Privacy notice
The emc3 is committed to protecting the privacy and security of the personal data of our clients, contractors, web visitors and the other third parties we deal with in the course of our business operations and the provision of our materials and services. This Privacy Notice explains who we are, how we collect, share, and use your personal data, and how you can exercise your data protection rights.
We ensure that your personal data:
(i) Is processed lawfully, fairly and in a transparent manner
(ii) Is collected only for specified, explicit and legitimate purposes
(iii) Is adequate, relevant, and limited to what is necessary in relation to the services that we are providing you
(iv) Is accurate and where necessary, kept up to date
(v) Is not kept in a form which allows for you to be identified for longer than is necessary
(vi) Is only processed in a manner that ensures its security using appropriate technical and organisational measures to protect it against unauthorised or unlawful processing and against accidental loss, destruction, or damage.
Our name and contact details
Name: emc3 Ltd
Registered offices: Soho Works Level 7, 2 Television Centre, 101 Wood Lane London, W12 7FR, UK.
Our data protection manager’s email address: dpm@emc3.com
ICO registration: ZB522372
What we do
We’re emc3— a full-service events agency comprised of storytellers, producers, marketers, designers and strategists, united by one shared mission: make every moment count.
From unique interactive elements to thoughtfully curated content, our purpose-driven approach ensures that every detail at your event is carefully aligned and crafted to deliver maximum impact—on your attendees and your bottom line.
For example, we may share Aggregate Information with unaffiliated third parties, such as business partners, in an aggregate, anonymous form, which means that the shared information will not contain nor be linked to any Personally Identifiable Information.
We will not sell or share your Personally Identifiable Information to any third party not affiliated with emc3 without your consent, except we may do so without your consent in connection with the sale or merger of emc3 or the division responsible for such services.
Please note that we reserve the right to access and/or disclose Personally Identifiable Information and non-personal information we gather to respond to legal requirements imposed by courts or administrative agencies (for example, by court order or subpoena), and to the extent required to permit us to investigate suspected fraud, harassment or other violations of any law, rule or regulation, the Website rules or policies, the rights of third parties, or to investigate any suspected conduct which we deem improper.
Processing your personal data
We process and manage your personal data according to the relationship we have with you. This relationship helps us to identify the appropriate data subject category you belong to (or group of individuals whose data we process identically) and allows us to provide you with the details of how we process your personal data.
We interact with you in one or more of the following ways:
We collect, store, and use website visit data to make our website more intuitive and easier to use and protect the security and effective functioning of our websites on the basis of our legitimate interests.
It is necessary for our legitimate interests to monitor how our website is used to help us (a) improve the layout and information available on our website and provide a better service to our website users, (b) see statistics of popular months, pages, locations and traction to our website, and (c) monitor how our website is used to detect and prevent fraud, other crimes, and the misuse of our website.
We collect
Page viewers numbers, average time on page, bounce rates (no personal data)
From
Directly from your visit.
Share with
Not shared.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Website visit data (no personal data) is retained for a period of 10 years.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data for security and safety reasons on the basis of our legitimate interest.
It is in our legitimate interests to know who is, or has been, a physical visitor, in order to manage the security of our premises, staff and visitors.
We collect
Email address, first name, last name.
From
Directly from yourself.
Share with
You and facilities providers.
Store in
United Kingdom.
Retain for
Your personal data is retained for the period of your visit with us which is currently one day and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements (e.g., in the case of you being involved in an accident during your visit).
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data to assess your skills, qualifications, and suitability for the work or role, to determine whether to make you an offer of employment, on the basis of a contract.
It is in our legitimate interest to carry out background checks, communicate with you about the recruitment process and keep records related to our hiring process.
If you fail to provide information when requested, which is necessary for us to consider your job application, we will not be able to process your application.
We collect
Behaviour, email address, first name, image, last name, location, business contact, call data record, telephone, CV.
In general, we will not process your sensitive personal information such as health data, unless it is necessary for performing or exercising obligations or rights in connection with your employment.
From
Directly from yourself through the application and recruitment process and sometimes from employment agencies, former employers, and referees.
Share with
Yourself.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Your personal data is retained for the period of your application for employment with us and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data to assess your skills, qualifications, and suitability for the work or role, during this process on the basis of a contract and our legitimate interest.
We need to process your personal information to manage the contract for services we have entered into or may enter into with you. If you fail to provide certain information when requested, we may not be able to perform the contract for services we have entered into with you, or we may be prevented from complying with our legal obligations.
It is in our legitimate interest to carry out background and reference checks, communicate with you about the appointment process and keep records related to our appointment process.
We collect
Behaviour, email address, first name, image, last name, location, business contact, call data record, telephone, CV.
In general, we will not process your sensitive personal information such as health data, unless it is necessary for performing or exercising obligations or rights in connection with your contract.
Where your contract requires you to be onsite at an emc3 client event, we will process your emergency contact details with a named third party, your relationship with that third party, their email address, and their phone number.
From
Directly from yourself through the application and recruitment process and sometimes from employment agencies, former employers, and referees.
Share with
You, and those organisations that provide us with the following services: banking, payment processing and travel.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Your personal data is retained for (a) the period you wish to be considered for contract work with us and (b) the period of any contract we have entered into with you plus seven (7) years and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data to process invoices and take payments. We process this data on the basis of a contract and our legitimate interest.
We need to process your personal information to manage the contract for services we have entered into with you. If you fail to provide certain information when requested, we may not be able to perform the contract for services we have entered into with you, or we may be prevented from complying with our legal obligations.
We need to process your personal information to ensure that we have accurate, up-to-date, and appropriate information about you to support our marketing and this is done on the basis of our legitimate interest in establishing and maintaining a business relationship with you.
