Privacy Policy

1. Who we are

The Chartered Institute of Arbitrators, Bahamas Branch (“CIArb Bahamas”, “we”, “our” or “us”) manages personal information collected through ciarbbahamas.com in connection with events, registrations, sponsorship activities and communications.

Privacy enquiries: info@ciarbbahamas.com. Location: Nassau, New Providence, The Bahamas.

2. Information we collect

Depending on your interactions, we may collect your name, email address, telephone number, organisation, professional title, registration category, attendance mode, event choices, invitation references, sponsor affiliation, registration confirmations and check-in or QR-code details.

We may also collect billing details, payment status, transaction references, refund records, enquiries, correspondence and communication preferences; and technical data such as IP addresses, browser details, website usage information and security logs.

Photographs, audio/video recordings and information about parents or guardians may be processed in connection with relevant events or programmes. Dietary, accessibility and assistance requirements should be supplied voluntarily and limited to what is needed; please avoid unnecessary medical or sensitive information in free-text fields.

3. How we use personal information

We use personal information to administer events and programmes; verify registration and invitation eligibility; manage capacity, attendance and check-in; confirm payments and administer refunds; issue confirmations, event notices and virtual-access instructions; accommodate assistance requests; manage sponsorship benefits; answer enquiries; maintain records; comply with legal obligations; and safeguard the website.

Marketing communications are separate from essential event communications. You may withdraw an optional marketing preference without affecting the administration of your registration or information we are otherwise lawfully required or permitted to retain.

4. Cookies and similar technologies

The website may use essential cookies for security, authentication and registration. Preference, analytics or other non-essential cookies, if implemented, will be governed by applicable consent requirements. Visitors may manage browser controls or available website cookie preferences.

5. Payment processing

Event card payments are processed through Bank of The Bahamas Limited and its designated payment providers. CIArb Bahamas and the website operated by Sebastian Alliance Group do not retain full payment-card numbers or card security codes. The website may retain payment status, transaction references and related non-card information required for registration confirmation, reconciliation, accounting and refunds.

Payment processors are subject to their own applicable privacy and security practices. Please do not send full card numbers or security codes by email, messaging service or ordinary website forms.

6. Sharing personal information

Information may be disclosed only as reasonably necessary to authorised CIArb Bahamas representatives, volunteers and event personnel; Sebastian Alliance Group and approved hosting or technical providers; banks and payment providers; email and virtual-event providers; venues and caterers handling relevant requirements; professional advisers and auditors; and competent authorities where required or permitted by law, including to address disputes or suspected unlawful conduct.

Sponsors may receive only the information necessary to administer their complimentary allocations. Sponsorship does not automatically provide access to the attendee database or permission to market to attendees. We do not sell personal information.

7. Hosting and international processing

Website and registration data are hosted in United States data centres. CIArb Bahamas is based in The Bahamas, and has engaged Sebastian Alliance Group for hosting, administration, storage, maintenance and related technical services. Information may be accessed or processed outside The Bahamas for these services.

Different jurisdictions may provide different privacy protections. CIArb Bahamas will take steps it considers reasonably appropriate, consistent with applicable law, to assess and safeguard overseas processing and transfers. Bank of The Bahamas and its designated providers may process payment information in locations different from those used for website hosting.

8. Retention and security

We retain personal information for as long as reasonably necessary for event and organisational operations, legal and regulatory compliance, recordkeeping and dispute resolution. When information is no longer needed, it may be securely deleted, destroyed or anonymised, subject to applicable law.

The administrative retention guidelines are: general enquiries — 12 months after resolution; server and security logs — 12 months unless needed for an incident; cookie preferences — 24 months after the last preference where applicable; analytics — approximately 14 months where supported; membership and volunteer records — relationship duration plus 2 years; event registration and attendance records — 2 years after the event; parent/guardian and safeguarding records — 3 years after the event unless longer retention is warranted; financial records — 7 years after the relevant financial year or longer if required; complaints and legal claims — through resolution and applicable limitation periods. Photographs and publicity records are retained while relevant to their stated lawful purpose; consent records are retained as needed to demonstrate compliance. These are administrative guidelines and may be varied where lawful and necessary.

We use reasonable technical, organisational and administrative measures appropriate to the information and associated risks. No online system can guarantee absolute security.

9. Privacy requests

You may contact info@ciarbbahamas.com to request access to or correction of personal information, raise privacy concerns, withdraw optional consent, or request deletion where applicable. We may need to verify identity and may retain records where lawfully required or permitted. Requests will be assessed in accordance with applicable law.

You may also raise concerns with the Office of the Data Protection Commissioner of The Bahamas.

10. Photography, recordings and attendees

Events may involve photography, filming or recording for documentation, security, attendance, training, archival, reporting or publicity. Where an event is to be photographed or recorded, notice will be given before or at the event, with information about intended uses and how to raise concerns. Event registration does not grant unrestricted permission for promotional use of an attendee’s image.

Attendees seeking to avoid optional promotional photography should contact the organiser in advance where practical. Reasonable efforts may be made to accommodate requests, although incidental appearance in group or wide-angle images cannot always be prevented. Where minors attend, required institutional, parental or guardian permissions will be sought as appropriate. Sponsored attendees retain the same privacy protections.

11. Changes to this policy

The current policy and its effective date will be displayed on ciarbbahamas.com. Additional notice will be given for material changes when required by applicable law.