Privacy Policy

Welcome to Trayport’s Privacy Policy.

Trayport respects your privacy and is committed to protecting your Personal Data. This Privacy Policy explains the information relating to you that we collect and use, and it applies to all the services we offer to you, including our software and our website www.trayport.com (the “Website”).

2.1 PURPOSE OF THIS PRIVACY NOTICE

This Privacy Policy (together with our Website Terms of Use & Disclaimer, Acceptable Use Policy and Cookie Policy) provides information on how Trayport collects and processes your Personal Data through your use of the Website (e.g. access, browsing, and registering to use), including any data you may provide when you use our software, purchase a product or service, subscribe to a product or service, subscribe to our newsletter and/or email and text alerts, enquire about our business, or correspond with us. 

Our Website, software, and services are not intended for children and we do not knowingly collect data relating to children.

It is important that you read this Privacy Policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing Personal Data about you so that you are fully aware of how and why we are using your data. This Privacy Policy supplements other notices and privacy policies and is not intended to override them. 

2.2 CONTROLLER

Trayport is made up of different legal entities, details of which can be found in our Legal Notice. 

This Privacy Policy is issued on behalf of the Trayport group so when we mention “Trayport”, “we”, “us” or “our” in this Privacy Policy, we are referring to the relevant company in the Trayport group responsible for processing your data. Trayport Limited is the controller and responsible for this website. We will let you know which entity will be the controller for your data when you purchase a product or service with us.

If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact us using the details set out below.

2.3 CONTACT DETAILS

If you have any questions about this Privacy Policy, including any requests to exercise your legal rights (see section 10 (YOUR LEGAL RIGHTS)), or our privacy practices, please contact us in the following way:

Full name of legal entity: Trayport Limited

Company Number: 02769279

ICO Registration Number: Z7577422

Postal address: 7th Floor, 9 Appold Street, EC2A 2AP

Email address: dataprotection@trayport.com

Telephone: +44 (0)20 7960 5500

You have the right to make a complaint at any time to a relevant supervisory authority (e.g. the UK’s Information Commissioner’s Office, the Austrian Data Protection Authority; the State Commissioner for Data Protection and Freedom of Information for the Free Hanseatic City of Bremen in Germany, or the Personal Data Protection Commission in Singapore) for data protection issues. We would, however, appreciate the chance to deal with your concerns before you approach the respective supervisory authority so please contact us in the first instance.

2.4 CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES  

We keep our Privacy Policy under regular review. This version was last updated on the date set forth at the beginning of this Privacy Policy (Last Update). It is important that the Personal Data we hold about you is accurate and current. Please keep us informed if your Personal Data changes during your relationship with us.

2.5 THIRD PARTY LINKS  

The Website may include links to third party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. When you leave our Website, we encourage you to read the privacy policy of every website you visit.

“Personal Data” means any information relating to an identified or identifiable natural person; an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to their physical, physiological, mental, economic, cultural or social identity. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of Personal Data about you which we have grouped together as follows: 

• Identity Data includes first name, last name, username or similar identifier, job title, name of the company you represent, nationality, date of birth and sex/gender.
• Contact Data includes billing address, email address and telephone numbers.
• Financial Data includes bank account, payment card details, credit check and tax information.
• Transaction Data includes details about payments to and from you and other details of Trayport products and services you and/or the company you represent have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access our products and services, including our software and the Website.
• Profile Data includes your username and password, details of any purchases or orders made by you and/or the company you represent, any queries, (Website blog, bulletin board and chat rooms) comments, feedback and survey responses, or complaints you send us in relation to our business relationship.
• Usage Data includes information about how you use our software, Website, and our other products and services, including information about your Website visit, the full Uniform Resource Locators (URL) clickstream to, through and from our Website (including date and time); products you viewed or searched for; technical and use information regarding your activity and utilisation of any of our products and services; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number you used to call our customer service number.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data which is not Personal Data as it does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific Website feature. However, if we combine or connect Aggregated Data with your Personal Data so that it can directly or indirectly identify you, we treat the combined data as Personal Data which will be used in accordance with this Privacy Policy.

Unless we obtain your informed consent or it is otherwise required by law or in connection with a contract we have with you, we do not collect any Special Categories of Personal Data (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data), nor do we collect any information about criminal convictions and offences.

Where we need to collect Personal Data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your Identity, Contact, Marketing and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes Personal Data you provide when you:
• register, apply for, or use our products or services including our software and the Website;
• subscribe to our service or publications;
• register and partake in our Website blog, bulletin board and chat rooms;
• request marketing to be sent to you; 
• enter a competition, promotion or survey; or
• give us feedback or contact us by phone, email, or any other means of communication.
• Automated technologies or interactions. As you interact with our Website, we will automatically collect Technical and Usage Data about your equipment, browsing actions and patterns. We collect this Personal Data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookie Policy for further details.

Third parties or publicly available sources. We will receive Personal Data about you from various third parties, including search information providers and analytics providers such as Google. We may also receive your Contact, Financial and Transaction Data from providers of technical, payment, credit check and delivery services, and your Identity and Contact Data from publicly available sources, data brokers or aggregators, and our business partners.

