provided: to manage, process and provide support for the requests, applications, incidents, complaints, or queries made by the user through the communication channels made available.

b. Pre-registration for the event: Personal data processing required for pre-registering individuals for the ICCA Congress 2028, as provided through the pre-registration form. Pre-registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event pre-registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service.

c. Registration to the event: Personal data processing required for registering individuals for the ICCA Congress 2028, as provided through the registration form. Registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service. Payment information is processed as necessary to complete your registration and process payment of applicable fees. Payment transactions are handled by Stripe, a third-party payment provider, which processes personal data in accordance with its own privacy policy and applicable data protection laws. AAA-ICDR does not store or have access to full payment card details.

d. Marketing communications: Processing personal data for sending marketing communications regarding publications, conferences, or other events organized by the AAA-ICDR, ICCA and/or CalArb. Marketing communications from each organization will be sent only on the basis of your separate, affirmative consent, obtained at the time of registration or pre-registration.

e. Dietary, accessibility, and accommodation requests: Processing of special category data provided by registrants in connection with dietary requirements, accessibility needs, or accommodation requests for the purpose of facilitating participation in the ICCA Congress 2028.

f. Recording and reproduction of audiovisual data: Audiovisual data taken through videos and/or photos at the ICCA Congress 2028 for later use by AAA-ICDR, ICCA and CalArb for promotional and archival purposes.

g. Registration of sponsors: Personal data processing required for registering sponsors for the ICCA Congress 2028, as provided through the sponsorship registration form.

7. What user personal data will AAA-ICDR process?

During the use of the Website, the following personal data may be processed:

a. To provide answers to the issues raised by the user through the contact channels provided:
o Identification data: name, surname.
o Contact details: e-mail address.
o Other data: any data that may be provided by the user in relation to the query or request made.

b. Pre-Registration to the event:
o Identification data: name, surname, username, password, time zone.
o Contact details: phone number, e-mail address, mailing address, city, state/province/region, zip/postal code, country.
o Professional data: Company/firm, job title.
o Pre-registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event pre-registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service.

c. Registration to the event:
o Identification data: name, surname, username, password, time zone.
o Contact details: phone number, e-mail address, mailing address, city, state/province/region, zip/postal code, country.
o Professional data: Company/firm, job title.
o Payment-related data: Payment information provided in connection with event registration (such as credit card details and billing information). Payment transactions are handled by Stripe, a third-party payment provider, which processes personal data in accordance with its own privacy policy and applicable data protection laws. AAA-ICDR does not store or have access to full payment card details.
o Registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service.

d. Marketing communications:
o Identification data: name, surname.
o Contact details: e-mail address.
o Other data: course title.

e. Recording and reproduction of audiovisual data:
o Images: Photos taken during the event.
o Videos: Video recordings made during the event.
o Audio: Any audio recorded during the event (if applicable).
o Personal Identification: Identifiable individuals featured in the audiovisual content.

f. Registration of sponsors:
o Identification data: name, surname.
o Contact details: e-mail address, telephone number.
o Professional data: Company, firm.
o Other data: any data that may be provided by the user in relation to the query or request made.

g. Dietary, accessibility, and accommodation requests:
o Special category data: dietary requirements (which may indicate religious beliefs or health conditions), accessibility needs, and accommodation requests, provided voluntarily by the registrant for the purpose of facilitating event participation.
If the user provides personal data of third parties, he/she declares that he/she has their consent and/or sufficient legitimacy and undertakes to provide them with the information contained in the Privacy Policy, exempting AAA-ICDR from any liability in this regard. However, AAA-ICDR may carry out the appropriate verifications to check this, adopting the corresponding due diligence measures, in accordance with applicable data protection regulations and privacy laws.

