Privacy Policy

The website accessible at https://www.luxarbitration.com is operated by:
The Luxembourg Arbitration Association
7, rue Alcide de Gasperi
L-1615 Luxembourg – Kirchberg
Grand Duchy of Luxembourg
Email: contact@luxarbitration.com

Personal data or information is collected on this website be the Luxembourg Arbitration Association (LAA, we or our). This privacy policy aims to inform you (user, you or your), in your capacity as user of the website, more precisely about the type of data we process, the legal basis for such processing and its purposes and the rights you have in that respect.

We process personal data collected via our website and data collected by us from other sources as data controller in accordance with Regulation (EU) 2016/679 of 27 April 2016 (GDPR) as well as any complementing or other law or regulation relating to the protection of personal data applicable to us (together the Data Protection Laws).

Personal data is defined by the GDPR as any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, in particular by reference to an identifier such as name, identification number, location data, online identifier or to one or more factors specific to, for instance, the physical, economic, cultural or social identity of that natural person.

The website is hosted on a server located in France operated on our behalf by a third-party hosting provider OVH. Your personal data collected via the website will be hosted on this server but they will not be accessible to the third party hosting provider.

1. IDENTITY AND CONTACT DETAILS OF THE CONTROLLER

The LAA, ASBL registered with the Luxembourg Trade and Companies Register under number F3141 and established at 7, rue Alcide de Gasperi, L-1615 Luxembourg – Kirchberg, Grand Duchy of Luxembourg is the controller (Controller) with respect to the personal data processed in relation to you as described below.

For any personal data processing related questions you may contact us at the following email address: contact@luxarbitration.com.

2. PERSONAL DATA

For the purpose of providing the services accessible on or via our website, we collect and process personal data of any user taking the following actions:

• Contacts us via our main contact email address (contact@luxarbitration.com) or any other email address provided on the website;
• Applies for membership through our dedicated membership section (Become a Member);
• Requests to receive our newsletter and invitations to our events;
• Makes a donation to the LAA.

Regarding these above-mentioned actions, we may refer to the user as the visitor, contacting user, membership applicant, newsletter applicant or donator, respectively.

The personal data collected from a visitor, a contacting user, a membership applicant or a newsletter applicant in relation to a specific request for a product or a service offered on our website may include in particular:

Type of data	Visitor	Contacting User	Membership Applicant	Newsletter	Donator
First Name		X	X	X	X
Name		X	X	X	X
Salutation		X	X	X	X
Profession			X
Affiliations to Professional Bodies			X
Position			X
Company			X
Address			X		X
ZIP			X		X
Place			X		X
Country			X		X
Telephone			X		X
Email		X	X		X
CV			X
Payment Information			X*		X

*If your membership is approved, your payment information will need to be processed in order to process your membership contributions.
Users are informed that failure to provide some of the aforementioned personal data may prevent us from responding to their request.

a) Contacting User

We will collect the email address, the signature block, the content of the email and its potential attachment(s) when we receive a communication by email from a contacting user.

Depending on the type of request or reason for contacting us, we may collect additional information about the contacting user from publicly available sources (such as professional or social online networks), services providers or colleagues to the extent it is relevant to process the request.

b) Membership Applicant

In addition to the personal data directly received from the membership applicant via the website, additional personal data from such membership applicant will be collected by us for the purpose of the management of the membership application process and management of membership services and member accounts, if and when the membership applicant becomes a member. This may include personal data collected or received from colleagues and any other publicly available sources (such as professional or online social networks).

c) Personal Data collected from all users

This website doesn’t use cookies for user that visits our website.

d) Sensitive data

We do not request any sensitive personal data from you; neither do we wish to process such data.

Sensitive personal data are data relating to your racial or ethnic origin, political opinion, religious or philosophical convictions, trade union membership, health and sexual life, and genetic data.

Therefore, if you deliberately include such sensitive personal data about yourself (or other persons) in the incoming communication and/or documents sent to us notably to apply for membership, we consider that we have received the consent to use it for the purpose of responding to your query. To the extent we consider the sensitive personal data not useful for the purpose of handling your request, we endeavor to delete such data. 

