who we are
this website may include links to third-party websites, plug-ins and applications. clicking on those links or enabling those connections may allow third parties to collect or share data about you. we do not control these third-party websites and are not responsible for their privacy statements. when you leave our website, we encourage you to read the privacy notice of every website you visit.
when do we collect personal data and what personal data do we collect
personal data, or personal information, means any information about an individual from which that person can be identified. it does not include data where the identity has been removed (anonymous data).
we may collect, use and store the following personal data about you, which we have grouped into the following categories:
1. if you fill in forms (including surveys) on our website, we will collect your contact details and any other information you provide in the form.
2. if you contact us by any other means (e.g. email or telephone), we may keep a record of that contact and the information you provide us with at that time.
3. if you enter any of our competitions, we will collect the personal information you provide to us by submitting your competition entry.
4. if you ask to be added to our marketing database, we will collect your name, the name of your company/organisation (if any), email address and your preferences as to the types of marketing information you would like to receive from us.
5. if you engage us to provide you with any of our services, we will collect your billing address, email address and telephone numbers. we will also collect information about your assets and intellectual property rights, transaction details about payments to and from you and other details of services you have purchased from us including any testimony you are willing to write about us and our performance.
6. if we engage you to provide us with services or goods, we will collect your billing address, email address and telephone numbers. we will also collect details of your rate cards, your quotations, transaction details about payments to you and other details of services or goods we have purchased from you.
7. if you partake in any of our live events, we will collect your contact details and any videography and/or photography material of you, provided we have obtained your consent to do so (via the signing of a disclaimer).
8. if you attend any of our live events, we may collect videography and photography material of you. we will have notices at our live events notifying you that we are doing this.
9. if your personal data is on publicly available sources (such as linkedin and companies house) then we may collect your personal data that is available on these sources.
other information collected via our website and cookies
as you interact with our website, we may automatically collect information about your website usage such as information about your equipment, browsing actions and patterns. we collect this information by using cookies, server logs and other similar technologies.
our website uses a limited number of cookies, namely:
2. cookies required by google analytics in order to measure your website usage and improve the experience for our visitors on an ongoing basis. these cookies collect the information about your website usage, namely what pages you visit, how long you stay on each section of the website, and what links you click on.
we may use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
purpose for which we use your personal data
to administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) on the basis that it is necessary to comply with a legal obligation and that we have a legitimate interest to do so (for running our business, provision of administration and it services, network security and to prevent fraud).
to deliver relevant website content and send marketing information to you and measure or understand the effectiveness of these activities. we will do so on the basis that you have consented to us processing your personal data in this way. you can always stop receiving marketing information from us at any time as these communications provide easy ways to unsubscribe or update your preferences.
to process and deliver our services to you, including providing you with a quote, reviewing our clients’ campaign evaluations, managing payments, fees and charges and collecting and recovering money owed to us on the basis of our performance of our contract with you.
to process your goods and/or services delivered to us, including but not limited to the processing of payments to you on the basis of our performance of our contract with you.
to use the videography and photography material during the course of our business (including by displaying the material on our website and social media platforms) on the basis that you have consented for us to do so or that we have a legitimated interest to do so (to secure contracts with our clients and to grow and promote our business).
change of purpose
we will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
if we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
changes to the privacy notice and your duty to inform us of changes
it is important that the personal data we hold about you is accurate and current. please keep us informed if your personal data changes during your relationship with us.
we have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. in addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. they will only process your personal data on our instructions and they are subject to a duty of confidentiality.
we have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
who do we share your personal data with
we may disclose your personal data to third parties as follows:
1. if we are under a duty to disclose or share it in order to comply with any legal obligation (for example our auditors, our insurers and hmrc).
2. with media publications applicable to our industry. these may include, but are not limited to: campaign live, brand republic, institute of promotional marketing and marketing weekly. we make use of these publications to promote our services and we will only share your personal data with these media publications if they have agreed with us that they will only process your personal data on our instructions and that they will keep it confidential and secure.
3. with sub-contractors who we engage to assist us in providing our services on the basis that we have a legitimate interest to do so and then only if they have agreed with us that they will only process your personal data on our instructions and that they will keep it confidential and secure.