8. What is the legal basis for the processing of personal data by AAA-ICDR?

AAA-ICDR processes the user’s personal data in accordance with the following legal bases:

a. To provide answers to the issues raised by the user through the contact channels provided: the processing of personal data derived from this purpose is the consent of the data subject who provides it by sending communications to AAA-ICDR.

b. Pre-registration to the event: the processing of personal data related to this purpose is based on the consent of the data subject who provides it by pre-registering for the ICCA Congress 2028 through the pre-registration form. Pre-registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event pre-registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service.

c. Registration to the event: the processing of personal data related to this purpose is necessary for the performance of the contract between AAA-ICDR and the registrant (i.e., to process and administer your registration for the ICCA Congress 2028) pursuant to Article 6(1)(b) of the GDPR. Where processing goes beyond what is strictly necessary to administer your registration, we will rely on your consent or our legitimate interests as described below. Registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service. Payment information is processed as necessary to complete your registration and process payment of applicable fees. Payment transactions are handled by Stripe, a third-party payment provider, which processes personal data in accordance with its own privacy policy and applicable data protection laws. AAA-ICDR does not store or have access to full payment card details.

d. Marketing communications: the processing of personal data related to this purpose is based on the consent of the data subject who provides it by subscribing to receive marketing communications.

e. Recording and reproduction of audiovisual data: the processing of personal data related to this purpose is based on AAA-ICDR’s legitimate interests in documenting and promoting the ICCA Congress 2028. Individuals who wish to object to being recorded may contact AAA-ICDR using the contact details below, and we will make reasonable efforts to accommodate such requests where feasible.

f. Registration of the sponsors: the processing of personal data for this purpose is based on the consent of the data subject, which is provided upon registration through the sponsorship form.

g. Dietary, accessibility, and accommodation requests: The processing of special category personal data (including dietary and accessibility information) is based on your explicit consent, provided at the time of registration pursuant to Article 9(2)(a) of the GDPR. You may withdraw this consent at any time; however, withdrawal may affect our ability to accommodate your needs at the event.

9. Retention of personal data

The user’s personal data will be kept by AAA-ICDR for the following periods:

1. To provide answers to the issues raised by the user through the contact channels provided: the personal data will be kept for the period necessary to process and respond to the user’s request and, once this period is over, for the period of limitation of the legal actions derived.

2. Pre-registration to the event: The data will be retained until the completion of the event and, even thereafter, for a period of one (1) year. Pre-registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event pre-registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service.

3. Registration to the event: The data will be retained until the completion of the ICCA Congress 2028 and, even thereafter, for a period of one (1) year; certain data may be retained longer where necessary to comply with legal obligations and address any claims. Registration is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event registration and administration. Your use of the Intellum platform is subject to its own privacy policy and terms of service. Payment information is processed by Stripe, which processes personal data in accordance with its own privacy policy and applicable data protection laws. AAA-ICDR does not store payment card details.

4. Marketing communications: The data processed for sending marketing communications will be processed until you withdraw your consent. You may opt out of marketing communications at any time by using the unsubscribe link.

5. Recording and reproduction of audiovisual data: The data will be retained for a period of five (5) years following the ICCA Congress 2028 for documentation, promotional, and archival purposes as described above. Following this period, audiovisual content will be reviewed and data that is no longer necessary will be deleted or anonymized.

6. Registration of the sponsors: The personal data will be retained for the duration of the sponsorship agreement and, subsequently, for a period of one (1) year to comply with legal obligations and to address any potential claims.

10. Disclosure of personal data

AAA-ICDR cooperates with government and law enforcement officials and private parties to enforce and comply with the law. We may disclose personal information and any other information about you to government or law enforcement officials or private parties if, in our discretion, we believe it is necessary or appropriate in order to respond to legal requests (including court orders and subpoenas), to protect the safety, property, or rights of our company or of any third party, to prevent or stop any illegal, unethical, or legally actionable activity, or to comply with the law.
Registration data will be shared with ICCA and CalArb for the purposes of event administration, participation, and communications. This sharing is based on the legitimate interests of AAA-ICDR, ICCA, and CalArb in jointly delivering the ICCA Congress 2028, which interests have been balanced against the rights and interests of data subjects. Where registrants have provided separate consent to receive marketing communications from ICCA or CalArb, those communications will be based on that consent. ICCA and CalArb act as independent data controllers with respect to the data they receive and process it in accordance with their own privacy policies.

For further details on how ICCA and CalArb process your data, their own privacy policies and terms of use available here:

https://www.arbitration-icca.org/icca-privacy-policy
https://www.arbitration-icca.org/terms-and-conditions-use

Privacy Policy

Legal

Additionally, trusted third-party service providers acting as data processors of AAA-ICDR involved in event delivery (e.g., catering, logistics) may access personal data strictly for event-related purposes and only to the extent necessary to provide their services. All such processors are bound by data processing agreements that require them to process personal data only on AAA-ICDR’s instructions and in accordance with applicable data protection law. Where any third party acts as an independent data controller (rather than a processor), this is noted expressly in this Privacy Policy.

