Data protection

On 25 May 2018 new rules on the processing of personal data came into force.

The Arbitration Board always complies with legislation on personal data in force in Denmark from time to time.

Documents that must be submitted in encrypted form should be sent to the Arbitration Board at sikkerpost@voldgift.dk.

Arbitration Board users are entitled to know what data the Board stores about them, how the Board uses them, and when they are deleted.

When, based on agreement between the parties, the Arbitration Board is asked to provide assistance in dispute resolution procedures such as expert appraisal or arbitration, the Board opens a case file in which the names and contact details of the parties are recorded. The case files also contain the correspondence and documents submitted by the parties, as well as any expert appraisal reports, rulings and awards made in the case.

Members of the Arbitration Board staff have access to all information in case files, but they are bound by a duty of non-disclosure, and all information is treated as confidential and is only passed on to the parties to the case or their representatives as well as any expert appraisers, arbitrators, etc appointed in the case.

The Arbitration Board has entered into a data processing agreement with its IT suppliers and others so as to ensure that applicable rules are observed in connection with the provision of IT support by technicians who have access to the Board’s IT system. In addition, the Arbitration Board has security measures in place to ensure safe storage of data.

For further information please contact the Arbitration Board at voldgift@voldgift.dk.

Data on expert appraisers, specialists experts, etc

The Arbitration Board keeps data on expert appraisers, arbitrators, specialist experts, mediators, conciliators and others who are involved in the work of the Board in its IT system, and some data are passed on in individual cases, eg CVs, information about professional background and contact details. Such data will typically be data that the person in question has submitted to the Board in the form of contact details, CV, banking details and possibly also a civil registration number. Banking details and civil registration numbers are exclusively used in connection with payments and statutory reporting to the tax authorities and other public authorities.

The Arbitration Board will automatically delete such data once the persons in question no longer work for the Board, and it is always possible to ask the Board to delete the data. However, in some cases it may be necessary to keep some data, for example data concerning fees. In addition, names and contact details will be part of the individual case files and will be included in decisions, including awards.

Storage and deletion of case files

The Arbitration Board has no legal obligation to store concluded cases for a particular number of years or to delete them after a certain period of time. However, if data is stored there must obviously be a good reason for this being done.

The Arbitration Board is not bound by the rules that apply to government institutions, since the Board is a private enterprise.

The Arbitration Board keeps hardcopies of documents including case exhibits from concluded arbitral cases for five years, after which all the documents with the exception of the award are destroyed.

The Arbitration Board keeps documents from concluded expert appraisal cases and expert determination cases for three years, after which they are destroyed.

The Arbitration Board does not keep documents from concluded cases in relation to which the Board was asked to propose an expert appraiser for a case to be heard by an ordinary court of law, since they are processed electronically.

The vast majority of documents from recent cases will be available electronically, and the Board expects soon to be able to reduce the periods in which physical materials are stored.

In order to be able to provide the best possible management of cases, knowledge about practices and research opportunities, the Arbitration Board finds it important to store case material electronically for several years, which is especially relevant as regards arbitral awards.