4. with our clients who engage or have engaged us to provide our services to, in order to provide feedback on the success of their campaign or to improve the provision of our services on the basis that we have a legitimate interest to do so and then only if they have agreed with us that they will only process your personal data on our instructions and that they will keep it confidential and secure.
we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
to determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
the list below sets out:
question a: circumstances in which personal data was provided
question b: how long do we keep it?
a. when you sign a disclaimer at any of our live events.
b. 7 years from the date of signature of the disclaimer.
a. when we collect videography/photography material of you at any of our live events.
b. 7 years from the date of the live event.
a. when we engage you to provide us services or goods.
b. 7 years from termination or expiry of our contract with you.
a. when you engage us to provide you with any of our services.
b. 7 years from termination or expiry of our contract with you.
a. when we receive your information from publicly available sources or when you are added to our marketing database.
b. until you request the information to be removed or we refresh our database to suppress dormant entries (typically on an annual basis).
a. when you contact us via our website.
b. 2 years from the date of our last communication with you.
a. when you contact us by any other means (e.g. email or telephone) which does not lead to a contractual relationship.
b. 2 years from the date of our last communication with you.
a. when we receive your information through a competition entry.
b. 2 years from the date of the competition result made public.
where do we store your personal data and how it is kept secure?
some of the information you provide to us will be transmitted electronically, e.g. information provided via our website or by email. we would remind you that information transmitted via the internet is not completely secure and although we will do our best to protect any information transmitted in this way, we cannot guarantee its complete security. we have put in place appropriate security measures to prevent your personal data being accidentally lost, accessed or used in an unauthorised way, altered or disclosed. all information you provide to us is stored on our secure servers located in the united kingdom. we may transfer your personal data to sub-contractors who may store your personal data in the us. these sub-contractors are part of the privacy shield which requires them to provide similar protection to personal data shared between europe and the us.
in addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. they will only process your personal data on our instructions and they are subject to a duty of confidentiality. we have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
your rights in relation to the personal data we hold
you have the right to:
request access to your personal data (commonly known as a “data subject access request”). this enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
request correction of the personal data that we hold about you. this enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
request erasure of your personal data. this enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. you also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. you also have the right to object where we are processing your personal data for direct marketing purposes. in some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
request restriction of processing of your personal data. this enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
request the transfer of your personal data to you or to a third party. we will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
withdraw consent at any time where we are relying on consent to process your personal data. however, this will not affect the lawfulness of any processing carried out before you withdraw your consent. if you withdraw your consent, we may not be able to provide certain products or services to you. we will advise you if this is the case at the time you withdraw your consent.
post: Quantum Digital Limited, 28, Grey Lady Place, Billericay, Essex, CM11 1LU.
you have the right to complain to the information commissioner about the way in which we collect and use your personal data: www.ico.org.uk/concerns or telephone 0303 123 1113.
job applicant privacy notice
the company is aware of its obligations under the general data protection regulation (gdpr) and is committed to processing your data securely and transparently. this privacy notice sets out, in line with gdpr, the types of data that we collect and hold on you as a job applicant. it also sets out how we use that information, how long we keep it for and other relevant information about your data.
data controller details
the company is a data controller, meaning that it determines the processes to be used when using your personal data. we can be contacted at Quantum Digital Limited, 28, Grey Lady Place, Billericay, Essex, CM11 1LU.
data protection principles
in relation to your personal data, we will:
1. process it fairly, lawfully and in a clear, transparent way;
2. collect your data only for reasons that we find proper for the course of your employment in ways that have been explained to you;
3. only use it in the way that we have told you about;
4. ensure it is correct and up to date;
5. keep your data for only as long as we need it;
6. process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.
types of data we process
we hold many types of data about you, including:
1. your personal details including your name, address, date of birth, email address, phone numbers;
2. your photograph; and other copies of your likeness such as videography;
4. marital status;
5. whether or not you have a disability;
6. information included on your cv including references, education history and employment history;
7. documentation relating to your right to work in the uk;
8. driving licence.
how we collect your data
we collect data about you in a variety of ways including the information you would normally include in a cv or a job application cover letter, or notes made by our recruiting officers during a recruitment interview. further information will be collected directly from you when you complete forms at the start of your employment, for example, your bank and next of kin details. other details may be collected directly from you in the form of official documentation such as your driving licence, passport or other right to work evidence.
