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FIA and IFM Privacy Statement

The Futures Industry Association (“FIA”) is the leading global trade organization for the futures, options, and cleared swaps markets (the “industry”). The Institute for Financial Markets (“IFM”) is an FIA affiliate and nonprofit educational foundation that provides education, training, and information about global derivatives markets.

FIA’s mission is to support open, transparent, and competitive markets; protect and enhance the integrity of the financial system; and promote high standards of professional conduct. The IFM is a nonpartisan, nonprofit educational foundation. The IFM seeks to increase public awareness and understanding of the importance to the global economy of financial markets and the financial service industry. It also works to improve the technical competence of those in the industry who deal with the public. We refer to FIA and IFM’s missions collectively as “our mission.”

This Privacy Statement describes the personal data processing and protection measures undertaken by the FIA and the IFM (collectively, “we,” “us,” or “our”) in servicing the industry.

This Privacy Statement does not address our data processing in connection with employment matters. We provide a separate privacy notice to job applicants and employees.

We collect personal information (also known as "personal data") from our members, representatives, industry contacts, stakeholders, and visitors to our websites (collectively, “constituents”). The information we collect is primarily the data you provide directly to us and is used in connection with our mission, as described below.

We conduct the following types of activities to carry out our mission:

  • advocate on behalf of our constituents;
  • conduct research;
  • educate through conferences, webinars, and e-learning programs;
  • provide access to written resources, databases of information, collections of materials, and documentation;
  • create opportunities for constituents to participate in our numerous committees and working groups;
  • distribute information about the industry and FIA services and activities through our communications, publications, and our websites;
  • provide a venue, at our conferences and other meetings, for constituents to meet, network, and learn about service providers, vendors, and innovators who support the industry; and
  • facilitate communication among FIA constituents and staff, including by providing member directories.

These and related activities form part of our core mission.

We collect and process personal information to carry out our mission and to fulfill your requests. We process personal information consistent with our commitment to fair and transparent information practices and our legitimate business interest in furthering our mission.

More information about our data practices is available at these links:

  1. DEFINITIONS
  2. WHEN DO WE COLLECT PERSONAL INFORMATION, AND WHAT TYPE OF INFORMATION IS COLLECTED?
  3. HOW DO WE USE THE INFORMATION WE COLLECT ABOUT YOU?
  4. ENTITIES WE SHARE YOUR PERSONAL INFORMATION WITH
  5. HOW WE STORE YOUR PERSONAL INFORMATION
  6. HOW WE PROTECT INFORMATION YOU GIVE US
  7. CONSENT TO RECEIVE FIA COMMUNICATIONS AND MANAGEMENT OF PERSONAL INFORMATION
  8. CAN I HAVE MY INFORMATION UPDATED, CORRECTED, OR DELETED?
  9. FOR RESIDENTS OF THE EUROPEAN UNION ANDTHE UNITED KINGDOM
  10. FOR RESIDENTS OF OTHER COUNTRIES
  11. RETENTION OF PERSONAL INFORMATION
  12. COOKIES
  13. OTHER WEBSITES
  14. CHANGES TO OUR PRIVACY STATEMENT
  15. HOW TO CONTACT US
  16. OUR REPRESENTATIVES IN THE EU AND THE UK
  17. APPLICABLE LAW

1. DEFINITIONS

The words “using” and “processing” include, but are not limited to, collecting, storing, evaluating, modifying, deleting, combining, disclosing, and transferring information.

“Personal information”  or "Personal Data" is any information that can be used to identify an individual or an identifiable individual and may include, but is not limited to, your name, physical address, email address, phone number, member number, passport number or another national identifier (for security at conferences, as an example), gender, login information, marketing preferences, company affiliation, job title or function, profession, committee membership, zip code, IP Address, photo, or payment card information. Personal information can also include information that does not identify you directly but could be combined with other information in a way that enables you to be identified.

“Non-personal information” is information that cannot be used or combined with other information to identify or contact you, including browser types, domain names, and statistical data involving the use of our website.

“Affiliate” means any person or entity which FIA directly or indirectly controls, or is controlled by, or is under common control with the FIA or IFM, whether by ownership or otherwise.

