Data Privacy Notice for ICAMEK Proceedings

2026

1. Purpose of This Privacy Notice

1.1 The International Centre for Arbitration & Mediation in Kampala ("ICAMEK", "we", "us") performs dispute resolution services and carries out other activities in relation to disputes or potential disputes, whether before or after their conclusion, including under the ICAMEK Arbitration Rules, ICAMEK Adjudication Rules, ICAMEK Conciliation Rules, and the ICAMEK Mediation Rules ("ICAMEK Proceedings").

1.2 This Privacy Notice describes how we collect and process personal data in the context of those services and activities. This Privacy Notice is not intended to override any other privacy related orders or notices that may be issued in the context of ICAMEK Proceedings or that we may provide you in specific circumstances. The ICAMEK's privacy notice for all other activities that do not relate to ICAMEK Arbitration Rules Proceedings can be found under our resources on website.

1.3 ICAMEK Proceedings may finally determine the rights and interests of persons (both individuals and legal entities) and must therefore be undertaken fairly and impartially. While ICAMEK does not determine the outcome of disputes itself, ICAMEK plays an important role in ensuring that justice is served in ICAMEK Proceedings, and that the parties' fundamental due process rights, rights of defence, and right to be heard are protected.

1.4 The conduct of ICAMEK Proceedings requires that personal data is processed that relates to arbitrators, conciliators, mediators, adjudicators, experts, and others acting or potentially acting in similar roles ("Neutrals"), as well as tribunal secretaries, members of the ICAMEK Arbitration Committee, parties, their authorised representatives, witnesses, and all other individuals that may be identified or identifiable in any information that is processed by ICAMEK in the context of ICAMEK Proceedings.

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

1.6 Please note that when you provide any personal data relating to individuals in the context of ICAMEK Proceedings with whom we or the person to whom it is submitted have no direct relationship, it is your duty to provide the individual with adequate notice that their data is being processed for this purpose and to comply with your other applicable data protection obligations.

1.7 This Notice is in effect as of the date indicated at the end of this Notice. If we make changes to this Privacy Notice, we will change the date and update this Notice on our website.

1.8 If you have any questions about this Notice, how we treat your personal data in the context of ICAMEK Proceedings or wish to exercise any of your data subject rights, please refer to the details found at the end of this Notice.

2. What Personal Data Do We Collect and How Do We Collect It?

2.1 Depending on the circumstances, we may obtain the following personal data about you:

Neutrals, Tribunal Secretaries, Members of the ICAMEK Arbitration Committee

2.1.1 Your name, contact details, financial information (including banking details), personal identification information (including passport information) and other personal data submitted to us by you, a party, a party's authorised representative, another Neutral, a tribunal secretary, a member of the ICAMEK Arbitration Committee, or otherwise disclosed to or collected by us from third parties or publicly available resources, in connection with ICAMEK Proceedings

2.1.2 Information about whether you are subject to economic sanctions or any other legal or regulatory impediment

Individual Parties / Party's Authorised Representatives

2.1.3 Your name, contact details, financial information (including banking details), personal identification information (including passport information) and other personal data submitted to us by you, a party, a party's authorised representative, a Neutral, a tribunal secretary, a member of the ICAMEK Arbitration Committee, or otherwise disclosed to or collected by us from third parties or publicly available resources, in connection with ICAMEK Proceedings

2.1.4 Information about whether you are subject to economic sanctions or any other legal or regulatory impediment

Fact and Expert Witnesses

2.1.5 Your name, contact details, financial information (including banking details), personal identification information (including passport information) and other personal data submitted to us by you, a party, a party's authorised representative, a Neutral, a tribunal secretary, a member of the ICAMEK Arbitration Committee, or otherwise disclosed to or collected by us from third parties or publicly available resources, in connection with ICAMEK Proceedings

2.1.6 Information about whether you are subject to economic sanctions or any other legal or regulatory impediment

2.1.7 Personal data you choose to include in your witness statement or expert report and any oral testimony you may give (which may be transcribed), as submitted to us during ICAMEK Proceedings in which you provide written or oral evidence

2.1.8 Any other personal data of yours submitted to us by a party, a party's authorised representative, a Neutral, a tribunal secretary, a member of the ICAMEK Arbitration Committee, or otherwise disclosed to or collected by us from third parties or publicly available resources, in connection with ICAMEK Proceedings in which you provide written or oral evidence

Other Individuals

2.1.9 Personal data of yours submitted to us by a party, a party's authorised representative, a Neutral, a tribunal secretary, a member of the ICAMEK Arbitration Committee, or otherwise disclosed to or collected by us from third parties or publicly available resources, in connection with ICAMEK Proceedings

3. How Do We Use Your Personal Information?

3.1 We will only use your personal data for the purposes for which we collect it, unless we reasonably consider that we need to use it for another reason, and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

3.2 To find out more about the legal bases that we rely on to be able to use and process your personal data, please see below under "Legal bases for processing your personal data".

