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Legal

Terms and conditions

1. headings

The Headings in these Terms and Conditions are for ease of reference only and shall not be taken into account in the construction or interpretation of any clause to which they refer.

2. definitions

In these Terms and Conditions:
a) "the Company" or “VisionEvents” is Vision Events (UK) Ltd

b) "the Client" means the legal person or organisation that agrees to trade with the Company

c) "the Terms" means the terms and conditions of trading contained herein

d) "the Equipment" means all equipment supplied, including (without prejudice to the foregoing generality) s all staging and bespoke set elements, all display elements (Plasma screens, wide-screens etc.), all lighting effects, equipment and control, all audio systems, microphones, equipment and control, all video and camera equipment, all projection and display effects and equipment (projectors, LED screens, gobos), autocue, power distribution, all show control machines (laptops, computers), trussing and rigging elements - this is stated in detail on the quotation for each Contract. The Equipment specified on the Contract agreement to include all additions, replacements, removals, accessories including, where applicable, all protective coverings, flight cases, containers, stands, leads, cables, extensions and all other accessories necessary for the operation of the Equipment.

e) "the Personnel" means employees of the Company supplied
(i) including (without prejudice to the foregoing generality) Directors, Project Managers, Event Producers, Creatives, Designers, Technicians, Hire and Event Administrators
(ii) for rigging and de-rigging of Equipment
(iii) independently of the Equipment, for technical support
(iv) to arrange all associated logistics and produce the event
(v) with Equipment to operate same

f) “the Production Services” means those services requested by the Client – for example, multi-media design, film and editing, script writing, print work (i.e. sponsor, event branding and stage sets), stage design and build and full event production management

g) “the Contract” means the final quotation of Equipment, Personnel and/or Production Services agreed between the Company and the Client

3. the equipment

a) The Company undertakes to use its best endeavours to ensure that the Equipment is in good working order and condition at the point of delivery to the Client (or to a venue nominated by the Client or at the time the Client is informed that the Equipment is available for collection, where applicable).

b) The Client shall examine all Equipment on delivery or Client collection (by whatever means – e.g. Client transport, courier, taxi etc.). If any defect, deficiency or omission is discovered the Company shall replace or repair any defective Equipment, or part thereof, as soon as practically possible without additional charge.

c) The Equipment supplied is intended only to be fit for purpose for which manufacturer designed or intended. Any other use is at the Client’s own risk and responsibility.

The foregoing shall apply provided that:
(i). immediate verbal notification of any defect or deficiency is made to the Company and/or its representatives,
The Terms of this clause are without prejudice to the Terms of Clauses 11 and 22.

4. property

The Equipment shall at all times remain the property of the Company. The Client shall not re-hire, sub-hire, sub-contract, pledge, cause a lien to be created or otherwise deal with the Equipment or any part thereof unless otherwise agreed in writing between the Company and Client. The Client hereby grants the Company an irrevocable license to enter any premises where the Equipment is stored or in use at any time to inspect the Equipment and where the Client is in breach of any of the Terms herein to repossess its goods.

5. sub-contracting

The Company shall be entitled in its absolute discretion to sub-contract in whole or in part any of its obligations under the Contract.

6. care of the equipment

a) The Company and Client shall keep the Equipment securely at the delivery address advised to the Company and shall use or cause it to be used at that address. The Client shall not remove the Equipment or cause it to be removed without prior written agreement of the Company.

The Company and Client shall ensure that the Equipment is kept in a safe and lock-fast place when at the place of use or place of storage. To the extent permitted by law, the Company and the Client each agree to protect, indemnify, defend and hold harmless the other party and their respective employees, agents, and independent contractors against all claims, losses or damages to persons or property, governmental charges or fines, and costs, arising out of the negligence or willful misconduct of the indemnifying party in connection with the use or provision of the Company’s services and property. This paragraph shall not waive any statutory limitations of liability available to either party, including with respect to the Company, nor shall it waive any defence either party may have with respect to any claim.