2. WHEN DO WE COLLECT PERSONAL INFORMATION AND WHAT TYPE OF INFORMATION IS COLLECTED?

We may collect personal information (see the definition above) when you or a representative acting on your behalf:

  • apply for membership with the FIA or a division thereof (or the organization that you represent applies for membership and supplies your contact details);
  • register or subscribe to one of our events, publications, or services;
  • volunteer for our activities, including within a division or affiliate;
  • register for our educational courses or materials;
  • pay for a product or service offered through our websites or one of our other marketing channels;
  • contact us for information about us or our products or services;
  • seek to become an exhibitor or sponsor at our program or event;
  • become a service provider to the organization;
  • visit our website; or
  • otherwise provide personal information to us.

We may collect any personal information necessary for legitimate business purposes.  We will use this information consistent with the reasons for its initial collection and consistent with our mission.

We may also collect personal information from trusted third-party sources and engage third parties to collect personal information to assist us. See below for more information under “Other Entities.”

FIA collects personal and non-personal information from its websites through the use of cookies and log files. More information about how we use cookies and how to disable them is available here.

When we receive your personal information from someone who reasonably purports to be your representative or acting on your behalf (for example, someone at your firm or an affiliated firm), we assume the transmitted information was authorized, consistent with applicable law and your firm's corporate policies.

3. HOW DO WE USE THE PERSONAL INFORMATION WE COLLECT ABOUT YOU?

FIA respects the privacy of our constituents. Personal information, such as names, email addresses, telephone numbers, and other volunteered contact information, is treated appropriately in view of our mission.

We process personal information to carry out activities that advance our mission.  In addition,  FIA may use your personal information for operational, legal, administrative, and other purposes permitted by applicable law. The activities include:

  • fulfill our obligations as a member-driven association, such as alerting you to our events or activities and providing you with a publication or news alert;
  • process your transactions, such as registration for conferences and training modules, sponsorship of events, and fulfilling your purchase requests;
  • monitor participation and performance in our training modules and educational programs;
  • answer your questions;
  • manage committee, working group, and division assignments;
  • compile registration lists, badging, and security for events;
  • manage all billing processes;
  • provide member account servicing;
  • report results or progress in connection with our educational opportunities;
  • provide member, exhibitor, and sponsor directories;
  • offer and support requested products or services;
  • analyze and monitor the use of our products, services, and websites;
  • offer you other related products and services;
  • communicate for marketing or other member communication or satisfaction purposes;
  • invite you to participate voluntarily in mailings or other events, which may include product surveys or participation in industry initiatives that we announce from time to time; and
  • support our legal and compliance obligations. 

The legal basis for processing this information is primarily legitimate business interest, fulfillment of a transaction or contract, or consent in appropriate circumstances.

4. ENTITIES WE SHARE YOUR PERSONAL INFORMATION WITH

To carry out our mission, we may share personal and non-personal information with certain third parties.

Affiliated Entities

We may share your information with an affiliate, including IFM or any service companies performing business and administrative operations on our or an affiliate's behalf. For example, FIA and IFM may share personal information to make it possible for a registrant at an FIA event to receive communications about IFM’s products or services, or vice versa.

Third-Party Service Providers

We may also share your information with third-party service providers as necessary to carry out our mission and legitimate business functions. These service providers may include: database management platforms, credit card processors, data storage, and web-hosting companies. Our policy is to prohibit service providers from using your personal information for any reason other than to facilitate or support FIA or IFM’s business.

Event Attendees, Sponsors, and Exhibitors

Should you register for or attend one of our conferences, programs, or events, we may share your personal information with current or prospective attendees, sponsors, or exhibitors as part of a registration roster or interactive mobile application. We limit such information to your name, title, firm and/or office location, unless we have received affirmative consent to share additional personal information. We do not retain control over the processing of such information by these third parties. Accordingly, they may process the data at their discretion and as permitted by applicable law, including their own commercial and marketing purposes.

