Privacy Notice
Last updated: March 2026
1. Who we are
Equiniti Limited (EQ) is one company within the Equiniti Group. Our main business is administration services. Our registered address is Highdown House, Yeoman Way, Worthing BN99 3HH and our ICO registration number is: Z1028602.
EQ is a ‘Data Controller’. This means that we are responsible for deciding how and why we hold and use personal data about you.
In this Privacy Notice, ‘we’, ‘us’ and ‘our’ will always mean EQ, as Data Controller.
If you have any questions about accessing our portal services, please contact us:
Equiniti Employee Helpline - +44 (0)371 384 2040
Equiniti Shareview Helpline - +44 (0)371 384 2030
2. The website addresses covered by this Privacy Notice
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Employee suite of Portal services including:
- ESP Portal
- Equiniti Premier Portal
- tOption Portal
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Shareview services including:
- Shareview Portfolio
- Share Vote
- EQ Boost
IMPORTANT
This Privacy Notice relates only to the webpages that you log into as part of our portal services listed above and relates to your online account to access a range of products and services. The products and services each have their own privacy notices Privacy Notices - Equiniti Privacy
3. How we collect your personal data
We may collect and process the following personal data about you:
Information you provide to us
- Using our websites and apps.
- Through correspondence by post, phone, email, or live chat.
- By completing application and registration forms.
- When participating in surveys, competitions, or promotions.
- Reporting a problem or complaint about our site, products or services.
Information we collect about you
- Data from your visits to our websites, including your IP address, browsing history, and device details.
- Information about what you view, click on, and interact with in our marketing emails or text messages.
- Details from your social media platforms when using this as a way of communicating with us.
Information we receive from third parties
- Identity checks and fraud prevention details from credit reference agencies.
- Information passed to us by third parties when you have instructed or agreed for them to share data with us.
- Data from advertising networks (e.g. Google) to help tailor our services and marketing efforts.
- Social network details where your privacy settings allow us to validate our records or track ad performance.
You can block or delete cookies using settings options in your browser (the software you use to access websites). If you do this some features on this website may not work correctly. This website, like many others, does not respond to Do Not Track ('DNT') requests made through browser settings.
Special types of data
Data protection law classifies certain types of personal information as special category data due to their sensitive nature. We will only collect and use special category data where permitted by law and, where required, with your consent.
Keeping your personal data up to date
Please help us by reviewing the information we hold about you regularly and notifying us as soon as any details need to be updated or corrected.
Other people’s personal data
If you provide us with personal information about another person, you confirm that they are authorised to act on your behalf, that they consent to you providing their personal data to us and to our processing of it, and that you have informed them of our identity and the purposes for which their personal data will be processed, as set out in this privacy notice.
4. Why we collect your personal data
In the following table we demonstrate why and how we use your personal data as well as providing the legal reasons which we rely upon.
Under Data Protection legislation we must always have a legal reason for processing your personal data. One of the legal reasons is when we use your personal data for our legitimate interests, this is usually when we have a business reason. However, we must always ensure that we take your interests into consideration and ensure that the use is fairly balanced. We use legitimate interests for: keeping our records up to date, defining types of customers for new products and services, seeking your consent when we need it to contact you, operating efficiently, enabling and monitoring your use of our website and services and to meet our regulatory requirements.
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Why we use your personal data |
How we use your personal data |
Lawful basis |
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Provision of services, including the administration and management of customer records |
To manage and operate your online account with us to facilitate the provision of services, this includes retaining records of your instructions and telephone calls and keeping your online account records up to date. To respond to any data rights that you invoke. To complete any transaction or instructions that you provide us, and any legal obligations we have in relation to the transactions / instructions. To keep our websites and portals secure and permit you safe access to our services. Enforcing or obtaining a settlement of debts owed to us or in relation to investments made on your behalf. |
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Marketing our products and services |
To allow you to participate in interactive features of our website, when you choose to do so.
IMPORTANT You can withdraw from marketing at any time, please use the unsubscribe button in our emails or contact us using the details noted above. |
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Improving our products and services |
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5. How long we hold your personal data for
Personal data will not be retained for longer than necessary for us to achieve the purpose for which we obtained your personal data. We will then either securely delete it or anonymise it so that it cannot be linked back to you. We review our retention periods for personal data on a regular basis.
We will retain personal data for as long as is necessary for you to access your records and for the following reasons:
- To respond to enquiries and complaints;
- To demonstrate that your instructions were carried out properly; and
- To maintain records to meet rules and regulatory requirements that are applicable to the request you made or the service you were using.
For full details of our retention policies, please Contact Us - Equiniti Privacy Centre.
6. The conditions under which we may share your personal data with others
We only share personal data where it is necessary to provide our products and services. This may include sharing information in the following situations:
- With your permission – where you ask us to share your information, or where consent has been provided by you or a relevant third party.
- To deliver our services – with other Equiniti companies and trusted partners such as agents, banks, printers, and insurers who help us provide our services.
- For day to day operations – including IT support, fraud prevention, credit checks, and obtaining professional advice.
- To meet legal requirements – with regulators, courts, law enforcement agencies, or other organisations where we are required to do so by law, including for debt recovery.
- For financial and reporting purposes – such as tax compliance, financial reporting, or carrying out transactions.
- During business changes – for example, if our business is sold, restructured, or becomes insolvent. In these cases, appropriate safeguards will always be in place to protect your information.
- Data storage – your information is stored on secure, encrypted, cloud based servers located within the country or region where we provide our services to you.
