Privacy Policy
Ayrton Arbitration Limited (‘Ayrton Arbitration’) is committed to protecting your personal information. This privacy notice explains what information we collect, how and why we use it, the lawful bases we rely on, who we may share it with, how long we keep it, your data protection rights, and how you can raise any concerns.
Who we are
Ayrton Arbitration Limited is registered in England and Wales under company number 17296727. Our registered office is Devere House, Vicar Lane, Bradford BD1 5AH. Our data protection registration number is ZC192159.
Ayrton Arbitration Limited is the data controller responsible for the personal information described in this privacy notice.
If you have any questions about this privacy notice or about how we use personal information, please contact Lyn Ayrton at Ayrton Arbitration by email at lyn@ayrtonarbitration.co.uk.
What information we collect and why
We collect and use personal information where it is needed to respond to enquiries, consider and manage appointments, provide arbitration services, manage cases, comply with legal and regulatory obligations, and deal with complaints, disputes or claims.
We will make clear where particular information is needed so that we can respond to an enquiry, consider or accept an appointment, conduct an arbitration, comply with legal or regulatory obligations, or protect our legal position.
Depending on the nature of the case, we may collect or use the following information:
- Names, addresses and contact details;
- Date of birth, marital status and gender;
- third party information, such as information about family members or other relevant parties;
- payment details, including card or bank information for transfers;
- financial data;
- occupation and employment details;
- health information, such as medical records, medical reports or health conditions;
- video and audio recordings;
- records of meetings, hearings and decisions;
- website user information;
- identification documents; and
- any other personal information required to respond to an enquiry, provide our services, manage a case or comply with legal obligations.
We may also collect or use information contained in case papers, correspondence, financial disclosure, statements, expert reports, court orders, awards, decisions and other documents provided by you, another party, or professional representatives involved in the matter.
Where parties are legally represented, we will usually rely on their solicitors to confirm that any required identity verification and anti-money laundering checks have been completed. If that is not possible, we may need to ask for identification documents and related information so that we can complete any checks required of us and comply with legal or regulatory obligations.
How we collect personal information
We may collect personal information directly from you, from your solicitors or other representatives, from the other party or their representatives, and from other professionals involved in the matter. Information may be provided by email, telephone, video meeting, face-to-face meeting, post, secure document upload or other secure method agreed for the matter.
Website and enquiry information
If you use our website or contact us by email or other contact details provided on the website, we may collect information you provide in your enquiry and limited technical information about use of the website. This may include your name, contact details, the information included in your message, and general website usage information where this is collected by our website or hosting provider. We use this information to respond to enquiries, maintain the website, and understand how the website is used.
How we use your personal information
We may use personal information to provide arbitration services, respond to enquiries, manage appointments and case management, carry out conflict checks, keep accounting records, manage our business administration, comply with professional, legal and regulatory obligations, deal with concerns raised, establish, exercise or defend legal rights, prevent or respond to fraud or unlawful activity, and support internal administration and information security.
Special category data and information about other people
Some of the information we receive may include special category personal data or other sensitive personal information, such as health information or information about a person’s personal circumstances, where this is relevant to an arbitration or related enquiry. We will only use this information where it is necessary for the matter being handled, where we have a lawful basis under UK data protection law, and where an additional condition applies. This may include where processing is necessary for the establishment, exercise or defence of legal claims.
Personal information received in connection with an arbitration may also include information about criminal allegations, offences, convictions, protective orders or related proceedings where this is relevant to the issues in the case. We will only use this information where we have a lawful basis and where an additional condition for processing criminal offence data applies, including where the processing is necessary in connection with legal claims or where another condition under data protection law applies.
If you provide us with personal information about another person, you should ensure that you are entitled to provide that information and that doing so complies with any applicable data protection or confidentiality obligations.
Lawful bases and data protection rights
Under UK data protection law, we must have a lawful basis for collecting and using your personal information. The lawful basis we rely on may affect which data protection rights are available to you.
Different lawful bases may apply depending on the purpose for which we use the information. The main purposes for which we use personal information and the lawful bases we are likely to rely on are set out below. More than one lawful basis may apply depending on the circumstances.
| Purpose | Likely lawful basis |
| Responding to enquiries and considering appointments | Contract, legitimate interests |
| Providing arbitration services and managing case administration | Contract, legitimate interests |
| Carrying out conflict checks | Legitimate interests |
| Complying with legal, accounting, tax, regulatory or anti-money laundering obligations | Legal obligation |
| Keeping appropriate case, business and accounting records | Legal obligation, legitimate interests |
| Dealing with complaints, disputes, claims or potential claims | Legitimate interests, legal obligation |
| Maintaining website security and responding to website enquiries | Legitimate interests |
| Using non-essential cookies or analytics, where applicable | Consent |
Where we process special category personal data, we will also rely on an additional condition under UK data protection law, such as where processing is necessary for the establishment, exercise or defence of legal claims.
