Privacy Notice

The Independents – Privacy Notice

 

Effective Date: 30 September 2025
Controller: The Independents Group

1.     Who We Are

This Privacy Notice is issued by The Independents Group, including its subsidiaries, affiliates and related entities (collectively “The Independents”, “we”, “our”, or “us”). We act as the data controller for the personal data collected via QR Codes at events, exhibitions, stores or other location-specific brand communication or marketing events (each, an “Event”).

 This Notice explains how we collect, use, store and share your personal data when you sign up via a QR Code and your rights under applicable data protection laws, including the EU GDPR.

2.     Personal Data We Collect

 We collect personal data you provide voluntarily when signing up via the QR Code, 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.

3.     Purpose and Legal Basis for Processing

By checking the box and submitting your information via the QR Code, you consent to The Independents 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 Agencies and Clients.

Legal Basis:

Your consent, which you may withdraw your consent at any time by clicking the unsubscribe link in emails or contact contact@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Where consent is withdrawn or not expressly provided, we may still process the minimum personal data necessary to manage the Event or comply with legal obligations based on our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.

4.     Marketing Communications

By signing up via the QR Code, you may opt to receive newsletters, event invites and promotions from The Independents, its Agencies 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.

5.     Sharing Your Data

We do not typically share your personal data with Clients, except as needed to provide services. 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.

6.     International Transfers

Your personal data may be transferred outside the EU/EEA to different Agencies 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.

7.     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.
  • 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.

8.     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 Legal@The-Independents.com. We aim to respond within one month and may charge a reasonable fee if requests are unfounded or excessive.

9.     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.

10.   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.

11.   Contact and Complaints

For questions regarding this Privacy Notice or to exercise your rights, contact us at
Legal@The-Independents.com

You may have the right to make a complaint at any time to the applicable supervisory authority which regulates the processing of personal data in the country in which you are located. However, we would appreciate the opportunity to deal with any concern before you approach such supervisory authority and welcome you to contact us at DPO@The-Independents.com in the first instance.

 

 

Updated: 30 September 2025