b) The Client shall be responsible for any interference, damage, loss or repair needed to the Company’s Equipment caused by 3rd parties during the Contract period (this includes with-out prejudice to the foregoing generality) event guests, delegates, event staff, venue staff, sub-contractors by Client, press and PR and other non-event related people)

c) When the Equipment is left unattended during the Contract period (e.g. for multiple day events or to enable delivery/rigging/de-rigging/collection logistics), the Company and Client will be responsible for ensuring the Equipment is in a secure and locked environment. This includes the Company and Client ensuring that if the event is in a venue not under the legal ownership or control of the Client, the management of the venue keep the doors and windows of the room(s) in which the Equipment is housed locked over-night and at all other times when venue staff, VisionEvents Personnel, Client employees or other event related Personnel are not present.

d) Unless otherwise agreed in writing between the Company and the Client, the Client shall not use the Equipment on any abnormal or hazardous assignment, take out of the United Kingdom or take from the ground other than on a regular scheduled flight by any airline recognised by I.A.T.A. The Client shall be solely responsible for obtaining all customs clearances, licenses and permits as shall be necessary to take the Equipment out of the United Kingdom. If any Equipment taken out of the United Kingdom is stolen or is damaged or breaks down the Company shall have no liability to replace it. If the Company agrees to replace the same, the Company's liability shall only extend to delivery of any replacement at an address in the United Kingdom.

e) The Client, when personnel are not provided by the company, shall use or cause to be used the Equipment in a skillful and proper manner and in accordance with the manufacturer’s instructions and shall be responsible for the expense of the repair and condition of the Equipment (save for wear and tear) and further shall take all precautions necessary to ensure its safety and security.

f) The Client, when personnel are not provided by the company, will not interfere in any way with the Equipment or the mechanism thereof or obscure, damage or deface any nameplates, stickers, signs or serial numbers thereon. The Client will not expose the Equipment to the elements and will keep the Equipment protected at all times. The Client, when personnel are not provided by the company, shall store the Equipment in its protective cases provided when not in use and when in transit.

g) Without prejudice to Clause 20 the Client shall be charged with the cost of repair or full replacement as the case may be for loss or damage to the Equipment unless the same shall have been caused by the fault or misconduct of the Personnel. The Client shall not operate the Equipment, rig or de-rig the Equipment or in any way interfere with the Equipment nor appoint any agents for the operation, rigging or de-rigging of the Equipment unless agreed in writing between the Company and the Client where Personnel are not supplied by the Company. The Company reserves the right to request names and details of operators other than its own Personnel and where these details are not forthcoming to exercise its rights under Clause 18 hereof. If the Company is not satisfied with the experience, competence or suitability of operators named the Company reserves the right to substitute their Personnel at the usual rates.

h) The Client shall not repair or attempt to repair the Equipment. The Client shall not request a third party to repair or attempt to repair the Equipment unless otherwise agreed in writing between the Company and the Client.

7. provision of equipment, production services + personnel

a) Where instructions are given by the Client to the Company which are general, non-specific or approximate the Company will use its best endeavors to interpret the Client’s needs and provide suitable Equipment, Production Services and Personnel. The Company however does not warrant the suitability of goods and/or Production Services supplied and shall have no liability for misinterpretation.

b) Where specific Equipment is requested for Contract by the Client and said Equipment is unavailable, the Company reserves the right to substitute Equipment of an equivalent standard, (which may incur an increase in price).

c) Where specific Equipment, Production Services and Personnel have been quoted for by the Company and on confirmation by the Client, they are no longer available the Company has the right to substitute these goods for an equivalent standard, (for the agreed price).

8. filming + editing

a) Where appropriate, the Client shall provide appropriate security arrangements and approvals for any filming commissioned to the Company (security clearance with companies, approvals by parents to film children, approvals with relevant governing bodies - e.g. Councils)

b) Any confidential or proprietary information which is acquired by the Company when filming for a Client, person or entity will not be used or disclosed to any person or entity, except where required to do so by law. If requested and reasonable,. the Company will adhere to the conditions of any Confidentiality Agreement entered in to by the Client provided the Client frees and relieves the Company of any proper and reasonable costs associated there-with.

c) In consideration of and subject to, the final payment of full fees due to the Company with regards to the filming and editing services by the Client, the Company hereby assigns to the Client the full title guarantee of all the present and future copyright and other intellectual property rights howsoever arising in the filmed and edited content.

d) The Company may use selected segments of the completed edit to use for marketing material of the Company.