Pre-registration and registration for the ICCA Congress 2028 is administered through a third-party event and learning platform (Intellum), which processes personal data on behalf of AAA-ICDR in connection with event pre-registration, registration and administration. To pre-register or register for the event, you will be required to access and use the Intellum platform. Intellum’s own privacy policy and terms of service govern your use of that platform. Intellum processes personal data in accordance with its own privacy policy and terms of service.

Payment transactions are processed securely by Stripe, a third-party payment provider. AAA-ICDR does not store or have access to full payment card information. Stripe processes personal data as an independent controller in accordance with its own privacy policy and applicable data protection laws.

In all cases where third-party processors have access to your personal data on behalf of AAA-ICDR, such access will be exclusively for the purposes described in this Privacy Policy, subject to appropriate contractual safeguards. Where personal data is shared with independent data controllers (such as ICCA and CalArb), those organizations are responsible for their own processing and you should refer to their respective privacy policies for information about how they use your data.

11. User responsibility

The user guarantees that the personal data provided to AAA-ICDR is true, accurate, complete, and up to date. To this effect, the user is responsible for the accuracy of all the personal data provided and will keep the information provided suitably updated, so that it corresponds to their real situation.
Likewise, the user guarantees that they have informed any third parties for whom they are providing data, if they are, of the aspects contained in this document. Likewise, the user guarantees that they have obtained the third party’s authorization to provide their data to AAA-ICDR for the aforementioned purposes.
As the data controller for the Website, AAA-ICDR relies on users to provide accurate and complete information. The user shall be liable for any false or inaccurate information provided through the Website and for any damages, direct or indirect, that this may cause to the AAA-ICDR or third parties, as well as for any possible civil or criminal liability that may arise from the activity of users on the Website.

12. The user’s privacy rights

In accordance with applicable law, the user may have the following rights.

a) Right of access:
The right to be informed by AAA-ICDR of whether it is processing the user’s personal data and, if so, to have access to such data and to receive information on the purposes for which they are processed, the categories of personal data affected by the processing, the recipients to whom the user’s personal data were communicated and the foreseen period for which the personal data will be kept, among other information.

b) Right of rectification and deletion:
The right to request the deletion of personal data provided that the legal requirements are met, and the rectification of inaccurate personal data concerning the user when, among other reasons, such personal data are no longer necessary for the purposes for which they were collected.

c) Limitation of processing:
In certain circumstances (e.g., where the user disputes the accuracy of his or her personal data, while the accuracy of the data is being verified), the user may request that the processing of his or her personal data be restricted and processed only for the purpose of pursuing or defending claims.

d) Consent withdrawal:
The right to withdraw the consent at any time and free of charge, which will not impact the processing of the user’s personal data carried out on the basis of the user’s consent prior to the withdrawal.

e) Objection:
The right to object to the processing at any time, on grounds relating to the user’s personal situation, where the processing is based on AAA-ICDR’s legitimate interest or on the legitimate interest of a third party (including processing for the purpose of direct marketing and profiling). In this case, AAA-ICDR will cease processing, unless legitimate reasons can be demonstrated.

f) Portability of the user’s data:
The right to receive the personal data that the user has provided to AAA-ICDR in a structured, common, and machine-readable format, and to be able to transmit it to another data controller in the cases legally provided.

g) Automated individual decisions:
In case of automated decisions, including profiling, the right to obtain human intervention by AAA-ICDR and to express the user’s point of view and challenge the decision.
How to exercise these Rights: Please contact us at:
[email protected]; or

120 Broadway, 21st Floor
New York, NY 10271
(212) 716-5800
We will attempt to expeditiously respond to any such request. We may require you to verify your identity before sending our response.

Where you have submitted a data rights request to AAA-ICDR and the request relates to personal data that has been shared with ICCA or CalArb, AAA-ICDR will use reasonable efforts to forward your request to the relevant organization(s). However, ICCA and CalArb are independent controllers and you may also submit rights requests directly to them using the contact information in Section 13 below.