We will only use your Personal Data when the law allows us to. Most commonly, we will use your Personal Data in the following circumstances (each known as a “lawful basis”):

• Where we need to perform the contract we are about to enter into or have entered into with you.
• Where we need to provide you with assistance in relation to your queries.
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where we need to comply with a legal obligation, for example we may process your Identity, Contact, and Financial Data to comply with laws on money laundering prevention and crime or financing terrorism processes.

Generally, we do not rely on consent as a legal basis for processing your Personal Data although we will obtain your consent before sending third party direct marketing communications to you via email or text message and before sending our newsletter to you via email. You have the right to withdraw consent to marketing and/or to receiving our newsletter at any time by contacting us at dataprotection@trayport.com.

We will only use your Personal Data when the law allows us to. Most commonly, we will use your Personal Data in the following circumstances (each known as a “lawful basis”): 

• Where we need to perform the contract we are about to enter into or have entered into with you.

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

• Where we need to comply with a legal obligation, for example we may process your Identity, Contact, and Financial Data to comply with laws on money laundering prevention and crime or financing terrorism processes.
• Where you provide consent for us to process your personal data.

We will obtain your consent before sending third party direct marketing communications to you via email or text message and before sending our newsletter to you via email. You have the right to withdraw consent to marketing and/or to receiving our newsletter at any time by contacting us at dataprotection@trayport.com.

5.1 PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your Personal Data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. 

Note that we may process your Personal Data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis we are relying on to process your Personal Data where more than one ground has been set out in the table below. 

5.2 MARKETING AND PROMOTIONAL OFFERS 

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing). We will send you marketing communications if you request information from us, or if you and/or the company you represent purchase similar Trayport products and services, subscribe to use them, and do not opt out of receiving marketing communications. We will get your express opt-in consent before we send you our newsletter and/or share your Personal Data with any third party for marketing purposes.

5.3 OPTING OUT  

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time. Where you opt out of receiving these marketing messages, this will not apply to Personal Data provided to us as a result of a product or service purchase, warranty registration, product/service experience or other transactions.

5.4 COOKIES

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Website may become inaccessible or not function properly. For more information about the cookies we use, please see our Cookie Policy.

5.5 CHANGE OF PURPOSE  

We will only use your Personal Data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us. 

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. Please note that we may process your Personal Data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

We may share your Personal Data with the parties set out below, for the purposes set out in the “Purposes for which we will use your Personal Data” table above:

• Other companies in the Trayport group, TMX Group Limited (“TMX”) (the ultimate holding company of Trayport Limited) and its affiliates.
• Business partners where doing so is necessary for the performance of our contractual relationship with you.
• Service providers who provide Trayport with IT and system administration services.
• Professional advisers including lawyers, bankers, credit check providers, auditors and insurers.
• HM Revenue & Customs (United Kingdom), regulators and other authorities. 
• Any third parties to whom we may choose to sell, transfer or merge parts of the Trayport business or assets. 

We require all third parties to respect the security of your Personal Data and to treat it in accordance with the law. We do not allow our third party service providers to use your Personal Data for their own purposes, and only permit them to process your Personal Data for specified purposes and in accordance with our instructions.

When carrying out the data processing described in this Privacy Policy, we may transfer your Personal Data outside of the United Kingdom and/or the European Economic Area. When doing so, we ensure that the transfer is protected by relevant safeguards provided under United Kingdom and European Union law such as adequacy decisions, data privacy frameworks, or standard contractual clauses.

We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected Personal Data breach and will notify you and any applicable regulator if we are required to do so.

We will only retain your Personal Data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your Personal Data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for Personal Data, we consider the amount, nature and sensitivity of the Personal Data, the potential risk of harm from unauthorised use or disclosure of your Personal Data, the purposes for which we process your Personal Data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Under certain circumstances, you have rights under data protection laws in relation to your Personal Data. If you wish to exercise any of your legal rights, please contact us using the contact details set out in this Privacy Policy.  

You have the right to: 

• Request access to your Personal Data (commonly known as a “subject information request” and/or “data subject access request”). This enables you to receive a copy of the Personal Data we hold about you and to check that we are lawfully processing it.
• Request correction of the Personal Data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
• Request erasure of your Personal Data. This enables you to ask us to delete or remove Personal Data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your Personal Data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your Personal Data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 
• Object to processing of your Personal Data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your Personal Data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
• Request restriction of processing of your Personal Data. This enables you to ask us to suspend the processing of your Personal Data in the following scenarios: (i) if you want us to establish the data’s accuracy; (ii) where our use of the data is unlawful but you do not want us to erase it; (iii) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; and  (iv) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
• Request the transfer of your Personal Data to you or to a third party. We will provide to you, or a third party you have chosen, your Personal Data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent to process your Personal Data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

10.1 NO FEE USUALLY REQUIRED  

You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. We will notify you if this is the case at the time

10.2 WHAT WE MAY NEED FROM YOU  

We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

10.3 TIME LIMIT TO RESPOND  

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10.4 EXCEPTIONS

It may not be possible for us to delete your Personal Data if we are required to keep it by law or if we hold it in connection with a contract with you. Similarly, access to your Personal Data may be refused if making the information available would reveal Personal Data about another person or if we are legally prevented from such disclosure.