Privacy Notice for Events

WHO WE ARE

The Independents is a global marketing, design and communications group for industry leaders across luxury and lifestyle, comprising a collective of partners as set out at https://www.the-independents.com/collective (each a “Partner” and together “Partners”).  The Independents is made up of different legal entities, all of which are subsidiary undertakings of The Independents Holding Limited in the UK – CRN: 10186775 (together, “The Independents Group”). 

This Privacy Notice is issued on behalf of The Independents Group, so when we mention “The Independents”, “Company”, “we”, “us” or “our” in this Privacy Notice, we are referring to the relevant company in The Independents Group responsible for processing your data.

SUMMARY

The Independents Group is committed to protecting your privacy. When you attend or participate in events we produce or provide services towards, we may capture photos or video for event documentation and may collect contact data if you register or sign-up at the event. We use this for event management, compliance, and – where you opt in – future updates and marketing. Your privacy rights are respected and you can withdraw consent at any time. 

We only collect your personal data for events if necessary for event operation or if you choose to provide it (for example, via QR code sign-up or registration). Guest images may be captured as part of event coverage. Your information is used only for event management, communications, and – in some cases – future updates with your consent.

Find out more below, or contact our Group Data Protection Officer with any concerns at DPO@the-independents.com.

THIS PRIVACY NOTICE

This Privacy Notice has been issued to identify and explain the ways in which The Independents and its Partners may collect, use, store, share and process your personal data in respect of our production and creation services relating to client events, fashion shows and shoots, film shoots and sets, exhibitions, stores or other location-specific brand communication or marketing events (each, an “Event”).

We do not ordinarily collect personal data in connection with our Event production and creation services.  However, depending on certain client requirements at specific Events, we may collect your personal data, including in the following ways:

• Recording or capturing images of the Event, which may include images of guests, hosts, clients and vendors.
• Guest list information either provided to us by clients or third party vendors engaged for such services, or by us to the extent we are engaged for such services.
• Personal data collected via sign-ups available at Events, including QR Codes at Events.

1.          PERSONAL DATA WE COLLECT

We may collect your image when capturing recordings and/or images of the Event.  Ordinarily we or clients will provide notices regarding such activities. By choosing to attend or remain at the Event, you may be photographed or recorded as part of the Event documentation. If you are merely attending, not providing data directly, the use of your data is incidental and minimal. If you do not wish to be photographed or recorded, please speak to an Event staff member or contact us in advance, and we will do our best to accommodate such requests.

We may be provided with guest or vendor list details, which is ordinarily limited to superficial contact details, and more commonly kept confidential by the front of house contractor.  To the extent our Partners are engaged to provide these services, and are therefore required to process your personal data in connection with such invitation and attendance opportunities, please see such Partner’s websites for copies of their applicable Data Notices, in particular relating to industry VIPs.

We may also collect personal data you provide voluntarily via sign-ups available at an Event, whether via a QR Code or otherwise, including:

Contact Information: name, email, phone number (if provided).
Device and Usage Data: IP address, device type, operating system, QR Code scan timestamp.
Optional Information: any additional data you provide during sign-up.

We do not intentionally collect sensitive personal data, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sexual orientation, financial data, or biometric/genetic data.

2.          PURPOSE AND LEGAL BASIS FOR PROCESSING

The majority of our personal data processing activities are ancillary to the services we provide to our clients in relation to the production and creation of their Events. In most circumstances, we do not actively collect or process personal data. Where personal data is processed, and in the absence of any specific consent, such processing is carried out on the basis of contractual necessity and/or our legitimate interests, in compliance with the GDPR.

To the extent we are engaged to operate Event sign-ups, by checking any applicable box and/or submitting your information via the sign-up process, including any QR Code, you consent to The Independents and its Partners processing your personal data for the following purposes:

Event Registration and Operational Communications

• To register you for the Event
• Manage attendance, provide updates and follow-ups for the Event
• Evaluate and analyse the Event’s outcomes, success and market audiences and similar purposes.

Marketing and Promotional Communications

• To send newsletters, event invites, promotional offers and other information about The Independents, its Partners and Clients.

Your consent, which you may withdraw your consent at any time by clicking the unsubscribe link in emails or contact contact@the-independents.com or DPO@the-independents.com. Please note that withdrawing consent may limit your ability to participate in the Event or receive certain operational communications.

Where consent is withdrawn or not expressly provided, we may still process the minimum personal data necessary to manage the Event or comply with legal obligations based on our legitimate interests, ensuring your rights and freedoms are respected.

We may also process your data where necessary to comply with legal obligations or to perform a contract with you.

3.          MARKETING COMMUNICATIONS

By signing-up via any QR Code or otherwise, you may opt to receive newsletters, event invites and promotions from The Independents, its Partners and the relevant Client. Marketing communications are optional – you can unsubscribe at any time using the link provided in our emails or as set out above.

4.          SHARING YOUR DATA

We do not typically share your personal data with Clients, except as needed to provide services. We also do not sell or rent your data to any third parties.  In limited cases, we may share data with:

Third-party Service Providers (eg email or IT platforms like Launchmetrics, Mailchimp) who act on our instructions.
Professional Advisers or other parties where legally required.

We ensure all recipients of personal data are contractually obliged to protect your privacy and comply with data protection laws.

5.          INTERNATIONAL TRANSFERS

Your personal data may be transferred outside the EU/EEA to different Partners and members of The Independents Group or service providers. When transfers are made to countries without equivalent data protection standards, we use GDPR-approved mechanisms, such as Standard Contractual Clauses (SCCs) or adequacy decisions, to ensure your data is protected.

6.          DATA RETENTION

We retain your personal data only as long as necessary for the purposes described:

• Event registration and follow-up: up to 2 years after the relevant Event.
  
• Images/recordings: retained for as long as needed for Event documentation and marketing, or for 2 years unless otherwise requested.
  
• Marketing and communications: until you opt out.
  Usage and device data: up to 1 year unless anonymized.
  

After this period, your data is securely deleted or anonymized.

7.          YOUR RIGHTS

 Depending on your location, you may have rights to:

• Access your personal data.
• Correct incomplete or inaccurate data.
  
• Request deletion of your data where no legal obligation exists to retain it.
  
• Object to processing based on legitimate interests or profiling.
  
• Request restriction of processing.
  

To exercise your rights, contact us at DPO@the-independents.com. We aim to respond within one month and may charge a reasonable fee if requests are unfounded or excessive.

8.          DATA SECURITY

We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or disclosure. Access is limited to personnel with a business need to know, and third-party processors are bound by confidentiality obligations.

9.          CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice from time to time. Updates will be posted on our website with the effective date. Please check regularly for changes.

10.        CONTACT AND COMPLAINTS

For questions regarding this Privacy Notice or to exercise your rights, contact us at
DPO@the-independents.com

If you are located in the European Economic Area (EEA), the United Kingdom or Switzerland, you have the right to make a complaint at any time to your local data protection supervisory authority.

For example, you may contact:

• The UK Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint/ ; or
• The French Commission Nationale de l’Informatique et des Libertés (CNIL): https://www.cnil.fr/en/contact-cnil

A list of EU/EEA Data Protection Authorities can be found here: https://edpb.europa.eu/about-edpb/board/members_en.

We would, however, appreciate the chance to address your concerns before you approach a supervisory authority, so please contact us in the first instance at DPO@the-independents.com.

Updated: 16 January 2026