Privacy Notice

ADR Chambers is a renowned arbitration mediation firm that has provided conflict resolution services for over 30 years. ADR Chambers provides dispute resolution services including mediation, arbitration, ombuds services, workplace investigations, neutral evaluation, fairness monitoring, workplace restoration, private appeals and independent assessment of workplace accommodation requests.

ADR Chambers (“we,” “us,” or “our”) is committed to protecting your privacy and personal information. This Privacy Notice explains how we collect, use, disclose, and safeguard your personal information in accordance with applicable Canadian privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA), provincial privacy laws where applicable, and Quebec's Law 25.

This Privacy Notice outlines how we collect, use, and in some cases disclose personal information. It also outlines what your rights are in relation to your personal information and how to contact us if you have any questions about the way we handle your personal information.

We may collect the following types of personal information:

Contact Information:

• Name, email address, telephone number, mailing address

Account Information:

• Username, password, account preferences

Transaction Information:

• Payment details, purchase history, billing information

Technical Information:

• IP address, browser type, device information, cookies and similar technologies, and employee login credentials and email logs

Other Information:

• Demographic data
• Health and safety information, such as incident reports and accommodation requests

We collect and use your personal information for the following purposes:

• To provide and deliver products or services you request, such as mediations, arbitrations, ombuds services or other dispute resolution services
• To process transactions and send transaction confirmations
• To communicate with you about your account or our services
• To respond to your inquiries and provide customer support
• To send marketing communications (with your consent where required)
• To improve our products, services, and website
• To comply with legal obligations
• To detect and prevent fraud or security issues
• To establish, manage, and terminate employment relationships (if applicable)
• To compile aggregate data used to publish annual reports
• To maintain workplace safety and security
• To manage cybersecurity and other risks

We collect personal information through the following methods:

Directly from you when you:

• Register for services
• Make a purchase or place an order
• Contact us or request information
• Subscribe to newsletters or marketing communications
• Participate in surveys, contests, or promotions

Automatically through:

• Cookies and similar tracking technologies when you visit our website
• Server logs and analytics tools
• Security monitoring systems and building access cards

From third parties such as:

• Service providers and business partners
• Social media platforms
• Public databases and directories
• Employment references and background check providers

We may share your personal information with the following categories of recipients:

Service Providers: We engage third-party companies to perform services on our behalf, such as:

• Payment processors
• Shipping and delivery services
• Cloud hosting providers
• Marketing and analytics services
• Payroll and benefits administrators (for employee information)
• Auditors
• Financial institutions
• Legal representatives
• IT service provider
• Government agencies

Legal Authorities: We may disclose information when required by law, regulation, legal process, or governmental request, or to protect our rights or the safety of others.

Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity.

With Your Consent: We may share your information with other parties when you have provided explicit consent for us to do so.

When we disclose personal information to service providers, legal authorities, or other permitted third parties, we limit the information to what is reasonably required for the specific purpose. All third parties are required to protect the information and are prohibited from using it for any purpose other than those we specify.

We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, disclosure, alteration, or destruction. These measures include:

• Encryption of data in transit and at rest
• Access controls and authentication procedures
• Regular security assessments and updates
• Employee training on privacy and security practices
• Physical security measures for paper records and servers
• Secure disposal procedures for information no longer needed

While we take reasonable steps to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security.

Our website may contain links to third-party websites that are not operated by us. We are not responsible for the privacy practices of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

Retention: We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. After the retention period expires, we will securely destroy or anonymize your personal information.

Storage: Your personal information is primarily stored in Canada and the United States. When we transfer your personal information outside Canada, we ensure appropriate safeguards are in place to protect your information in accordance with Canadian privacy laws, including contractual protections with our service providers.

Under Canadian privacy law, you may have the following rights regarding your personal information:

Right to Access: You may request access to the personal information we hold about you and information about our collection, use, and disclosure practices.

Right to Correction: You may request that we correct any inaccurate or incomplete personal information. If we refuse to make corrections, we will annotate the record with your requested changes.

Right to Withdrawal of Consent: Where we rely on your consent to process information, you may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice.

Right to Data Portability: You have the right to receive your personal information in a structured, commonly used format and to transmit it to another organization.

Right to Erasure: In certain circumstances, you may request that we delete your personal information.

To exercise any of these rights, please contact us using the information in the “How to Contact Us” section below. We will respond to your request within the timeframes required by applicable law.

Our website uses cookies and similar tracking technologies. This section explains what these technologies are, how we use them, and how you can control them.

What Are Cookies?

Cookies are small text files that are placed on your computer or mobile device when you visit a website. They allow the website to recognize your device and remember certain information about your preferences or past actions. Cookies are widely used to make websites work more efficiently and provide a better user experience.

Similar technologies include web beacons, pixel tags, and local storage, which serve similar purposes in tracking and enhancing your website experience.

Types of Cookies We Use

Essential Cookies: These cookies are necessary for the website to function properly. They enable core functionality such as security, network management, and accessibility. You cannot opt out of these cookies as the website would not work properly without them.

Performance Cookies: These cookies collect information about how you use our website, such as which pages you visit most often and if you receive error messages. This helps us improve how our website works and understand what content is most useful to our visitors. All information collected by these cookies is aggregated and anonymous. Google Analytics, Facebook Pixel, LinkedIn Insight Tag and HubSpot are used.

Functionality Cookies: These cookies allow the website to remember choices you make (such as your username, language, or region) and provide enhanced, more personalized features. They may also remember changes you have made to text size, fonts, and other customizable parts of web pages.

Third-party cookies: Some cookies may be set by third parties that provide analytics or advertising services. These third parties may collect information about your online activities over time and across different websites. Where required, we will obtain consent for non-essential cookies.

How to Control and Delete Cookies

You have the right to decide whether to accept or reject cookies. You can exercise your cookie preferences on your browser settings. Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. Please note that if you choose to block or delete cookies, certain features of our website may not function properly, and your user experience may be limited.

If you have questions, concerns, or requests regarding this Privacy Notice or our privacy practices, please contact us:

You may also contact the privacy commissioner in your jurisdiction:

Office of the Privacy Commissioner of Canada

• Website: www.priv.gc.ca
• Phone: 1-800-282-1376

Commission d'accès à l'information du Québec (Quebec residents)

• Website: www.cai.gouv.qc.ca
• Phone: 1-888-528-7741

Office of the Information and Privacy Commissioner for British Columbia

• Website: www.oipc.bc.ca
• Phone: 250-387-5629 or 1-800-663-7867 (toll-free in BC)

Office of the Information and Privacy Commissioner of Alberta

• Website: www.oipc.ab.ca
• Phone: 780-422-6860 or 1-888-878-4044 (toll-free in Alberta)