9. original creative design work

a) Where the Contract requires the Company to create original works - creative design, animations and graphics imagery - the copyright of such shall be the property of the Company in accordance with the Copyright, Designs and Patents Act 1998. The Company shall grant to the Client, at no additional charge, a license to reproduce the images in any quantity and in any part of the world.

b) The Company has the right to use this creative design work - without seeking permission from the Client - as part of its marketing material as examples of its work to future Clients.

10. authority

Any order or instruction given to the Company or a Personnel by the Client or on the Clients behalf - whether verbal or in writing - shall be deemed to be the instructions of the Client. Any person giving an order or instruction to the Company or any Personnel warrants himself to be an authorised agent of the Client. The Company shall not be liable for any misunderstanding or inaccuracies arising from any order or instructions not received by the Company in writing or so confirmed. The Client shall be responsible for any order, instruction, representation or requests for advice made by the Client to any Personnel. Any verbal quotation given by telephone or by Personnel is not binding unless confirmed by the Company in writing.

11. delivery

a) The Equipment shall be delivered and/or collected at such time and place as is contracted between the Company and the Client. If delivered to the Client the signature of any person being or purporting to be the Client, a representative of the Client or an employee thereof shall be sufficient to evidence delivery.

b) The Company shall use its best endeavours to comply with times and dates for delivery as agreed between the Company and the Client subject to Clause 26 to follow hereon. The Company shall not be liable for non-delivery of Equipment or non-arrival of Personnel by a specific time or date.

12. collection

Unless otherwise agreed in writing between the Company and the Client it shall be the responsibility of the Client to return the Equipment to the Company on the Termination of the Contract. If the Company is on site with the equipment or agrees to collect the Equipment on Termination of the Contract, the Client and Company shall remain responsible for the secure storage, repair and condition of the Equipment until collection.

13. contract period

The Contract period shall commence when the Equipment leaves the Company’s premises either by delivery of the Equipment by the Company to the Client or agreed venue, or on collection by the Client and shall end when the Equipment is returned to the Company’s premises by the Client or the Company. If any Equipment is lost or damaged the Contract period shall be extended until the Company is able to repair or replace it. The foregoing is without prejudice to Clause 18 to follow hereon.

14. additional services + expertise contracted by the client

Where the Client instructs the Company to provide additional Equipment, Personnel or Production Services (whether with-in or out-with office hours), these additional works will be charged at normal rates.

15. payment

a) The Client shall pay to the Company the Contract charges as demanded by the Company. Payment shall be made by the due date. Payment shall be made to the Company's address as specified. Punctual payment is essential. Payment by post is at the Client's risk.

b) Payment Terms - options:
(i) For normal hires and events with existing Clients, full payment must be made strictly within 30 days from the invoice date.
(ii) For larger events, VisionEvents may request up to 50% pre-payment of the total Contract charges to be invoiced in advance and to be paid in full a minimum of 7 days prior to the first day of the event. The remainder of the Contract will be invoiced post event and must be paid in full strictly a maximum of 30 days from that invoice date or sooner if agreed with the Client.
(iii) For new Clients and for projects with Contract charges in excess of £100,000, or for any reason deemed necessary by VisionEvents acting reasonably, VisionEvents may request up to 100% pre-payment of the Contract charges to be invoiced in advance and paid in full a minimum of 14 days prior to the first day of the event. Any additional costs incurred will be invoiced post event and must be paid in full strictly a maximum of 30 days from that invoice date, or sooner if agreed with the Client

c) If any of the above Payment Terms are not adhered to, VisionEvents reserve the right the cancel any discounts or specific incentive pricing and to recharge the Client the difference of the cost of full pricing on a separately produced invoice. Also, without prejudice to any other rights or remedies, VisionEvents reserves the right to charge interest on all unpaid invoices as at the due date at 4% per annum above the base rate of Clydesdale Bank on a month to month accumulating basis.

d) Any discount offered by the Company is discretionary per Client and is offered within a time sensitive window. The Company reserves the right to remove the offered discount(s) if confirmation of the Contract is not received from the Client in a timely manner, within the stated discount time period. This will be clearly stated on the Company’s quotation and accompanying literature to the Client.