We collect
Email address, first name, last name, location, address, telephone, company name, birthdate, work anniversary, dietary needs, job title, testimonials, feedback, and call data record.
From
Directly from yourself.
Share with
Yourself.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Your personal data is retained for the period of the contract between us plus seven (7) years and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data to engage you, provide you with services and goods in the future, and make decisions about the continued provision of goods and services in the future on the basis of a contract and our legitimate interest.
We need to process your personal information to establish and manage the contract for services we may enter into with you. If you fail to provide certain information when requested, we may not be able to perform the contract for services we will be entering into with you, or we may be prevented from complying with our legal obligations.
It is in our legitimate interest to carry out background checks, communicate with you about the engagement process and keep records related to our engagement process.
We collect
Email address, first name, last name, telephone, and company name, call data record.
From
Directly from yourself through our client engagement process.
Share with
Yourself.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Your personal data is retained for the period of our engagement process plus seven (7) years and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data to provide the registration service, provide print assets for the client, and to collect information during registration for the client. We process this data on the basis of consent.
If you withdraw your consent, you will no longer be able to provide our event services for the specific event you have registered for.
We collect
Email address, first name, last name, telephone, company name and other information provided by the attendee during registration.
From
Directly from yourself or from our event client.
Share with
You, event clients, and in certain cases, event suppliers.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Your personal data is retained for three (3) years and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data when you provide us with goods or services on the basis of a contract, legal obligation, and our legitimate interest.
If you fail to provide certain information when requested, we may not be able to perform the contract we are about to or have entered into with you, or we may be prevented from complying with our legal obligations such as obtaining permits, and health and safety risk assessments.
It is in our legitimate interest to collect your contact and payment details in order for us to pay you, to prevent fraud, to make decisions about the continued provision of goods and/or services by you, and to make arrangements for the termination of the provision of goods and/or services by you.
We collect
Email address, first name, last name, location, address, telephone, company name, bank details.
From
Directly from yourself through the contract negotiation and setup process and potentially from referees.
Share with
Yourself, and on some occasions with the client we are both supporting, and organisations that provide us with the following services: banking, payment processing, event management, and catering.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Your personal data is retained for the period of your contract and then seven (7) years and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
We collect, store, and use your personal data to respond to inquiries made via our website on the basis of consent, and to provide you with information that is related to your request on the basis of legitimate interest.
If you withdraw your consent, you will no longer be able to access our services or materials. We will advise you if this is the case at the time you withdraw your consent.
We need to process your personal information to ensure that we have accurate, up-to-date, and appropriate information about you to support our marketing and this is done on the basis of our legitimate interest in establishing and maintaining a business relationship with you.
We collect
Email address, first name, last name, telephone, company name.
From
Directly from yourself.
Share with
Yourself.
Store in
United Kingdom, the European Union, and the United States of America.
Retain for
Your personal data is retained for one (1) year and as long as reasonably necessary thereafter to fulfil our legal and regulatory requirements.
Safeguards
We have put in place security measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.
We limit access to your personal information to authorised employees and other third parties who have a business need-to-know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Details of these measures may be obtained from dpm@emc3.com
Your data
May, in certain circumstances be provided to other third parties such as HMRC or Companies House, or other regulatory or law enforcement bodies, but only in compliance with the law and where strictly necessary.
Automated decision-making and profiling
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, including profiling, unless you have given us your consent to do so, or it is necessary for entering into or the performance of a contract.
Your rights
(i) Access – you have the right to ask us for copies of your personal data. This right always applies. There are some exemptions, which means you may not always receive all the personal data we process.
(ii) Rectification – you have the right to ask us to rectify any of your personal data that you think is inaccurate or incomplete. This right always applies.
(iii) Erasure – you have the right to ask us to erase your personal data where it is no longer required for the purpose for which it was collected, or you withdraw your prior consent to us processing it and we have no other legal ground for processing it, or it is being processed unlawfully, or when it must be erased to comply with a legal obligation, or it is being used for direct marketing purposes where we have no legitimate grounds for us doing so.
(iv) Restriction – you have the right to ask us to restrict the processing of your personal data where it is inaccurate (allowing us to verify the accuracy), or it is being processed unlawfully (and you want us to stop processing rather than erasing it), or where you have objected to us processing it while we’re verifying whether we have legitimate grounds for processing, or it is no longer required for the purpose for which it was collected and you want us to keep it for the establishment, exercise or defence of legal claims.
(v) Portability – this only applies to personal data you have given us. You have the right to ask us to transfer the information you provided us from one organisation to another or give it to you. This only applies if we are processing personal data based on your consent or as part of a contract, or in talks with you about entering into a contract and the processing is automated.
(vi) Objection – you have the right to object to processing your personal data if we are using legitimate interests as our lawful basis for processing, or if it is being used for direct marketing.
(vii) Withdrawing consent – you can withdraw the consent that you have previously given to us for one or more specified purposes to process your personal data. This will not affect the lawfulness of any processing carried out before you withdraw your consent. It may mean we are not able to provide certain products or services to you and we will advise you if this is the case.
(viii) You have the right to complain to a Supervisory Authority, in the UK that is the Information Commissioner’s Office.
Breaches
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Dealing with your requests
We will deal with your requests as soon as possible but may take up to 1 month (possibly extended to 3 months where the law permits). Normally there is no charge, however, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive or we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that your personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Note
This notice does not form part of any contract of employment or other contract to provide services.
Changes to this privacy notice
We may update this notice from time to time and any changes we make to our privacy notice in the future will be posted on our intranet and, where appropriate, notified to you by email. Please check our website frequently to see any updates or changes to our notice.
This Privacy Notice was updated on 31/08/2023.