We may take photos and recordings of our conferences, events, and programs and those in attendance.  We will use the recorded media and/or photos to publicize the conference, event, or program. We may also post the recorded media and/or photos on our website, to social media, or other public forums. We consider your attendance at our conferences, events, and programs as evidencing your consent to our use of such recorded media and photos.

Media, Data Services and Training Programs

We reserve the right to disclose aggregated, non-personally identifiable information collected from our constituents to third parties for any purpose.  For example, we may share with advertisers and/or our third-party editors aggregated statistical information about our subscribers to our magazines, news outlets, data services or training programs and information about how they use our products and services. This information does not identify subscribers personally. We use this information for market research purposes and to improve the quality of our products and services.

Other Entities

We also may disclose your personal information to:

  • compilers of membership directories;
  • payment networks and the members of such networks;
  • courts, independent auditors, law enforcement agencies and other governmental authorities, bodies or agencies in response to subpoenas, to prevent fraud, or during an audit or examination, or as otherwise required by law or requested by competent authorities;
  • collection agencies, credit reporting agencies, business credit bureaus, or other parties associated with collecting any debt owed to us;
  • service providers that support our human resources, accounting, and payroll departments; and
  • entities or persons to whom we transfer the whole or any part of our business or services.

Our policy is prohibit service providers from using or disclosing your personal information for any purpose other than to provide the products or services for which we contracted with them or as required by law.

5. HOW WE STORE YOUR PERSONAL INFORMATION

We transmit, collect, and store your personal information in all jurisdictions where we have offices to enable us to provide membership benefits.   At present, we have offices in the United States, the United Kingdom, Belgium, the Netherlands, and Singapore, as well as an affiliated entity in Japan. Potential data processing sites include jurisdictions (such as the United States and Japan) that do not have data protection laws as strict as other jurisdictions in which we operate (such as the United Kingdom, Belgium, and Singapore).

As a global organization, we understand our obligations under the jurisdictions' data protection and privacy laws in which we operate.  We seek to conform to data protection and privacy best practices and international guidelines.

FIA implements organizational and security measures that it believes are appropriate to safeguard your personal information.

6. HOW WE PROTECT INFORMATION YOU GIVE US

Within FIA and the IFM, we restrict your personal information to those employees who need to know that information. We have implemented appropriate technical and administrative processes to protect personal data commensurate with the sensitivity of the information collected. Recognizing that technology is continually developing, we implement new procedures and technology improvements, as appropriate, to further safeguard your personal information.

7. CONSENT TO RECEIVE FIA COMMUNICATIONS AND MANAGEMENT OF PERSONAL INFORMATION

We want to inform you by email, mail, or telephone about our services and events that may interest you using the contact information you provide us. We find that our constituents expect to receive information on our range of services.

If you or your representative provides us with your contact information, we treat that as an affirmative act that evidences your consent to send you information about FIA’s services and events and any other correspondence that a person would reasonably expect to receive from a member-based trade association and its affiliates.

You may request at any time that we cease contacting you regarding any services or offerings. You may unsubscribe at any time from our communications by updating your communication preferences.  You can change the preferences in your account on the FIA website.

Additionally, you may ask, subject to our business needs and legal obligations, that we not share your contact information with third parties in connection with our events and services. 

Additionally, you may request that we remove your name from our system or amend or update inaccurate or stale data in our system. Our ability to honor that request is subject to our legal obligations and our business needs.

Also, you may at any time rescind any consent(s) you have previously provided regarding our processing of your personal information.

Any such requests can be made by any of the methods set out below in the HOW TO CONTACT US Section.

8. CAN I HAVE MY INFORMATION UPDATED, CORRECTED OR DELETED?

We strive to make sure that our information is reliable, accurate, and current. While personal information is maintained by FIA, you may access your personal information as permitted by law to ensure that it is accurate.

In particular, you may request that we update, correct or delete the personal information maintained about you on our systems (subject to our data retention policies, described in the following section).

To protect your privacy and security, we may take reasonable steps (such as requesting a unique password) to verify your identity before granting you profile access or making corrections. You are responsible for maintaining the secrecy of your unique password and account information at all times.