e) The Company reserves the right to request a deposit in respect of Equipment hire. This deposit shall be paid prior to delivery (or Client collection by whatever means) of the Equipment. If the deposit is not paid on time the Company reserves the right to withhold delivery and to exercise any rights or remedies available to it including default remedies under Clause 18 hereof. The Company reserves the right to retain any deposits paid to them to account of other sums due and resting owing to them by the Client. The Client shall not be entitled to set-off any deposit paid against any demand for payment made by the Company. The Company shall return deposits only when payment in full has been received by the Company.

f) Payment shall be made in Sterling currency unless otherwise agreed in writing by the Company. Where the Client pays in any other currency, in converting sums due in payment to Sterling, the Company’s bank’s exchange rates as at the due date for payment shall apply.

g) The Client shall pay Value Added Tax, or similar tax, at the applicable rate in addition to all charges due to be paid by the Client to the Company at the due date together with any other applicable taxes or charges levied.

16. disputes

a) Any disputes on invoices require to be intimated by the Client to the Company in writing within 7 days of invoice date. If intimation is made timeously the Company shall use its best endeavours to investigate the Clients claims. Where timeous intimation is not made the Company reserves the right not to accept any claims thereon.

b) Should the Client be dissatisfied with the performance of the Company intimation thereof must be made in writing to the Company within 7 days of completion of Contract. The Company will use its best endeavours to resolve any matters addressed by the Client provided timeous intimation is made.

17. termination

This Contract may be terminated forthwith by the Company if the Client:

a) Being a Company
(i) shall pass a resolution for winding up (otherwise than for the purpose of a solvent amalgamation or reconstruction where the resulting entity assumes all the obligations of the Client under this agreement) and/or
(ii) a Court shall make an order to that effect, or
(iii) shall cease to carry on its business or substantially the whole of its business

b) Being a partnership shall be dissolved, or

c) Being an individual shall:
(i). commit an act of Bankruptcy, or
(ii). shall die, or
(iii) become or be declared insolvent.

18. default

If the Client :

a) fails to pay when due any sum payable to the Company including any sum required by way of deposit and/or pre-payment, and/or

b) fails to observe or perform any of the provisions hereof; the Company may (without prejudice to any other right or remedy) after notice summarily cancel the Contract and/or withhold delivery of services; and/or stop Equipment in transit and to repossess Equipment if it has been delivered; and the payment of the price of any Equipment on hire, Production Services and Personnel or ancillary charges to that Client shall immediately become due.

19. cancellation

If the Client cancels the Contract or any part thereof or any order placed with the Company it shall be liable by way of liquidated damages for the payment of charges in accordance with the following:

a) where the event is cancelled or curtailed by the Client 30 days or less of the scheduled delivery date of the Equipment to the stated venue, the full quoted fees and expenses are payable by the Client (100% of the Contract - final agreed quotation)

b) where the event is cancelled or curtailed by the Client 30 days or more of the scheduled delivery date of the Equipment to the stated venue, half of the quoted fees and expenses are payable by the Client (50% of the Contract - final agreed quotation)

c) where the Client cancels any order and such cancellation renders abortive any preparatory work done or expenditure incurred by the Company to meet the Clients requirements, then without prejudice to and notwithstanding the foregoing, a fair and reasonable cancellation charge shall be payable.

20. risk

The Equipment shall be at the risk of the Client during the Contract period. The Client is responsible for loss of hire charges by the Company following loss or damage to hired Equipment up to £30,000 or 13 weeks hire charges, whichever is the lesser figure. All hire Equipment in the contract must be insured with an all risks and “New for Old” basis. Unless otherwise agreed in writing under Clause 21 hereof the Client shall be responsible for insuring the Equipment to its full replacement insurable value for new Equipment (or similar new Equipment when the particular make or model is no longer available) against all loss and damage whatsoever.

21. insurance

a) Unless otherwise agreed in writing between the Company and the Client or included and stated within the Project Management Fee, the Client shall pay an additional 10% of the total Equipment hire cost to the Company being an Equipment Insurance Waiver against loss or damage to the Equipment during the Contract period providing cover affording full replacement with new Equipment. The Client will be liable for the first £250 of loss arising from each and every claim arising from an event or occurrence and for neglect, loss, loss of use or consequential loss by their personnel, clients or attendees. The Client shall comply with the terms, exclusions and conditions of the Company’s Insurance Policy to the Terms and Conditions of Business of VisionEvents and should these be breached by the Client (resulting in the Insurance Policy being rendered void or voidable in the event of loss or damage), the Client will meet the cost of replacing, repairing, renewing any Equipment in full (including any Excess in respect of the Insurance Policy).