in some cases, we will collect data about you from third parties, such as employment agencies, former employers when gathering references or credit reference agencies.
personal data is kept in personnel files or within the company’s hr and it systems.
why we process your data
the law on data protection allows us to process your data for certain reasons only:
in order to perform the employment contract that we are party to;
in order to carry out legally required duties;
in order for us to carry out our legitimate interests;
to protect your interests; and,
where something is done in the public interest.
all of the processing carried out by us falls into one of the permitted reasons. generally, we will rely on the first three reasons set out above to process your data.
we need to collect your data to ensure we are complying with legal requirements such as:
carrying out checks in relation to your right to work in the uk and
making reasonable adjustments for disabled employees.
we also collect data so that we can carry out activities which are in the legitimate interests of the company. we have set these out below:
making decisions about who to offer employment to;
making decisions about salary and other benefits;
assessing training needs;
dealing with legal claims made against us.
special categories of data – only used for equal opportunities monitoring so if this is not carried out, this section can be deleted.
special categories of data are data relating to your:
trade union membership; and,
genetic and biometric data.
we must process special categories of data in accordance with more stringent guidelines. most commonly, we will process special categories of data when the following applies:
you have given explicit consent to the processing
we must process the data in order to carry out our legal obligations
we must process data for reasons of substantial public interest
you have already made the data public.
we will use your special category data solely for the purposes of equal opportunities monitoring.
we do not need your consent if we use special categories of personal data in order to carry out our legal obligations or exercise specific rights under employment law. however, we may ask for your consent to allow us to process certain particularly sensitive data. if this occurs, you will be made fully aware of the reasons for the processing. as with all cases of seeking consent from you, you will have full control over your decision to give or withhold consent and there will be no consequences where consent is withheld. consent, once given, may be withdrawn at any time. there will be no consequences where consent is withdrawn.
criminal conviction data
we will only collect criminal conviction data where it is appropriate given the nature of your role and where the law permits us. this data will usually be collected at the recruitment stage; however, it may also be collected during your employment should you be successful in obtaining employment. we use criminal conviction data to assess whether an individual can be offered specific work where criminal conviction data may be relevant.
if you do not provide your data to us
one of the reasons for processing your data is to allow us to carry out an effective recruitment process. whilst you are under no obligation to provide us with your data, we may not able to process, or continue with (as appropriate), your application.
sharing your data
your data will be shared with colleagues within the company where it is necessary for them to undertake their duties with regard to recruitment. this includes, for example, the talent/hr department, those in the department where the vacancy is who responsible for screening your application and interviewing you, the it department where you require access to our systems to undertake any assessments requiring it equipment.
in some cases, we will collect data about you from third parties, such as employment agencies.
your data will be shared with third parties if you are successful in your job application. in these circumstances, we will share your data, for example, in order to obtain references from previous employers; obtain a criminal records check; process your payroll; issue references regarding your employment if you have left; etc.
we do not share your data with bodies outside of the european economic area.
protecting your data
we are aware of the requirement to ensure your data is protected against accidental loss or disclosure, destruction and abuse. we have implemented processes to guard against such.
where we share your data with third parties, we provide written instructions to them to ensure that your data are held securely and in line with gdpr requirements. third parties must implement appropriate technical and organisational measures to ensure the security of your data.
how long we keep your data for
potential employees & contractors
in line with data protection principles, we only keep your data for as long as we need it for and this will depend on whether or not you are successful in obtaining employment with us.
if your application is not successful we will keep your data for 6 months once the recruitment exercise ends. we will use this information if we wish to consider you for any vacancies which arise during this time. at the end of this period, we will delete or destroy your data, unless you have already withdrawn your consent to our processing of your data in which case it will be deleted or destroyed upon your withdrawal of consent.
if your application is successful, your data will be kept and transferred to the systems we administer for employees. we have a separate privacy notice for employees, which will be provided to you.
potential workers – zulu
in line with data protection principles, we only keep your data for as long as we need it for.