We will implement your request as soon as and to the extent reasonably and technically practicable. 

9. FOR RESIDENTS OF THE EUROPEAN UNION ANDTHE UNITED KINGDOM

The General Data Protection Regulation (GDPR), and the national equivalent in the UK, provide residents of those countries with certain rights in their personal information.  You have the right to access your information, and in some circumstances to correct or erase it.  You may also restrict or object to its use.  

EU and UK residents have the right to lodge a complaint with a data protection authority in an EU member state or in the UK.  For more information, please contact your local data protection authority.  

We respond to all requests from EU or UK residents wishing to exercise their data protection rights in accordance with applicable data protection laws. 

In the event we are unable to resolve any complaints you may have about our handling of your personal data, EU and UK residents have the right, under certain conditions, to invoke a binding arbitration.

10. FOR RESIDENTS OF OTHER COUNTRIES

If the laws of your country are not mentioned above, you may also have rights under your home jurisdiction’s laws to access, erase, correct, and move your personal data. For more information, please contact us at FIA@EMPOWERPRIVACY.COM if you wish to exercise your rights.

You may have rights to file a complaint with a regulator in your jurisdiction if we do not adequately address your requests or concerns.  By contacting us at FIA@EMPOWERPRIVACY.COM you may obtain a list of various data protection authorities who you may contact about enforcing your data rights.

RETENTION OF PERSONAL INFORMATION

FIA will retain your personal information as needed to fulfill the purposes for which it was collected. We will retain and use your personal information as necessary to comply with our business requirements and legal obligations, resolve disputes, protect our assets, and enforce our agreements.

12. COOKIES

As with most websites, our websites may use small pieces of code called “cookies” to log certain information from each visitor to the sites. When you first visit our websites, we may send you a cookie. A cookie is a small file that can be placed on your computer’s hard drive for record-keeping purposes. The data collected is anonymized and gathered only on an aggregate basis. In general, we use cookies to help measure traffic to different parts of our websites, improve our content, offer members-only discounts and content, and prevent malicious activity. More detailed information on our use of cookies is available in our cookie policy.

13. OTHER WEBSITES

Our websites may contain links to other websites. Our privacy policies and this Privacy Statement only apply to our websites. When you link to other websites, you should read their privacy policies.

14. CHANGES TO OUR PRIVACY STATEMENT

We will periodically review our privacy policies and update this Privacy Statement to reflect any material changes. This Privacy Statement was last updated on 9 June, 2021.

15. HOW TO CONTACT US

You may contact us if you have any questions about our privacy policies or the personal data we hold about you. Although we make these requests a priority, it may take several days from receipt of your request for us to respond.

Please contact one of the appropriate designees listed here.

FIA

By email: 

FIA@EMPOWERPRIVACY.COM

By mail: 

Attn: FIA Legal

Futures Industry Association

2001 K Street NW

Suite 725, North Tower

Washington, DC 20006

 

IFM

By email:

 FIA@EMPOWERPRIVACY.COM

By mail:         

Attn: FIA Legal

The Institute for Financial Markets

2001 K Street NW

Suite 725, North Tower

Washington, DC 20006

 

16. REPRESENTATIVE IN THE EU AND THE UK

If you are in the EU or the UK, you may contact our local representative with questions regarding our processing of your personal information.  The contact information is:

By email:

FIA@EMPOWERPRIVACY.COM

By mail in the UK:         

Attn: FIA Legal

c/o Achieved Compliance Advocacy, Ltd.

Princess House

Princess House Way

Swansea, United Kingdom SA1 3LW

  

By mail in the EU:

Attn: FIA Legal

c/o Achieved Compliance Advocacy, Ltd

Singel 250, 1016 AB

Amsterdam, Netherlands

We will respond to your inquiries as soon as reasonably practicable after we receive them. Residents of the EU or the UK may have an opportunity to have their complaints heard before the applicable data protection authority if the FIA cannot resolve complaints satisfactorily.

17. APPLICABLE LAW

The laws of the United States, and, in particular, the State of New York, govern this Privacy Statement.

 

© FIA 2021. ALL RIGHTS RESERVED.

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