General Data Privacy Notice & Event Terms
2026
General Data Privacy Notice
1. Purpose of This Privacy Notice
1.1 The International Centre for Arbitration and Mediation in Kampala ("ICAMEK", "we", "us") performs dispute resolution services 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"). The ICAMEK's privacy notice for ICAMEK Proceedings can be found under Arbitration.
1.2 ICAMEK also carries out other services and activities including, but not limited to, in respect of the membership of the ICAMEK Users' Councils.
1.3 This Privacy Notice describes how we collect and process personal data in the context of those services and activities.
1.4 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.
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:
2.1.1 basic information, such as your name (including name prefix or title), the company you work for, your title or position, your gender, your date of birth and your relationship to a person;
2.1.2 contact information, such as your postal address(es), email address(es) and phone number(s);
2.1.3 financial information, such as payment-related information;
2.1.4 technical information, such as information from your visits to our website/online services or in relation to materials and communications we send to you electronically;
2.1.5 information you provide to us for the purposes of attending meetings and events, including passport and visa information, accessibility and dietary requirements;
2.1.6 identification and background information provided by you or collected as part of our business acceptance processes;
2.1.7 any personal information provided to us in the course of providing services in relation to an arbitration, whether by you, or by or on behalf of the parties;
2.1.8 any personal information provided to us in the course of providing services in relation to membership and events;
2.1.9 CVs, cover letters and employment history;
2.1.10 profile pictures and photos taken at events (see Event Terms and Conditions below);
2.1.11 a record of correspondence via email and social media.
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 Please note that the below list of the way in which we use your personal data is not exhaustive.
3.4 We might use information held about you in the following ways:
3.4.1 when you join or apply to join as a neutral, intern, moot competitor;
3.4.2 in the provision of our services to you or to others;
3.4.3 to notify you about changes to our services;
3.4.4 to promote our services, including sending legal updates, publications and details of events;
3.4.5 to provide and improve our website/online services, including auditing and monitoring its use;
3.4.6 to fulfil our legal, regulatory and risk management obligations, including establishing, exercising or defending legal claims; or
3.4.7 for the purposes of recruitment.
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.
4.1.2 Where processing your personal data is necessary for us to carry out our legal obligations. As well as our obligations to you under our contract, we also have other legal obligations that we need to comply with under various Ugandan laws.
4.1.3 Where processing your data is within our legitimate interests. We can process your data where it "is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of you which require protection of personal data."
We consider the following to be non-exhaustive examples of processing activities that are in our legitimate interests:
- to help us understand our users better and provide better, more relevant information and services to them;
- to ensure our website runs smoothly;
- to help us keep our systems secure and prevent unauthorised access or cyber-attacks.
5. How Do We Share Your Personal Information?
5.1 Your information will not be disclosed to third parties outside of the ICAMEK, except to the following limited categories of recipients:
5.1.1 any current or future member of our group, which includes our subsidiaries, our ultimate holding company and its subsidiaries, as defined in the Companies Act insofar as reasonably necessary for the purposes set out in this policy;
5.1.2 third party service providers who perform functions on our behalf (including external consultants, IT service providers and professional advisers such as lawyers, auditors and accountants);
5.1.3 third parties including financial institutions or law enforcement agencies, where necessary to comply with our legal obligations, our contract with you or where it is otherwise in our or a party's legitimate interests to do so;
5.1.5 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;
5.1.6 third parties to whom the ICAMEK is providing services; and
5.1.7 third parties involved in hosting or organising events or seminars.
6. Where Do We Transfer Your Personal Data To?
6.1 The personal data that we collect from you may be transferred to, and stored at, a destination outside Uganda. It may also be processed by staff operating outside Uganda, who work for us or for one of our suppliers, subsidiaries or any other entity in which the ICAMEK has an interest. By submitting your personal data, you expressly agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your personal data is treated securely and in accordance with this privacy policy.
6.2 Payments made in connection with our services and activities may be processed via a third party payment service provider. Please see the separate terms and conditions of that provider for further terms that may apply to you.
6.3 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.
7. How Long Do We Retain Your Personal Information?
7.1 Your personal information will only be retained 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 ICAMEK's business purposes.
8. What Rights Do You Have Over Your Personal Data?
8.1 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:
8.1.1 request access to your personal data and obtain a copy of it from us;
8.1.2 correct your personal data that we hold where it is incomplete or inaccurate;
8.1.3 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;
8.1.4 request that your personal data is used only for restricted purposes, unless the processing is necessary to pursue a legal claim or defence;
8.1.5 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
8.1.6 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.
8.2 If the relevant legislation allows us to do so, we may refuse to provide access or may charge a fee for access, in which case we will provide reasons for our decision as required by law.
8.3 Information we hold about you should be up-to-date and accurate. Please advise us of any changes to your information using the contact details below.
Event Terms and Conditions
1. General Information
1.1 ICAMEK organises a rolling programme of events globally to promote the organisation's services, arbitration and ADR more generally. Please read carefully the terms and conditions below to ensure the best possible experience.
2. Registrations
2.1 All registrations for ICAMEK events are to be completed via the ICAMEK website.
2.2 We take receipt of a completed registration form as acceptance of the cancellation terms and conditions as stipulated below and on the registration form.
3. Registration Fees
3.1 The following payment methods are accepted:
3.1.1 Bank transfer: please refer to the registration form or invoice for bank details. Please include the invoice number in the payment reference. All payments must be made 'Free of charges to ICAMEK'.
3.1.2 Credit card: by Visa, Mastercard and Amex (no other cards are accepted). Credit card payments will be charged in the currency of the event and your credit card company may charge any costs associated therewith.
3.2 Conference registration fees are to be paid in the currency stated on the event registration form (US dollars or UG shilling).
4. Cancellations
4.1 Written cancellation of a delegate place must be received by the ICAMEK office before the cancellation deadline date (stipulated in the event registration process) in order for a partial delegate fee to be refunded, if applicable. Refunds will be made via the original payment method.
4.2 Cancellations relating to conference accommodation bookings are the responsibility of the delegate and must be made direct with the hotel.
5. Photography & Filming
5.1 For promotional purposes, there may be a professional photographer and/or video production taking place during the conference. Delegates who do not wish to be filmed or recorded should advise the ICAMEK by emailing conferences@icamek.org prior to the event.
5.2 Photos taken at ICAMEK events may be published online, available to download and used in marketing materials to promote ICAMEK's services.
6. List of Participants
6.1 To facilitate networking, the ICAMEK may produce a list of participants' contact details for an event. The list of participants will be made available to each delegate attending the event. Delegates who do not wish to be included in the list of participants should advise the organisers by email to communications@icamek.org and conferences@icamek.org as soon as possible prior to the event.
7. Disclaimer
7.1 ICAMEK may at any time, with or without giving notice, in their absolute discretion and without giving any reason, cancel or postpone the conference, change its venue or any of the other published particulars, or withdraw any invitation to attend. In any case, neither ICAMEK nor any of their officers, employees, agents, members or representatives shall be liable for any loss, liability, damage or expense suffered or incurred by any person, nor will they return any money paid to them in connection with the conference unless they are satisfied not only that the money in question remains under their control but also that the person who paid it has been unfairly prejudiced (as to which, decision shall be in their sole and unfettered discretion and, when announced, final and conclusive).