Cookies Policy

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This privacy policy governs your use of Link Asset Services websites. For our specific services or jurisdictions, please review the links in the drop down menus to the right.

1. Who are Link Asset Services? 

Link Asset Services (“Link”) is a trading name of companies which offer a range of services, principally shareholder, treasury management, banking, debt, fund and corporate administration services. Please refer to the “Legal and Regulatory Status” page on the Link Asset Services website (www.linkassetservices.com/lega...) for more details on the trading companies in the Link Asset Services division.  All of the companies are wholly owned subsidiaries of Link Administration Holdings Limited (“Link Group”). For more information on Link Group, please visit www.linkgroup.com.

2. What is this Privacy Policy?

At Link we collect personal information about you and are committed to protecting this information and your privacy. Set out below is an explanation of how we use, collect and safeguard your personal information through our website. 

3. What personal information do we collect?

As part of your use of our website you have the option on certain pages within this site to submit personal information to us by email, online enquiry or quotation form. Depending on the services, products or information you request from us, we may ask you to provide the following personal information:

  • name, address, email address, telephone number and other contact details which you provide us with on completing, for example, Enquiry Form, Events Form or Application Form; 
  • a record of any correspondence you have with us, including certain telephone calls which we may be legally required to record (but we will inform you at the beginning of the telephone conversation if recording will be necessary); 
  • Online identifiers including IP address and cookies; 

4. Why do we collect your information?

We collect this information in order for you to use our website and to provide any services to you. Our use of your information is based on a legitimate business interest we have in being able to provide the services. 
In addition, we are required by law to obtain “know your client” information as detailed in our service contract, or other relevant information sources and this includes certain personal information.

5. How we use your personal information?

We will use the information we hold about you for the following purposes:

  • To provide you with the services, products, and/or information you request from us;
  • To check your identity;
  • To assess any application you make to participate in any service we provide;
  • To prevent and detect fraud and/or money laundering;
  • To communicate with you as necessary;
  • To carry out analysis about our services and how we might improve them; and
  • To notify you about changes to our services. 

6. Who we share personal information with?

We will only disclose your personal information in accordance with applicable laws and regulations. We will disclose your information to the following third parties:

  • Any person with legal or regulatory power over us (such as the Financial Conduct Authority, the police or the Serious Fraud Office that may require disclosure on legal grounds,
  • Service providers engaged by us to help us run our business and perform the Services/ our contract with you. Such service providers will include, for example, cloud storage providers (engaged by us to provide electronic storage facilities for our business data and your information).
  • Any member of the Link Group which means our subsidiaries, our ultimate holding company and its subsidiaries (from time to time) as necessary to perform our Services.

Some of these third parties (including Link Group subsidiaries and service providers) may be outside of the European Economic Area (EEA). We will ensure that any such subsidiary or service provider has put in place adequate safeguards to ensure that your information is held securely and in accordance with this Privacy Policy. By submitting your personal data, you agree to the transfer, storing and/or processing of your information by these subsidiaries or service providers.

7. How do we keep your information secure? 

We store the information you provide about yourself in a secure database and take appropriate security measures to protect such information from unauthorised access.  For example, we have adopted internal data protection procedures and trained our staff on them with a view to preventing breaches of security.  All exchanges of information between you and our website go through encrypted channels in order to prevent interception of your information. Public access to your information via and our website / the portal / any web-hosted platform is protected by a login using your user ID and password. You should ensure that these are kept secret and not divulged to other people.

You recognise that that your use of our website is entirely at your own risk. As Link websites are grouped to the internet, which is inherently insecure, Link cannot guarantee the information you supply will not be intercepted while being transmitted over the internet.  Accordingly, Link has no responsibility or liability for the security of personal information transmitted via our website.

8. How long will we store your information for? 

We generally hold your personal data on our systems for as long is necessary to services to you. The time period for which we keep your personal data will depend on the services we provide to you. Service-specific privacy notices are available on the right of this notice. Our website uses Google Analytics where a record of some of your personal data (e.g. IP address) will be retained for 38 months.

9. Your rights

You have the following rights in relation to how we use your information. If you’d like to exercise these rights please contact us using the contact details listed at section 13 “Who can you speak to at Link about this Privacy Policy?”

  • Right of access – you have the right to know if we are using your information and, if so, the right to access it and information about how we are using it.  
  • Right of rectification – you have the right to require us to rectify any errors in the information we hold about you. 
  • Right to erasure – you have the right to require us to delete your information if our continued use is not justified.
  • Right to restrict processing - in some circumstances, although you may not be entitled to require us to erase your information, but may be entitled to limit the purposes for which we can use your information.
  • Right of data portability – you have the right to require us to provide you with a copy of your information in a commonly used machine-readable format or to transfer your information directly to another controller (e.g. a third party offering services competing with ours). 