b) For larger events, VisionEvents applies a Project Management Fee, which includes the Equipment Insurance Waiver as detailed in Clause 21(a). The industry specific ‘Focus’ Insurance Policy offers cover to VisionEvents (not transferable to the client) enabling the Company to give peace of mind to Clients and includes cover against; Loss of Hire Charges, Business Interruption, Property Damage, £100,000 cover for Production Insurance for both Multi-Media and Producers Indemnity, £250,000 cover for Professional Indemnity, £10,000,000 Employers liability and £10,000,000 Public/Products liability cover.

c) Where the Client effects their own Insurance under Clause 20, the Client shall ensure that the Company’s interest is noted by the Insurers. The Client shall provide the Company with such Insurance details as they require. Insurance arranged by the Client shall not be on terms less favourable than that of the Company’s Insurers - i.e. as a minimum it shall address all risks and new for old replacement.

22. liability

To the extent permitted by law, Company and the Client each agree to protect, indemnify, defend and hold harmless the other party and their respective employees, agents, and independent contractors against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable legal costs and fees), arising out of the negligence or willful misconduct of the indemnifying party in connection with the use or provision of the Company’s services and property. This paragraph shall not waive any statutory limitations of liability available to either party, including with respect to the Company, nor shall it waive any defence either party may have with respect to any claim.

The Company’s liability under the Terms hereof shall be to the exclusion of any other liability to the Client (other than for death or personal injury caused by the Company’s negligence as defined in Section 1 of Unfair Contract Terms Act 1977) whether contractual, delictual or otherwise for faults in the Equipment, for any death or personal injury caused by the Equipment, or for any loss or damage to or caused by the Equipment. Where the services of Personnel are supplied by the Company to the Client, the Company has no obligation, duty or liability to the Client in contract, delict or breach of statutory duty or otherwise beyond that of a duty to exercise reasonable care.

23. theft of equipment

Without prejudice to any of the foregoing, in the event of theft of any Equipment during the Contract period the Client and Company shall immediately report theft to the Police and provide the each other with full details of that report.

24. copyright

The Company shall not be liable for the use of any material protected by Copyright, Trademark or otherwise, supplied or requested by the Clients. The Client agrees to indemnify the Company against all claims or actions in respect of all such foregoing matters inclusive of legal fees and expenses.

25. relaxation

No relaxation delay or indulgence of these Terms which the Company may extend to the Client shall affect the Company’s rights as specified herein or any other rights or remedies available to the Company.

26. force majeure

The parties' performance under this agreement is subject to Acts of God, results of War, or natural disaster (which makes it impossible for either party to perform its obligations under the agreement), civil disorder (which directly threatens the operation of the venue or its customers), a complete cessation of air transportation to and from the event location for the scheduled event, or other circumstances which make it objectively impossible or illegal for either party to perform its obligations under the agreement.

An informational picket shall not constitute such circumstances. A party seeking to have its obligation to perform excused pursuant to this provision must notify the other party in writing of its intention to invoke this provision within three 3 days of the occurrence of a qualifying event of circumstance. The Company and the Client agree to confirm a new event date within the coming 6 months, within a month of the Force Majeure happening. The deposit(s) paid by Client will be retained by the Company and used for the event at a future date.

The Company shall not be liable for delay in performing or for failure to perform its obligations if the delay or failure results from any of the following:

a) Acts of God;
b) riot, civil commotion or disorder;
c) terrorism or civil war;
d) the act of any government or authority;
e) fire, explosion, flood, fog or bad weather;
f) theft, malicious damage, strike, lock-out or any industrial action;
g) power failure, failure of telecommunication or Internet Services, failure or breakdown of plant or machinery or Equipment or vehicles; or
h) any cause or circumstance out-with the Company’s reasonable control.

27. jurisdiction + choice of law

a) These Terms and Conditions shall be governed by the Laws of Scotland and shall be construed as such.

b) The Company and the Client agree to prorogate the jurisdiction of any dispute and to commence any proceedings thereon to the Scottish Courts.

Privacy Policy

introduction

VisionEvents respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you interact with us and tell you about your privacy rights and how the law protects you.