application – data is kept for 24 months
personal details of Quantum Digital going through the application process
active Quantum Digital without a payroll number – data is kept for 24 months
personal details relating to Quantum Digital that are active but have not worked a live shift
active Quantum Digital with a payroll number – data will be held for 6 years
personal details relating to pay and taxation for our own reporting to hmrc
will be kept for up to six years
we will automatically delete or destroy your data at the end of these retention periods, unless you have already withdrawn your consent prior to this time, in which case this process will already have been completed.
automated decision making
no decision will be made about you solely on the basis of automated decision making (where a decision is taken about you using an electronic system without human involvement) which has a significant impact on you.
your rights in relation to your data
the law on data protection gives you certain rights in relation to the data we hold on you. these are:
the right to be informed. this means that we must tell you how we use your data,
and this is the purpose of this privacy notice;
the right of access. you have the right to access the data that we hold on you. to do so,
you should make a subject access request;
the right for any inaccuracies to be corrected. if any data that we hold about you is
incomplete or inaccurate, you are able to require us to correct it;
the right to have information deleted. if you would like us to stop processing your data, you
have the right to ask us to delete it from our systems where you believe there is no reason
for us to continue processing it;
the right to restrict the processing of the data. for example, if you believe the data we hold is
incorrect, we will stop processing the data (whilst still holding it) until we have ensured that the
data is correct;
the right to portability. you may transfer the data that we hold on you for your own purposes;
the right to object to the inclusion of any information. you have the right to object to the way
we use your data where we are using it for our legitimate interests;
the right to regulate any automated decision-making and profiling of personal data. you have a
right not to be subject to automated decision making in way that adversely affects your
where you have provided consent to our use of your data, you also have the unrestricted right to withdraw that consent at any time. withdrawing your consent means that we will stop processing the data that you had previously given us consent to use. there will be no consequences for withdrawing your consent. however, in some cases, we may continue to use the data where so permitted by having a legitimate reason for doing so.
if you wish to exercise any of the rights explained above, please contact chandelle downs, director of people.
making a complaint
the supervisory authority in the uk for data protection matters is the information commissioner (ico). if you think your data protection rights have been breached in any way by us, you are able to make a complaint to the ico.
the company contact is chandelle downs, director of people. she can be contacted at Quantum Digital Limited, 28, Grey Lady Place, Billericay, Essex, CM11 1LU.
please read these terms and conditions carefully before using this site
what’s in these terms?
these terms tell you the rules for using our website http://quantumdigital.london (“our site”).
who we are and how to contact us
our site is a site operated by Quantum Digital Limited (“we”). we are registered in england and wales under company number 04227504 and have our registered office at Quantum Digital Limited, 28, Grey Lady Place, Billericay, Essex, CM11 1LU. our vat number is gb 777926465.
our main regulators are the advertising standards authority, committee of advertising practice and the broadcast committee of advertising practice. there are also other codes and regulations that apply to our industry and which we comply with.
we are a limited company.
to contact us, please telephone us on 020 7702 3600.
by using our site you accept these terms
if you do not agree to these terms, you must not use our site.
we recommend that you print a copy of these terms for future reference.
there are other terms that may apply to you
we amend these terms from time to time. every time you wish to use our site, please check these terms to ensure you understand the terms that apply at that time.
we may make changes to our site
we may update and change our site from time to time to reflect changes to our services, our users’ needs and our business priorities.
we may suspend or withdraw our site
our site is made available free of charge.
we do not guarantee that our site, or any content on it, will always be available or be uninterrupted.
we may suspend or withdraw or restrict the availability of all or any part of our site for business and operational reasons. we will try to give you reasonable notice of any suspension or withdrawal.
you must keep your account details safe
if you choose, or you are provided with, a user identification code, password or any other piece of information (login details) as part of our security procedures, you must treat such information as confidential. you must not disclose it to any third party.
if you know or suspect that anyone other than you knows your user identification code or password, you must promptly notify us at http://quantumdigital.london
how you may use material on our site
we use our site to demonstrate the work that we do and to display the projects we create and are involved in. to do this, we may display relevant social media items as content on our site. if you attend any of our events and use the proper hashtags to bring any of your images on social media to our attention, then we may display your photos on our site, provided it complies with all laws, including copyright and privacy laws. we will always inform you that any material you post on social media may be used on our site. you will remain the owner of these images, but you grant us a limited licence to use, store and copy that content and to distribute and make it available to third parties.