3. PURPOSES AND LEGAL GROUNDS REGARDING THE PROCESSING OF PERSONAL DATA

The LAA will only process your personal data collected via the website for purposes related to the following legal grounds (combined or separately as applicable):

Purposes	Legal Grounds
Management of your incoming correspondence	The processing of personal data is necessary for satisfying the LAA’s legitimate interests such as i) seeking maximum efficiency (including IT efficiency and security) for a continuous functioning of the website, ii) responding to your requests, membership applications, iii) manage subscriptions to our newsletter and other publications or events, iv) improve our online offer and our communications with you (collect metrics and statistics on your use of our website), v) manage members’ and donators’ relations and donations, and vi) promote our services and organisation.
Management of your membership application	The processing of your personal data is necessary in order to take steps at your request prior to entering into a contract with you (for example, where you apply for a membership with the LAA) The processing of personal data is necessary for satisfying the LAA’s legitimate interests such as i) seeking maximum efficiency (including IT efficiency and security) for a continuous functioning of the website, ii) responding to your requests, membership applications, iii) manage subscriptions to our newsletter and other publications or events, iv) improve our online offer and our communications with you (collect metrics and statistics on your use of our website), v) manage members’ and donators’ relations and donations, and vi) promote our services and organisation.
Management of your membership services	The processing of your personal data is necessary for the performance of a contract with you (where you are a member and we deliver the services you have requested, i.e. publishing your CV on our website) The processing of your personal data is necessary for compliance with a legal obligation to which the LAA is subject (for instance, if you are a member and use our services, for the processing related to invoicing, accounting and other mandatory operations)
Management of your application to receive our newsletter	The processing of personal data is necessary for satisfying the LAA’s legitimate interests such as i) seeking maximum efficiency (including IT efficiency and security) for a continuous functioning of the website, ii) responding to your requests, membership applications, iii) manage subscriptions to our newsletter and other publications or events, iv) improve our online offer and our communications with you (collect metrics and statistics on your use of our website), v) manage members’ and donators’ relations and donations, and vi) promote our services and organisation.

4. RECIPIENTS OF PERSONAL DATA

Your personal data are or may be transmitted by us to the following recipients to the extent that such disclosure or transmission is necessary for satisfying the aforementioned purposes:

• authorized employees, consultants, agents or other persons acting on behalf of the LAA within the limits of their function (notably our IT staff),
• third-party IT service provider located in France ensuring the maintenance of the website.

5. RETENTION OF YOUR PERSONAL DATA

We will only retain your personal data for the period necessary to fulfill the purposes for which it was collected and to comply with our legal obligations subject to the legal periods of limitation and to the situations where the applicable laws require or allow that such personal data be retained for a certain period of time after the purposes pursued by such processing have been fulfilled.

Without prejudice to the foregoing:

• personal data processed for the purpose of contacting you (without having entered into a commercial relationship with you) will be kept for one (1) year after the last contact;
• the personal data processed for the purpose of managing your membership application will be retained for the necessary time which shall enable the LAA to issue a decision regarding such application.
• Where the LAA decides to grant you a membership, we will retain your personal data for as long as you are member. When you cease to be a member, we will not retain your personal data more than five (5) years as from the day you cease to be a member.
• if we decide not to issue you with a membership, we will not retain your personal data more than five (5) years as from the day we received your membership application.

6. YOUR RIGHTS

The user is hereby informed that he/she benefits from the following rights:

• right to access his/her personal data (e. the right to obtain from the LAA confirmation as to whether or not personal data concerning the user are being processed, and, where that is the case, access to the Personal Data and relevant information in that regard),
• rectification of his/her personal data (e. the right to obtain from the LAA without undue delay the rectification of inaccurate personal data concerning the user and taking into account the purposes of the processing, the right to have incomplete personal data completed),
• erasure of his/her personal data,
• restriction of the processing of his/her personal data (e. the marking of stored personal data with the aim of limiting their processing in the future);
• right to object to the processing of the personal data (e. the right to object, on grounds relating to the user’s particular situation, at any time to processing of personal data concerning him or her which is based on satisfying the legitimate interests pursued by the LAA. Should this right be exercised, the LAA shall no longer process the personal data unless the LAA demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the user or for the establishment, exercise or defence of legal claims);
• where relevant, right to request the portability of his/her personal data (e. the user is allowed to receive personal data concerning him or her which he or she has provided to the LAA on the basis of the aforementioned purposes in a structured, commonly used, machine-readable format, and to transmit it to another controller).

You can exercise your above-mentioned rights by contacting us at contact@luxarbitration.com.

The user also has the right to lodge a complaint with a supervisory authority, in particular in the Member State of his/her habitual residence, or of an alleged infringement of the GDPR (in Luxembourg, the supervisory authority is the Commission Nationale pour la Protection des Données).

7. OPT-OUT

Any user who may receive special marketing offers from the LAA by email, following an opt-in request for the reception of such communications, benefits from an opt-out option in order not to receive such communications in the future.

8. CHANGE TO THE TERMS OF THIS PRIVACY POLICY

Changes may occur in the way we process information about you. In case these changes oblige us to update our privacy notice, we will bring this to your attention to the extent possible. The latest version will always be available here.