This privacy notice is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this privacy notice.

1. Important information and who we are
2. The data we collect about you
3. How is your personal data collected
4. How we use your personal data
5. Disclosures of your personal data
6. International transfers
7. Data security
8. Data retention
9. Your legal rights
10. Glossary

1. important information and who we are

Purpose of this privacy notice

This privacy notice aims to give you information on how VisionEvents collects and processes your personal data when you interact with us, including any data you may provide to us.

Our website is not intended for children and we do not knowingly collect data relating to children. It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.

Controller

Vision Events (UK) Ltd is the controller and responsible for your personal data (collectively referred to as “VisionEvents”, “we”, “us” or “our” in this privacy notice).

We have appointed departmental Compliance Officers who are responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the respective Compliance Officer using the details set out here and overleaf:

IT + Cyber Systems:
Richard Organ, Senior Graphic Designer

Payroll + Accounting Systems:
Emma Gloag, Financial Director

HR/ Employment Law:
Lorraine Shields, HR Administrator

Business Development + Marketing:
Mark McGauchrane, Live Events Director

Contact details

Our full details are:

Vision Events (UK) Ltd
projects@visionevents.co.uk
HQ: 16 Dryden Road,
Bilston Glen Industrial Estate,
Edinburgh EH20 9LZ.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to the privacy notice and your duty to inform us of changes

This version was last updated on 11th July 2018. The data protection law in the UK changed on 25th May 2018. 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.

Third-party links

Our website may include links to third-party websites, plugins 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.

2. the data we collect about you

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, store and transfer different kinds of personal data about you which we have grouped together follows:

• Identity Data includes first name, maiden name, last name, username or account number, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details; most likely relating to the Company you work for.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us; most likely relating to the Company you work for.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
• Profile Data includes purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

3. how is your personal data collected?

We use different methods to collect data from and about you including through:

• Direct interactions. You may give us your identity, contact and financial data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    * apply for our products or services;
    * create an account on our system;
    * subscribe to our service or publications;
    * request marketing to be sent to you;
    * give us some feedback.
• Third parties or publicly available sources.We may receive personal data about you from various third parties and public sources as set out below:
• Technical Data from the following parties:
• Analytics providers such as Google, based outside the EU.
• Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as CreditSafe and Payzone based inside the EU.
• Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.

4. how we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
• Where we need to perform the contract we are about to enter into or have entered into with you;
• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
• Where we need to comply with a legal or regulatory obligation.

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

PURPOSE/ACTIVITY

TYPE OF DATA

LAWFUL BASIS FOR PROCESSING INCLUDING BASIS OF LEGITIMATE INTEREST

To register you as a new customer

(a) Identity
(b) Contact

Performance of a contract with you

To process and deliver your order including:
(a) Manage payments, fees and charges
(b) Collect and recover money owed to us

(a) Identity
(b) Contact
(c) Financial
(d) Transaction
(e) Marketing and Communications

(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us)

To manage our relationship with you which will include:
(a) Notifying you about changes to our terms or privacy policy
(b) Asking you to leave a review or take a survey

(a) Identity
(b) Contact
(c) Profile
(d) Marketing and Communications

(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

To enable you to partake in a prize draw, competition or complete a survey

(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications

(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)

To administer and protect our business and our website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity
(b) Contact
(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity
(b) Contact
(c) Profile
(d) Usage
(e) Marketing and Communications
(f) Technical

Necessary for our legitimate interests (to study how customers use our products/ services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

(a) Technical
(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity
(b) Contact
(c) Technical
(d) Usage
(e) Profile

Necessary for our legitimate interests (to develop our products/services and grow our business)

marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

promotional offers from us

We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us, or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.

third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside the VisionEvents’ group of companies for marketing purposes.

opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting us at any time.

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions.

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 you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

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.

5. disclosures of your personal data

We may have to share your personal data with the parties set out below for the purposes set out in the table above (reference Purposes for which we will use your personal data).

• Internal Third Parties as set out in the Glossary;
• External Third Parties as set out in the Glossary;
• Specific third parties listed in the table above;
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets;
• Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

6. information within eea

VisionEvents would not need to share your personal data outside of the European Economic Area (EEA).

7. data security

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.

8.data retention

how long will you use my personal data for?