10. How do Link websites use my Internet Protocol (IP) address and collect cookies?

Each time you use our websites, we will automatically collect certain technical information, including the type of browser you use, the Internet Protocol (IP) address used to connect your computer to the internet, and information about your visit, including the full Uniform Resource Locations (URL), clickstream to, through and from our sites, traffic data and other communication data, the resources that you access, and the information derived from the cookies we place on your mobile device and/or computer. In order to improve the quality of our website and services, we may from time to time send your computer a "cookie". Cookies are text files that identify your computer to our server and are stored on your device. Cookies in themselves do not identify the individual user, just the computer used. Cookies enable us to improve your user experience by avoiding the need for you to enter the same information more than once. They also allow us to analyse user behaviour to improve the functionality and performance of our website.

We comply with the EU cookie regulations as introduced in the UK on 25 May 2011 through the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011. There are two types of cookies that can be stored on your device:

  • "session cookies", which only last for the duration of your visit to our website and are automatically deleted from your device when you close your browser; and
  • "persistent cookies", which remain on your device after you have visited our website and are not deleted when you close your browser. Persistent cookies are sent back to our server every time you visit our website

We make use of session cookies, which are essential to maintain security throughout the site, and are not used for tracking purposes. Session cookies are used to help us remember your movements from page to page, avoiding the need for you re-enter the same information. Session cookies are held in memory and expire when you leave our website

In addition, in order to develop our site in line with customers’ needs, Link use an analytics and optimization service provided by WT EMEA Acquisitions Ltd (WebTrends) to track and analyse how parts of the site are used. We use this information to help improve the site. The data collected by WebTrends will be stored exclusively for analytical purposes and does not result in any personally identifiable data being collected or stored. WebTrends will send your computer a persistent cookie in order to evaluate your use of this site. WebTrends store the information collected by the persistent cookie on servers in the United States, European Union Member States and other countries. WebTrends may also transfer this information to third parties where required to do so by law, or where such third parties process the information on WebTrends' behalf. WebTrends will use this information for the purpose of evaluating use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. WebTrends will not associate your IP address with any other data held by WebTrends. Link uses WebTrends to optimise this site and improve the service we provide to our visitors. This ensures that the website is fully functional and optimised to create the best possible user experience.

Our website uses Google Analytics, a web-based analytics tool that tracks and reports on the manner in which the website is used to help us to improve it. Google Analytics does this by placing small text files called ‘cookies’ on your device. The information that the cookies collect, such as the number of visitors to the site, the pages visited and the length of time spent on the site, is aggregated and therefore anonymous. The retention period for data that is associated with cookies, user identifiers or advertising identifiers is 38 Months.

We never gather other information from your disk or computer. We will collect a copy of the data held by the cookie from inclusion in any analysis. We use full SSL protocols when collecting visitor information on secure pages; this ensures that the site’s security is not compromised. We encrypt all transmitted visitor information (even from non-secure pages), so no-one else can read the information we gather. None of the cookies used on our websites collect, record or store personally identifiable information about you.

By continuing to use this website, you are consenting to us placing session cookies on your device for the purposes detailed above.  Most users will be able to adjust their internet settings to accept all cookies, to notify them when a cookie is issued, or not to receive cookies at any time. The last of these, of course, means that certain personalised services cannot then be provided to that user. Please note that the websites to which this site may be linked may also make use of their own cookies. You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

11. Following links from our websites 

Our site may contain links to other sites. Such other sites may also make use of their own cookies and will have their own privacy policies. You should carefully review the privacy policies and practices of other sites, as we cannot control or be responsible for their privacy practices. We do not accept any liability for the privacy practices of such third party websites and your use of such websites is at your own risk.

12. Changes to this Privacy Policy

Please note that this policy will be reviewed and may be changed from time to time. Any changes we may make to our privacy policy in the future will be posted on this page.

13. Who can you speak to at Link Asset Services about this Privacy Policy?

Questions, comments and the exercise of your rights regarding this Privacy Policy and your information are welcomed and should be addressed to the Data Protection Officer by email or by post at 65 Gresham Street , London EC2V 7NQ. 

If you wish to make a complaint on how we have handled your personal information, you can contact our Data Protection Officer. If you are not satisfied with our response or believe we are processing your personal information not in accordance with the law you can complain to the supervisory authority in the UK responsible for the implementation and enforcement data protection law: the Information Commissioner’s Office (the “ICO”).  You have the right to complain to the ICO about our collection and use of your information.  You can contact the ICO via their website – https://ico.org.uk/concerns/ - or by calling their helpline – 0303 123 1113.


Updated: May 2018

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