1. Who we are

TheNeutrals.ORG™ is the operating name of The Neutrals Organisation, an international institution providing independent neutral evaluation, certification, and dispute resolution services. Our principal contact for data matters is Samung Deb Barma, Global Director, reachable at samung@theneutrals.org.

2. Data we collect

We collect personal data in the following contexts:

• Intake and dispute enquiries — name, organisation, contact details, and dispute information submitted through the NE-01 intake form or contact form
• Certification applications — professional details, qualifications, employment history, and supporting documents submitted as part of MCN or FICM certification applications
• Neutral appointments — contact information and matter details submitted through the appointment request form
• Summit and events — registration details, dietary requirements, and delegate preferences for the World Neutrals Summit and other events
• Website usage — standard web analytics data including page visits, referral sources, and browser type, collected through anonymised tracking
• Direct communications — emails, messages, and other communications sent to us directly

3. How we use your data

We use the personal data we collect for the following purposes:

• To process and respond to intake forms, appointment requests, and general enquiries
• To assess and process MCN and FICM certification applications
• To manage neutral appointments — including conflict-of-interest checks and neutral matching
• To administer Summit and event registrations
• To send relevant communications to registered neutrals, including programme updates and CPD information
• To comply with legal obligations and protect the rights of parties
• To improve our services and website based on aggregated, anonymised usage data

We do not use personal data for automated decision-making that has legal or similarly significant effects, except as part of our AI neutral matching engine — which always results in a human review before any appointment is confirmed.

4. Confidentiality of dispute information

Dispute-related information is accessible only to the Senior Neutral Advisor handling the matter, the appointed neutral, and, where relevant, quality assurance functions within TheNeutrals.ORG™. It is stored in encrypted form and permanently deleted after the retention period agreed with the client, or a maximum of seven years where no agreement is in place.

5. Legal basis for processing

We process personal data on the following legal bases:

• Contract performance — processing necessary to perform services requested by you, including dispute evaluation, mediation, and certification
• Legitimate interests — operating our services, communicating with professional contacts, and maintaining the security and integrity of our platform
• Consent — for marketing communications and non-essential cookies, where we have obtained your explicit consent
• Legal obligation — where processing is required by applicable law

6. Data sharing

We do not sell, rent, or trade personal data. We may share data in the following limited circumstances:

• Appointed neutrals — relevant matter information is shared with the appointed neutral following conflict-of-interest clearance and formal appointment confirmation
• Service providers — we use trusted third-party service providers for website hosting, email delivery, and event management, under data processing agreements
• Legal requirements — we may disclose information where required by law, court order, or regulatory requirement
• Governance — anonymised, aggregated data may be shared with the TheNeutrals.ORG™ Global Council for governance and quality oversight purposes

7. Data retention

We retain personal data for as long as necessary to fulfil the purposes described in this policy, and in compliance with applicable legal obligations. General guidelines:

• Enquiry and contact form data — 2 years from last contact
• Dispute and evaluation data — by written agreement with the client, or 7 years maximum
• Certification records — duration of certification plus 7 years
• Event registration data — 2 years from event date
• Financial records — 7 years (legal requirement)

8. Your rights

Subject to applicable law, you have the following rights in relation to your personal data:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate or incomplete data
• Erasure — request deletion of your data in certain circumstances
• Restriction — request that we limit how we use your data
• Portability — request transfer of your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact samung@theneutrals.org. We will respond within 30 days.

9. Security

We take the security of personal data seriously. We use industry-standard encryption, access controls, and security protocols to protect data in transit and at rest. Our personnel who handle personal data are bound by confidentiality obligations. In the event of a data breach that affects your rights, we will notify you and relevant authorities in accordance with applicable law.

10. Cookies

Our website uses essential cookies required for the site to function, and optional analytics cookies to understand usage patterns. Analytics cookies are only set with your consent. You can manage your cookie preferences at any time through the cookie settings on this site.

11. Updates to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the date at the top of this policy and, where appropriate, notify registered users by email. Continued use of our services after an update constitutes acceptance of the revised policy.

12. Contact

For any questions, concerns, or requests relating to this Privacy Policy or our data practices, please contact:

TheNeutrals.ORG™
Attention: Data & Privacy
Email: samung@theneutrals.org
Website: theneutrals.org