We collect personal data about you that you choose to provide us when signing up for the Event. The personal data collected includes, but is not limited to, your first and last name, physical address, e-mail address, company, title and business telephone number.
Intercontinental Exchange, Inc. and its affiliates (collectively, “ICE”, “we” or “us”) respects your concerns about privacy. This Privacy Notice (“Notice”) applies to personal data we collect during the registration process for an ICE event such as a conference or seminar (the “Event”). The Notice describes the types of personal data we obtain, how we use the personal data, and with whom we share it. We also describe the rights you may have and how you can contact us about our privacy practices. To the extent that the Event registration process requires you to interact with any ICE website, app, or other Digital Service (as defined in the ICE Privacy Policy), the ICE Privacy Policy for the use of Digital Services found at https://www.ice.com/privacy-policy shall be incorporated by reference herein.
ICE is the data controller in respect of personal data that we collect through the Event registration process. Our contact details can be found below.
1. How We Obtain Information About You
2. Information We Obtain
Personal data that you provide directly to us will be apparent from the context in which you provide it, for example:
- When you fill out a form when signing up for the Event, you will generally provide your name, contact details and any other information requested by the form. Additionally, we may ask you to provide a photo or other biographical information, such as your occupation, location, social media profiles, company name, areas of expertise and interests;
- If you attend this Event, and provide us with your consent during registration, we will share your contact information including first name, last name, title, company and email address with Event partners, exhibitors and/or sponsors prior to, during or after the Event;
- If you voluntarily submit certain information to us, such as filling out a survey, responding to a questionnaire or participating in other forms of research, we may collect the information you have provided as part of that request;
- If you contact us via the “Contact Us” feature for Event-related support and information, this may include requesting your mobile number so that we can facilitate your access to the Event;
- For in-person Events generally, depending on the venue, we may also collect additional information including, but not limited to, your dietary needs and accessibility requirements;
Each form or survey may vary in terms of the information required and collected. In most cases, the form or survey will provide an indication of what information is required or optional. You may also choose to provide additional information that is not required
3. How We Use Information That We Obtain
We may use personal data that you give to us to provide you access to our products and services, respond to your inquiry (for example, to contact you about your request), provide announcements about products and future events, conduct surveys, and contact you for other reasons related to offering and improving our services.
In addition to the uses discussed above, we may also use the personal data you provide during the Event registration process to:
- communicate with you regarding the Event;
- administer your participation in the Event;
- provide materials associated with the Event, for example a pre-event registration pack or post-event certificate;
- operate, evaluate, and improve the Event or our business;
- develop new products and services;
- perform market research;
- advertise and market our products and services;
- determine the effectiveness of our advertising and marketing;
- analyze our products, services, and websites;
- administer the Event and related aspects.
We use the personal data for the purposes described above because we have a legitimate interest in operating and improving our business.
We may also use the personal data to protect against and prevent fraud, claims, and other liabilities and to comply with or enforce applicable legal requirements, industry standards, and our policies and terms. We use personal data for these purposes when it is necessary to protect, exercise or defend our legal rights, or when we are required to do so by law that applies to us.
4. Information We Share
We do not sell or otherwise disclose personal data that you provide to us or that we collect through the Event registration process, except as described here. We may share personal data you provide to us or that we collect through the Event registration process with:
- Other companies in the Intercontinental Exchange, Inc. group;
- Service providers that perform services on our behalf;
- Event sponsors and exhibitors (only to the extent you provide us with your consent during registration);
- Your employer (to validate attendance if requested); and
- Certifying bodies if the attendance contributes to continuing education credits (or their equivalent).
If you choose to schedule appointments with other attendees, exhibitors, or sponsors, then your information (including your name, company, email address, and any comments if provided) will be made available to these third parties as a result of the booking process.
Details of the other companies in the Intercontinental Exchange, Inc. group, including the countries in which they are located can be found on the ICE.com website.
We may share personal data with service providers that perform services on our behalf such as payment service providers, analytics providers, hosting providers and advisers. All service providers have entered into legally binding agreements requiring them to use or disclose personal data only as necessary to perform services on our behalf or comply with applicable legal requirements and obligations regarding personal data.
In addition, we may disclose personal data about you (a) if we are required or permitted to do so by law or legal process, for example due to a court order or a request from a law enforcement agency, (b) when we believe disclosure is necessary or appropriate to prevent physical harm or financial loss, (c) in connection with an investigation of suspected or actual fraudulent or other illegal activity, and (d) in the event we sell or transfer all or a portion of our business or assets (including in the event of a reorganization, dissolution, or liquidation).
5. Data Transfers
We may transfer the personal data that we collect about you to recipients in countries other than the country in which the personal data originally was collected. Those countries may not have the same data protection laws as the country in which you initially provided the personal data. When we transfer your personal data to recipients in other countries (such as the U.S.), we will protect that personal data as described in this Notice.
If you are located in the UK, or European Economic Area (“EEA”), or Switzerland, we will comply with applicable legal requirements providing adequate protection for the transfer of personal data to recipients in countries outside of the UK, EEA and Switzerland. In all such cases, we will only transfer your personal data if:
- The country to which the personal data will be transferred has been granted a European Commission adequacy decision; or
- We have put in place appropriate safeguards in respect of the transfer, for example the EU Model Contracts.
You may request a copy of the safeguards that we have put in place in respect of transfers of personal data by accessing ICE.safebase.us.
6. How Long We Keep Information
The time period for which we keep personal data depends on the purpose for which we collected it. In all cases, we keep it for as long as necessary to fulfill the purposes for which we collected it. We will then delete the personal data, unless we are legally required to retain it or if we need to retain it in order to comply with our legal obligations (for example, for tax and accounting purposes).
Subject to any applicable legal requirements, we typically retain personal data as follows:
- Personal data you provide to us through the Event registration process: we keep this personal data for as long as necessary to manage access and attendance of the Event, and for a further period in order to manage any post-Event communications.
- Personal data you provide when you sign-up to receive direct marketing communications: we keep most of this personal data for the duration of our relationship with you until you opt-out or we do not have any contact with you for a long period of time.
7. Your Rights and Choices
For information regarding your rights in relation to personal data we hold about you, please refer to section 8 of the ICE Privacy Policy.
8. Updates to Our Notice
We may update this Notice periodically and without prior notice to you to reflect changes in our personal data practices or relevant laws. We will post the updated version and indicate at the top of the notice when it was most recently updated.
9. How to Contact Us
If you would like to discuss or exercise the rights you may have, feel free to contact us via email at [email protected], at +1 770 738 2101, Option 1, or send a letter to our Privacy Compliance Officer, 5660 New Northside Drive, 3rd Floor, Atlanta, GA 30328.