7. Overseas Processing
Some of our data processing occurs outside the country where the data originates. As a global organisation, Equiniti operates offices and processes data in multiple countries. We also work with third-party suppliers who may process data internationally.
When personal data is transferred across international borders, we implement robust safeguards to ensure compliance with applicable data protection laws. This includes using data transfer agreements, standard contractual clauses (SCCs), and conducting Transfer Risk Assessments (TRAs).
Examples of international data transfers include:
- Sharing personal data with members of the Equiniti Group outside the UK, such as Equiniti India Private Limited, for purposes described in this Privacy Notice.
- When you contact us by email or use our microsites, some of the service providers who support these services may be based outside the country where your data was originally collected.
Data Privacy Framework
For transfers to the US Equiniti complies with the EU-US Data Privacy Framework (EU-US DPF) and the UK Extension to the EU-US DPF, as set forth by the US Department of Commerce. Equiniti has certified to the US Department of Commerce that it adheres to the EU-US Data Privacy Framework Principles (EU-US DPF Principles) and the UK Extension to the EU-US DPF, with regard to the processing of Personal Information received from the European Union and the United Kingdom in reliance on the EU-US DPF and the UK Extension to the EU-US DPF. If there is any conflict between the terms in this Privacy Statement and the EU-US DPF Principles and the UK Extension to the EU-US DPF, the Principles shall govern. To learn more about the Data Privacy Framework (DPF) Program, and to view our certification, please visit https://www.dataprivacyframework.gov/.
The legal entities of Equiniti that are adhering to the EU-U.S. DPF Principles, including as applicable under the UK Extension to the EU-U.S. DPF, and are covered by the Equiniti Trust Company, LLC DPF submission include: Amor Holdco, Inc., Armor Intermediate Company LLC, Armor Holding II LLC, Canadian Stock Transfer Holdings LLC, Equiniti (US) Holdings, LLC, Equiniti (US) LLC, DF King & Co, Inc, DF King Acquisition LLC, DF King Holding LLC, EQ Fund Solutions, LLC, LINK Shareholder Services, LLC and EQ Private Company Solutions, Inc.
In compliance with the EU-US DPF and the UK Extension to the EU-US DPF, Equiniti commits to cooperate and comply respectively with the advice of the panel established by the EU data protection authorities (DPAs) and the UK Information Commissioner’s Office (ICO) with regard to unresolved complaints concerning our handling of Personal Information received in reliance on the EU-US DPF and the UK Extension to the EU-US DPF.
Equiniti will arbitrate claims and follow the terms as set forth in the EU-U.S. DPF Principles and the UK Extension to the EU-US DPF, provided that an individual has invoked binding arbitration by delivering notice to Equiniti and following the procedures and subject to conditions set forth in Annex I of the EU-US DPF Principles and the UK Extension to the EU-US DPF. Under the EU-US Data Privacy Framework (EU-US DPF) and the UK Extension to the EU-US DPF Equiniti remains a liable party in cases of onward transfers to third parties if its supplier processes information in a manner that is inconsistent with the DPF principles, unless Equiniti proves that it is not responsible for the event giving rise to the damage. Equiniti is subject to the investigatory and enforcement powers of the US Federal Trade Commission (FTC) regarding personal data received or transferred pursuant to DPF.
If you would like any further details about transfers of your personal data, then please contact our Data Protection Office at DPO@equiniti.com.
8. How we keep your personal data secure
We take the security of your personal data seriously. We use a range of strong technical and organisational measures to protect your information, including encryption, anonymisation, secure communications, and controlled data retention. Our information security practices align with ISO 27001 standards.
9. Your Rights
Under data protection law, you have several important rights designed to give you control over your personal information:
- Right to be Informed - You have the right to clear and transparent information about how we collect, use, share and protect your data.
- Right of Access - You can request a copy of the personal data we hold about you, along with details of how we use it. These are referred to as a Data Subject Access Request, to make a DSAR Click here.
- Right to Rectification - If any personal data we hold is inaccurate or incomplete, you can ask us to correct or update it.
- Right to Erasure - In certain circumstances, you can ask us to delete your personal data (also known as the “right to be forgotten”). We may not always be able to delete your data due to requiring it for certain time periods to meet legal requirements.
- Right to Restrict Processing - You can ask us to limit how we use your data, for example if there is a disagreement with how we are using your data while this is being investigated.
- Right to Data Portability - You may request your personal data in a structured, commonly used, machine readable format, and ask us to transfer it to another organisation where technically possible.
- Right to Object - You can object to how we use your data, including for direct marketing or where we rely on legitimate interests.
- Automated Decision Making & Profiling - You have the right not to be subject to decisions made solely by automated means that have legal or significant effects on you. You can ask for a human review of such decisions.
If you would like to exercise any of your rights please Contact Us - Equiniti Privacy Centre
10. Children (16 years and under) and Vulnerable Adults
We are committed to protecting the privacy of children and vulnerable adults. We will only collect and use their personal data where the appropriate permissions are in place.
11. Any further questions about this Privacy Notice
You can contact our Data Protection Officer at the details below if you require further information about privacy compliance at Equiniti or have any questions that remain unanswered:
- By email - DPO@equiniti.com,
- By Post - Data Protection Officer, PO Box 5243, Worthing, BN99 9FY
EU Representative
If you are located in the European Union you can contact Equiniti’s EU representative. Notified is Equiniti’s designated EU representative under Article 27 of the UK GDPR, located in France.
- By email - DPO@equiniti.com,
- By Post - Notified, Legal Department, 4 Rue Charras, Paris 75009, France