3.3 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, Tribunal Secretaries, Members of the ICAMEK Arbitration Committee

3.3.1 To assess your availability and suitability (including in response to specific challenges made by parties) to be appointed and to continue to act in ICAMEK Proceedings, to ensure that only suitable candidates are appointed and that no conflicts of interest arise which could undermine the actual or perceived integrity of ICAMEK Proceedings

3.3.2 To maintain a database of potential Neutrals and tribunal secretaries to make suitable appointments

3.3.3 To facilitate the determination of challenges to arbitrators in ICAMEK proceedings and potentially publish selected decisions where an arbitrator has been challenged, which decisions are redacted to eliminate unnecessary personal data before publication

3.3.4 To remit funds to you or provide administrative information regarding your (potential) appointment or the conduct of ICAMEK Proceedings

3.3.5 To facilitate the general conduct of ICAMEK Proceedings, including to communicate with you, facilitate communications between arbitral participants, and to fulfil other administrative tasks in relation to ICAMEK Proceedings, and to ensure that the arbitral process operates efficiently and expeditiously and that the rights of the parties are respected

Legal Compliance Obligations

3.3.6 Where necessary to meet our legal and regulatory compliance obligations, including those relating to taxes, economic sanctions and money laundering

Individual Parties / Party's Authorised Representatives

3.3.7 To provide services in relation to ICAMEK Proceedings (including remitting funds) and to communicate with you in your capacity as a party to ICAMEK Proceedings or an authorised representative of a party, to ensure that the arbitral process operates efficiently and expeditiously and that the rights of the parties are respected

3.3.8 Where necessary to meet our Legal Compliance Obligations

Expert and Fact Witnesses

3.3.9 To facilitate your giving of evidence in ICAMEK Proceedings (including remitting funds), and the examination of such evidence, as necessary for resolving the dispute between the parties, and to ensure that ICAMEK Proceedings operate efficiently and expeditiously and that the rights of the parties are respected

3.3.10 Where necessary to meet our Legal Compliance Obligations

Other Individuals

3.3.11 As necessary to resolve the dispute between the parties, and to ensure that ICAMEK Proceedings operate efficiently and expeditiously and that the rights of the parties are respected

3.3.12 Where necessary to meet our Legal Compliance Obligations

4. Legal Bases for Processing Your Personal Data

4.1 There are a number of different ways that we are lawfully able to process your personal data. We have set these out below.

4.1.1 Where processing your personal data is necessary for us to carry out our obligations under our contract with you, to ensure that you are properly fulfilling your obligations to us, and to ensure that we are fulfilling our obligations to others.

We are able to lawfully process your data and ensure that we can process your data where this processing "is necessary for the performance of a contract to which [you] are a party". We therefore rely on this legal basis to collect and otherwise use your personal data to enable us to perform our part of our contract with you and our obligations to third parties, and to ensure that you are properly fulfilling your obligations to us.

We consider the following to be non-exhaustive examples of processing activities that are in our legitimate interests:

to manage Neutrals, Tribunal Secretaries and members of the Arbitration Committee; and
to facilitate and ensure the smooth running of ICAMEK Proceedings.

4.2 Depending on the circumstances in which we handle your personal data, we may share it with the following people:

4.2.1 ICAMEK Arbitration Committee (including former members) to further the administration of cases, rendering decisions in respect of challenges to arbitrators and/or tribunal secretaries and other matters within their purview
4.2.2 Other participants in ICAMEK Proceedings in which you are involved, for example professional transcribers or other service providers
4.2.3 Our service providers such as our third-party data hosting providers in order for us to provide services in connection with ICAMEK Proceedings
4.2.4 If we have to disclose or share your personal data if we believe that such action is necessary to protect and defend the rights, property or personal safety of the ICAMEK, its sites or its visitors; and
4.2.5 With third parties including our professional advisors, financial institutions, or law enforcement agencies, where necessary to comply with our Legal Compliance Obligations, or where it is otherwise in our or a party's legitimate interests to do so

5. How Long Do We Retain Your Personal Information?

5.1 We will only keep your personal data for as long as is reasonably necessary in the circumstances. Retention periods vary depending on the category of data, taking into account legal and regulatory requirements, limitation periods for taking legal action, good practice and the lawful basis on which we process it.

6. What Rights Do You Have Over Your Personal Data?

Depending on the circumstances, you have a number of rights over the personal data that we process about you. These may include the right to:

6.1.1 request access to your personal data and obtain a copy of it from us
6.1.2 correct your personal data that we hold where it is incomplete or inaccurate
6.1.3 have your personal data erased where there is no good reason for us continuing to use or retain it, unless the processing is necessary to pursue a legal claim or defence
6.1.4 request that your personal data is used only for restricted purposes, unless the processing is necessary to pursue a legal claim or defence
6.1.5 object to your personal data being processed if the lawful basis for processing it is either our or a third party's legitimate interest; and
6.1.6 require certain of your personal data to be transferred to you or a third party to the extent that the data was collected directly from you

Questions About This Notice?

If you have any questions about how we treat your personal data in the context of ICAMEK Proceedings, or wish to exercise any of your data subject rights, please contact us.