The lawful bases referred to above have the following meanings:
- Consent — where you have given us permission to use your information after being provided with the relevant information. Where we rely on consent, you have the right to withdraw your consent at any time.
- Legal obligation — where we need to collect or use your information to comply with the law.
- Contract — where we need to use your information to perform a contract with you or to take steps before entering into a contract.
- Legitimate interests — where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include administering arbitration services, carrying out conflict checks, managing our practice, keeping appropriate records, protecting information security, and establishing, exercising or defending legal rights.
Your data protection rights include:
- Right of access — you can ask us for copies of your personal information and for information about how we use it.
- Right to rectification — you can ask us to correct or complete personal information you think is inaccurate or incomplete.
- Right to erasure — you can ask us to delete your personal information in certain circumstances.
- Right to restriction of processing — you can ask us to limit how we use your personal information in certain circumstances.
- Right to object to processing — you can object to the processing of your personal information in certain circumstances.
- Right to data portability — you can ask that we transfer personal information you gave us to another organisation, or to you, in certain circumstances.
- Right to withdraw consent — where we rely on consent, you can withdraw that consent at any time.
These rights are not always absolute and exemptions may apply. If you make a data protection rights request, we will respond without undue delay and in any event within one month. We may need to ask for information to confirm your identity before responding to a data protection rights request. To make a request, please contact us using the email address above.
Where we get personal information from
We usually collect personal information directly from you or from your legal representatives. We may also receive information from the other party, their solicitors or other representatives, and from legal bodies or professionals involved in the matter, such as courts, barristers, experts, mediators or other relevant professional advisers.
How long we keep information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to provide services, manage case-related issues, comply with legal, accounting, regulatory or reporting obligations, and deal with any concerns.
In most cases, case-related personal information will be reviewed when the case has concluded, and again no later than 12 months after conclusion. Case papers and related information will be deleted where they are no longer needed for the arbitration, related administration, complaints, claims, insurance, professional or legal purposes.
We may retain limited business and accounting records for longer where this is required for tax, accounting or HMRC purposes. This may include invoices, payment records and related correspondence. These records will usually be kept for six years, unless a longer period is required or permitted by law.
Where an enquiry does not proceed to an appointment, we will usually retain the enquiry information only for as long as reasonably necessary to respond to the enquiry, keep an appropriate record, and deal with any follow-up issue that may arise.
Who we share information with
We may share personal information where it is necessary and appropriate to provide arbitration services, manage a case, comply with legal obligations, protect our legal position, or deal with concerns, complaints or claims. We will not share more personal information than is reasonably necessary in the circumstances.
Depending on the circumstances, we may share personal information with:
- professional or legal advisers involved in a case such as solicitors, barristers or mediators;
- courts or other legal bodies where required;
- insurance companies, brokers or other intermediaries;
- debt collection agencies, where necessary;
- service providers who support the administration, technology, communication or storage of information, such as email, cloud storage, secure document transfer, website hosting, IT support, accounting, bookkeeping, payment processing and practice administration providers;
- regulators, professional bodies, external advisers, insurers or complaints-handling bodies where this is necessary or required; and
- any other person or organisation where disclosure is required or permitted by law or with your consent where consent is required.
Where we use third-party service providers, we only share the information reasonably necessary for them to provide the relevant service. We expect those providers to keep personal information secure, to use it only for the agreed purpose, and to delete or return it when it is no longer required, unless they are required by law to retain it.
How we protect your personal information
We use physical, technical and organisational safeguards appropriate to the sensitivity of the personal information we hold. These safeguards are designed to protect personal information from loss, unauthorised access, copying, use, alteration or disclosure. They may include restricted access to case information, secure storage, password protection and appropriate IT safeguards.
Links to other websites
Our website may include links to other websites or external resources. Once you leave our website, we are not responsible for how another website collects, uses or protects your personal information. You should read the privacy notice of any external website you visit.
Keeping your information accurate
It is important that the information we hold is accurate and up to date. Please let us know if your personal information changes during the course of your relationship with Ayrton Arbitration.
Automated decision-making and profiling
We do not use personal information to make decisions based solely on automated processing, and we do not use personal information for profiling.
Complaints
If you have concerns about how we use your personal information, please contact Lyn Ayrton at Ayrton Arbitration Limited in the first instance by email at lyn@ayrtonarbitration.co.uk.
We would welcome the opportunity to respond to any concern first, but you also have the right to complain to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. The ICO can be contacted at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. The ICO helpline number is 0303 123 1113 and its website is www.ico.org.uk.
Last updated
August 2026