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.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes. In some circumstances you can ask us to delete your data: see [Request erasure] below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

9. your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.
• If you wish to exercise any of the rights set out above, please contact us.

no fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

what we may need from you

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 personal data is not disclosed to any person who has no right to receive it. We may also contact you ask you for further information in relation to your request to speed up our response.

time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. glossary

lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

third parties

External Third Parties

• Service providers acting as processors who provide IT, HR, system administration or financial services such as Sage, Current, Equifax, Worldpay and Clydesdale Bank.
• HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.

your legal rights

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, machinereadable 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.

Sustainability and Environmental Policy

The management and staff of VisionEvents seek excellence in every aspect of our business and are committed to minimising the environmental impacts of our business operations.

We at VisionEvents recognise the impact of the events industry on the environment and acknowledge this by implementing various sustainability policies across all areas of our business practises.

Re-use

• Set designs
• Branded printing
• Creating materials that can be used over multiple events to avoid single use

Where possible our company looks to encourage the re-use and reduction of material. When working with a client that holds multiple events under the same brand, we work with them to try and achieve ways of re-using material for multiple events. This may take the form of using slightly higher quality print material that can be re-used to also looking at designing set pieces that can be used on more than one event.

Recycle

Felt and foam

We are always looking for new ways to recycle and reuse our materials. This year we have engaged with local nurseries to offer our off-cut felt, foam and wooden drums for them to use for crafting with the children. We have had a fantastic uptake with much excitement by the staff over the variety of colours we have available! We are really pleased that these otherwise scrap materials are being put to good use and are giving someone else joy.

Batteries

We use batteries in the day to day running of our business and these are recycled through a scheme called “Battery Back”.

Waste

VisionEvents employs Changeworks Recycling to assist in management and increased recycling of waste. From April 2018 to March 2019 we recycled 2750kgs of cardboard alone. We also recycle office paper / drinks cans / tins / plastic bottles etc through dedicated recycling collection points within our offices.

Carpet

Last year we started an initiative with a local flower farm to put our used carpet to good use. We discovered that carpet is a fantastic, low chemical way of ensuring that weeds do not grow where they are not wanted. The flower farm take our old carpet and lay it around their site to allow them to manage weeds and ensure they can concentrate on producing their beautiful flowers. As a supplier to the event industry we then sometimes work with them on events which proves a nice circle of sustainability. Not only are we able to avoid waste, we also stop chemical use - to us this is a win win!

LED

Low electricity use

We are increasing the use of LED across our set designs to reduce overall electricity usage whilst still creating a striking set. We have also implemented LED lighting throughout our office space.

Replaces need for excessive printing

Many of our set designs now incorporate our fantastic LED offering which uses less electricity overall to a standard set up and allows us to manipulate the backdrop of a set, through graphics, to avoid having to produce multiple printed items. This reduces our creation of single use physical material.

Stop start vehicles

We have invested in some vehicles which have a Stop Start engine to lower overall emission.

In house equipment

As we are substantially self-sufficient in equipment, crew and vehicles (with over 54,000 pieces of equipment in stock), we reduce the need for excess travel involved when using a third party providers.

Equipment maintenance

• Undertaken In house
• Continually managed throughout the year

All our equipment is maintained to an excellent standard reducing the need for disposing and replacing equipment on a regular basis.

SAFEcontractor

VisionEvents is dedicated to our on-going commitment to reduce our carbon footprint. In terms of short-term goals, we are working to continue to keep our staff informed and aware of environmental factors. As part of our SAFEcontractor accreditation staff are required to complete training in environmental awareness in the workplace yearly. This training covers improvement in personal impact and how to support the company in their general initiatives. Each employee is tested on their knowledge and the results fed to our HR department. The courses are updated yearly providing the most up to date information to our employees.

Travel

We are working to encourage clients to have multiple events on the same day/week/in the same venue to reduce travel needs. For example, if a client is holding multiple events in a similar area, we can coordinate with them to have the events on consecutive days to reduce travel.

We also offer our clients the opportunity to partner with voluntary initiatives who calculate our unavoidable emissions so carbon offsetting payments can be made. All of this money is then invested in new, visible and sustainable projects. Depending where our client is based in the UK will depend which initiative we put forward, so it is relevant to them.