You also have a right to make a complaint to a data protection supervisory authority, in the member state or country where you work, normally live, or where any alleged infringement of data protection laws occurred. The UK supervisory authority is the Information Commissioner’s Office (ICO). You can visit their website at www.ico.org.uk. If you are in the EU, you can find your local data protection authority here. If you are in Switzerland, you can find your local data protection authority here.

13. Managing your information preferences

You can review, correct, update, or change your personal information that is stored with the AAA-ICDR or opt out of receiving certain e-mails from the AAA-ICDR by e-mailing us at [email protected]. You can also opt out of receiving marketing e-mails by following the unsubscribe link provided at the bottom of all marketing e-mails you receive from AAA-ICDR.
You can review, correct, update, or change your personal information that is stored with the ICCA or opt out of receiving certain e-mails from ICCA by e-mailing ICCA at [email protected]. You can also opt out of receiving marketing e-mails by following the link provided at the bottom of all marketing e-mails you receive from ICCA.

You can review, correct, update, or change your personal information that is stored with CalArb or opt out of receiving certain e-mails from CalArb by e-mailing CalArb at [email protected]. You can also opt out of receiving marketing e-mails by following the link provided at the bottom of all marketing e-mails you receive from CalArb.

14. Processing in the United States and data transfers

Please be aware that your personal information and communications may be transferred to and maintained on servers or databases located outside your state, province, or country. Please be advised that we store all information in the United States. Although we will make all reasonable efforts to ensure your personal information is protected in accordance with our obligations, the laws in the United States may not be as protective of your privacy as those in your location. Personal information processed and stored in another country may be subject to disclosure or access requests by the governments, courts or law enforcement or regulatory agencies in that country according to its laws. As described above, personal data may also be processed by third-party service providers (such as Intellum and Stripe) in accordance with their own privacy policies. By using the Website and/or pre-registering or registering for the ICCA Congress 2028, you are agreeing to the collection, use, transfer, and disclosure of your personal information and communications will be governed by the applicable laws in the United States. If you have any questions regarding international data transfers, you may contact us using the contact information we provide above.

15. Children’s Privacy

The Website is intended for users who are 16 years old or older. The Website should not be used by children under age 16, and we do not knowingly collect personal information from children under 16. If we learn that a child under the age of 16 has provided personal information to us, we will use reasonable efforts to promptly remove such information. California users under the age of 18 may request the removal of their content or information publicly posted on the Website by e-mailing us at [email protected].

16. California Shine the Light

The California Shine the Light law (Cal. Civ. Code § 1798.83) permits residents of California to request certain details about how their information is shared with third parties for the third parties’ direct marketing purposes. If you are a California resident and would like to make such a request, please contact us at [email protected] and include “California Shine The Light” in the subject line of your email.

17. Notice to Nevada residents/Your Nevada privacy rights

If you are a Nevada resident, please note that we do not sell for monetary consideration the Personal Information of Nevada consumers for the purpose of resale to other entities.

18. Security measures

AAA-ICDR maintains electronic safeguards to protect the confidentiality and security of information transmitted to us. However, no data transmission over the Internet or other network can be guaranteed to be 100% secure. As a result, while we strive to protect information transmitted on or through the Website, we cannot and do not guarantee the security of any information you transmit on or through the Website, and you do so at your own risk.

19. Linked Sites

The Website may contain links to other websites. A link to a third party’s website does not mean that AAA-ICDR endorses it or that we are affiliated with it. We do not exercise control over third-party websites and are not responsible for their practices. You access such third-party websites or content at your own risk. You should always read the privacy policy of a third-party website before providing any information to the website.

20. Updates to this privacy policy

AAA-ICDR reserves the right to revise this Privacy Policy from time to time in AAA-ICDR’s sole discretion. For this reason, we ask the user to regularly check for the most recent version of this Privacy Policy. If we make any material changes to this Privacy Policy, we’ll notify the user, for example by posting the updated Privacy Policy on the Website or sending other communications, and we’ll update the “Last Updated” date to indicate when those changes will become effective. By continuing to use the Website, you are consenting to the revised Privacy Policy.

21. Acceptance and consent

The user declares to have been informed of the content of this Privacy Policy.

22. Contact; Questions & Concerns

If you have any questions, comments, or concerns about this Policy, please contact us at [email protected].
Please print a copy of this Privacy Policy for your records and PLEASE check the Website frequently for any changes.

Last updated: 2026/04/13