if you would like us to remove your image from our site, then please send a request to http://quantumdigital.london and we will remove it from our site and also from our archives.
subject to the foregoing, we are the owner or the licensee of all intellectual property rights in our site, and in the material published on it. those works are protected by copyright laws and treaties around the world. all such rights are reserved.
you may print off one copy, and may download extracts, of any page(s) from our site for your personal use and you may draw the attention of others within your organisation to content posted on our site.
you must not modify the paper or digital copies of any materials you have printed off or downloaded in any way, and you must not use any illustrations, photographs, video or audio sequences or any graphics separately from any accompanying text.
our status (and that of any identified contributors) as the authors of content on our site must always be acknowledged.
you must not use any part of the content on our site for commercial purposes without obtaining a licence to do so from us or our licensors.
do not rely on information on this site
the content on our site is provided for general information only. it is not intended to amount to advice on which you should rely. you must obtain professional or specialist advice before taking, or refraining from, any action on the basis of the content on our site.
although we make reasonable efforts to update the information on our site, we make no representations, warranties or guarantees, whether express or implied, that the content on our site is accurate, complete or up to date.
we are not responsible for websites we link to
where our site contains links to other sites and resources provided by third parties, these links are provided for your information only. such links should not be interpreted as approval by us of those linked websites or information you may obtain from them.
we have no control over the contents of those sites or resources.
user-generated content is not approved by us
this website may include information and materials uploaded by other users of the site, including to bulletin boards and chat rooms. this information and these materials have not been verified or approved by us. the views expressed by other users on our site do not represent our views or values.
if you wish to complain about information and materials uploaded by other users please contact us on firstname.lastname@example.org.
our responsibility for loss or damage suffered by you whether you are a consumer or a business user:
we do not exclude or limit in any way our liability to you where it would be unlawful to do so. this includes liability for death or personal injury caused by our negligence or the negligence of our employees, agents or subcontractors and for fraud or fraudulent misrepresentation.
different limitations and exclusions of liability will apply to liability arising as a result of the supply of any products or services to you, which will be set out in our terms and conditions of supply.
if you are a business user:
we exclude all implied conditions, warranties, representations or other terms that may apply to our site or any content on it.
we will not be liable to you for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:
use of, or inability to use, our site; or
use of or reliance on any content displayed on our site.
in particular, we will not be liable for:
loss of profits, sales, business, or revenue;
loss of anticipated savings;
loss of business opportunity, goodwill or reputation; or
any indirect or consequential loss or damage.
if you are a consumer user:
please note that we only provide our site for domestic and private use. you agree not to use our site for any commercial or business purposes, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.
if defective digital content that we have supplied, damages a device or digital content belonging to you and this is caused by our failure to use reasonable care and skill, we will either repair the damage or pay you compensation.
how we may use your personal information
we will only use your personal information as set out in our privacy policies.
we are not responsible for viruses and you must not introduce them
we do not guarantee that our site will be secure or free from bugs or viruses.
you are responsible for configuring your information technology, computer programmes and platform to access our site. you should use your own virus protection software.
you must not misuse our site by knowingly introducing viruses, trojans, worms, logic bombs or other material that is malicious or technologically harmful. you must not attempt to gain unauthorised access to our site, the server on which our site is stored or any server, computer or database connected to our site. you must not attack our site via a denial-of-service attack or a distributed denial-of service attack. by breaching this provision, you would commit a criminal offence under the computer misuse act 1990. we will report any such breach to the relevant law enforcement authorities and we will co-operate with those authorities by disclosing your identity to them. in the event of such a breach, your right to use our site will cease immediately.
rules about linking to our site
you may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it.
you must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part where none exists.
you must not establish a link to our site in any website that is not owned by you.
our site must not be framed on any other site, nor may you create a link to any part of our site other than the home page.
we reserve the right to withdraw linking permission without notice.
if you wish to link to or make any use of content on our site other than that set out above, please contact email@example.com.
governing law and jurisdiction
our trade marks are registered
Quantum Digital is a UK registered trade marks of Quantum Digital Limited. you are not permitted to use them without our approval, unless they are part of material you are using as permitted under how you may use material on our site.