Responsible sourcing/ Code of conduct

• When using third party suppliers we use a trusted list of suppliers who have received and agreed to Vision Events Code of Conduct
• Integrity based approach to supply chain

On occasion we do work with third party suppliers to provide us with additional equipment, crew and logistics. We have a trusted list of suppliers who we call on in these situations and each of these suppliers has been provided with the VisionEvents Supplier Code of Conduct: we expect each of our suppliers to adhere to this.

Environmental goals

• Promote the reduction, reuse and recycling of materials in all activities to conserve resources and reduce waste disposal. In particular batteries, paper, printer ink, timber and set build materials.
• Reduce energy and water consumption by using gas, electricity and water efficiently in all activities
• Reduce the use of hazardous and polluting substances and ensure safe disposal where this is not possible
• Procure goods and services that follow the VisionEvents Environmental Policy and take environmental specifications into account
• Encourage modes of transport which minimise environmental impact
• Strive to continuously improve our environmental performance.

Environmental action

In order to meet these goals, Vision Events will:

• Require staff and contractors to comply with all legislative requirements
• Increase awareness of environmental responsibilities amongst staff and provide appropriate training to enable them to implement this policy
• Publish, and regularly review this policy for continuous improvement

Looking to the future

Going forward we are going to work with our clients ito provide a more holistic view of sustainability for their events. In order to make this possible we have been working to forecast our business operations and ways in which we can incorporate more sustainable logistics, equipment and design options into our everyday operation.

Going forward we will also be including sustainability clauses into each contract agreed between us and the client to ensure everyone involved is working to the collective aim of being as sustainable as possible.

Ethical Trading Policy

At VisionEvents we believe strongly in ethical principles and trade according to the following Ethical Trading Criteria:

a. All employment is freely chosen.
b. Working conditions are safe and hygienic.
c. Child labour is not used.
d. Wages are fair and comparable to industry standard.
e. We will always exceed the minimum wage.
f. Deductions from wages as a disciplinary measure shall not be permitted.
g. Working hours are not excessive.
h. No discrimination is practiced.
i. Regular employment is provided for those who are employed on a permanent contract.
j. No harsh, cruel or degrading treatment or practices are allowed.
k. No bribery, corruption, blackmailing or bullying are permitted.
l. Third party suppliers and buyers are both free to sell and buy from any number of other businesses and no restrictions, as a way of guaranteeing business, are allowed.

human trafficking

Vision Events (UK) Ltd is one of the UK’s leading event production agencies and supplier of audio-visual equipment for hire. We consider that modern slavery encompasses:

• Human trafficking;
• Forced work, through mental or physical threat;
• Being owned or controlled by an employer through mental or physical abuse or the threat of abuse;
• Being dehumanised, treated as a commodity or being bought or sold as property;
• Being physically constrained or to have restriction placed on freedom of movement.

VisionEvents acknowledges its responsibilities in relation to tackling modern slavery and commits to complying with the provisions in the Modern Slavery Act 2015. We are opposed to all forms of human trafficking and slavery and take all necessary steps to ensure the promotion of sound, moral and ethical practices throughout the whole of our business.

The Company does not enter into business with any other organisation, in the United Kingdom or abroad, which knowingly supports or is found to involve itself in slavery, servitude and forced or compulsory labour. We undertake all necessary and practicable steps, to ensure that our standards are being implemented throughout our supply chan.

No labour provided to VisionEvents in the pursuance of the provision of its own services is obtained by means of slavery or human trafficking.

This statement is made in pursuance of Section 54(1) of the Modern Slavery Act 2015 and will be reviewed for each financial year.

supply chain

VisionEvents expect the same level of vigilance from our supply chain in terms of ethical trading. We provide each supplier with a company code of conduct which outlines our expectations and highlights ethical trading as a key point of note.

As a moderately self sufficient company that has minimal reliance on suppliers, as well as only using UK based organisations, we believe that the risk of human trafficking and modern slavery is low. That said as a company we are still careful to monitor our supply chain to ensure there are no breaches to our guidelines.

Headquarters

16 Dryden Road
Bilston Glen Industrial Estate
Edinburgh, EH20 9LZ
0800 334 5005
enquiries@visionevents.co.uk

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VisionEvents 2020 © All rights reserved

Registered Address: Dundas House, Westfield Park, Eskbank, Dalkeith, Midlothian, EH22 3FB