Accordhub - Confidentiality, Data Handling & Security Policy
(Last Updated: 28/11/2025)
This Confidentiality, Data Handling & Security Policy (“Policy”) outlines how Accordhub protects all user information, manages sensitive materials, and ensures secure operation of its booking platform, case‑tracking system, add‑on services, and physical premises. This Policy forms an integral part of Accordhub’s Terms of Use and Privacy Policy.
Purpose of the Policy
Accordhub is committed to safeguarding the confidentiality, integrity, and security of all information entrusted to us. This Policy establishes the standards for data handling, staff responsibilities, user obligations, and the technical and physical controls we use to protect information.
Commitment to Confidentiality
- Accordhub treats all user information as confidential.
- All staff, interns, and contracted service providersoperate under signed confidentiality agreements.
- No discussion, disclosure, or sharing of case‑related information is permitted unless legally mandated.
- Accordhub does not observe, monitor, or participate in ADR proceedings.
Handling of User‑Submitted Materials
3.1 Materials for Add‑On Services
- Documents, recordings, or files submitted for printing, transcription, or recording are used only to fulfil the requested service.
- A final output copy is immediately handed or electronically delivered to the user.
- All digital and physical copies retained by Accordhub are deleted or destroyed immediately after service completion.
- No backups, versions, or secondary copies are stored.
3.2 Materials for Case Tracking
- Users may voluntarily submit limited case‑progress information.
- Accordhub inputs or displays this information exactly as received, without interpretation.
- Case‑tracking data can be deleted upon user request and is removed within 7 days.
3.3 Legal Operator Add-On Services – Confidentiality & Handling Rules
When users opt for Accordhub’s legal operator services (including case-tracking assistance, document coordination, printing support, or any other add-on requiring access to case information):
• Legal operators act strictly as neutral logistical facilitators and do not review, analyze, interpret, or comment on any material.
• All information, documents, notes, filings, schedules, or communications shared with the legal operator are treated as strictly confidential.
• Legal operators may access only the information necessary to fulfill the specific service requested.
• All digital and physical materials accessed by the legal operator are deleted or destroyed immediately after task completion unless explicitly part of the user’s voluntary case-tracking inputs.
• No copies, summaries, or backups are retained by Accordhub or the operator.
• Legal operators are bound by internal confidentiality agreements and are prohibited from sharing, discussing, or disclosing any user information with any party, including Accordhub staff not involved in the transaction.
• Legal operators shall not be asked to provide legal advice, summarize documents, or interpret case content.
• Accordhub does not verify or modify any information submitted to the legal operator by users.
These confidentiality protections apply equally to all dispute-related materials, including documents, submissions, evidence bundles, transcripts, messages, or hearing summaries.
User Responsibilities for Confidentiality
Users must:
- Keep all documents and devices secure within hearing rooms.
- Avoid leaving confidential material unattended in breakout areas.
- Ensure confidential discussions occur only inside assigned rooms.
- Not request Accordhub to store or safeguard case files.
Security Controls – Physical Premises
- Controlled facility access with staff oversight.
- CCTV only in common areas (never inside hearing rooms).
- Secure storage for operational equipment and network hardware.
- Emergency protocols for fire, power failures, and evacuation.
Security Controls – Booking Platform
- HTTPS encryption for all data transmission.
- Role‑based access to administrative dashboards.
- Monitoring for unauthorized login attempts.
- Regular backups of non‑sensitive operational data (never user‑submitted materials).
Security Controls – Case‑Tracking System
- User‑submitted data is encrypted in transit and at rest.
- Only minimal personnel have access for data‑entry support.
- Access is logged and reviewed periodically.
- Users access their case tracker through authenticated accounts.
- No automated analytics, interpretation, or external sharing of case data.
- Immediate deletion of any uploaded material beyond the voluntarily provided case‑progress details.
Security Controls – Add‑On Processing
- Printing, transcription, and recording devices operate in isolated secure stations.
- Temporary digital files are auto‑purged on service completion.
- Devices use encrypted storage during handling.
- Wi‑Fi networks are segmented to prevent cross‑access.
Data Retention
Accordhub retains:
- Booking and payment records for legally required periods.
- Case‑tracking data only as long as users choose to keep it active.
- No materials submitted for add‑ons after service completion.
- Security logs for up to 30 days.
Prohibited Activities
Users shall not:
- Attempt to bypass or disable Accordhub security systems.
- Bring unapproved recording devices into rooms.
- Request Accordhub to store confidential documents.
- Interfere with network equipment or wiring.
- Upload malicious files or attempt unauthorized access.
Breach Management
In the event of a suspected breach:
- Accordhub will immediately initiate containment protocols.
- Affected users will be notified promptly, if applicable.
- An internal audit and security review will be conducted.
• Authorities will be notified where legally required.
Compliance & Enforcement
Violations of this Policy may result in:
- Immediate removal from premises;
- Suspension of future bookings;
- Recovery charges for damages;
- Reporting to authorities as required by law.
Contact
For questions regarding confidentiality, data handling, or security, contact:
