This policy explains how we handle personal information when you visit our website, contact us, request a quotation or work with us. For UK data protection law, Essex and Cambridge Events Limited T/A 3D Events Group is the data controller.
Information we collect
- Contact details, including your name, email address, telephone number, company or organisation.
- Enquiry and event details, including dates, locations, guest numbers, requirements and messages you provide.
- Freelance applications, including your address, emergency contact, profile photo, driving and IPAF information, public liability insurance certificate details, skills, experience and communication preferences.
- Dietary, allergy or medical information you choose to provide as part of a freelance application. This may be special category health information. You can enter None where there is nothing for us to record.
- Commercial and project records, including correspondence, quotations, contracts, invoices and delivery information.
- Basic technical and security information generated when you use the website, such as IP address, browser information and server logs where these are recorded by our hosting provider.
How and why we use it
- To respond to enquiries and take steps at your request before entering a contract.
- To assess freelance applicants, maintain our freelance crew database, match skills to suitable productions and make contact about potential work.
- To prepare, administer and deliver contracts for our services.
- To manage customer and supplier relationships and pursue our legitimate interests in operating and improving the business.
- To keep financial, tax, safety and other records required by law.
- To protect the website, prevent misuse and establish or defend legal claims.
We use the declaration submitted with a freelance application as the applicant’s agreement to the stated processing. Where an applicant provides dietary, allergy or medical information, we ask separately for explicit consent to use that special category information for crew planning and welfare. Consent can be withdrawn by contacting us, although this does not affect processing that took place before withdrawal.
Optional choices about SMS, WhatsApp and email are recorded separately and are never pre-selected. We do not sell personal information.
Sharing information
We may share information only where necessary with authorised personnel, professional advisers, IT and hosting providers, payment or accounting providers, insurers, venues, production partners and subcontractors involved in an engagement, or public authorities where the law requires it. Access to freelance applications and uploaded documents is limited to people who need it for crew administration, engagement, safety or legal purposes. Providers acting for us must handle personal information securely and only for the agreed purpose.
International transfers
Some technology providers may process information outside the United Kingdom. Where this happens, we use an approved safeguard required by UK data protection law, such as UK adequacy regulations or contractual protections, and assess the transfer where required.
How long we keep it
We keep information only as long as reasonably necessary for the purpose collected. Enquiries that do not proceed are normally retained for up to 24 months after the last meaningful contact. Freelance applications are reviewed and normally deleted or refreshed within 24 months of submission or the last meaningful contact if no engagement takes place. If a freelancer works with us, relevant contract, payment, insurance, safety and engagement records may be retained for up to six years after the relevant financial year or engagement, unless a longer period is required for legal, insurance, safety or dispute purposes. Health information is removed when it is no longer needed for crew planning or welfare. Security logs are retained according to operational need and provider settings.
Your rights
Depending on the circumstances, you may have rights to access, correct, erase or restrict your information; object to certain processing; receive portable data; and withdraw consent where processing relies on consent. Rights can be limited where an exemption applies. Contact us to make a request; we may need to verify your identity.
You may complain to the UK Information Commissioner’s Office at ico.org.uk. We would appreciate the opportunity to address your concern first.
Security and children
We use proportionate organisational and technical measures designed to protect personal information. No internet transmission or storage system can be guaranteed completely secure. Our services and website are not directed at children, and we do not knowingly collect children’s information through this website.
Contact and updates
For privacy questions or rights requests, email sales@3deventsgroup.com or write to The Depot, Cutting Road, Great Abington, Cambridge, CB21 6AJ. We may update this policy when our services, providers or legal obligations change.