Prodject is made up of different legal entities which trade as “Prodject”, all of which are subsidiary undertakings of The Independents Holding Limited in the UK – CRN: 10186775 (together, “Prodject Group”).
This Privacy Notice is issued on behalf of Prodject Group, so when we mention “Prodject”, “Company”, “we”, “us” or “our” in this Privacy Notice, we are referring to the relevant company in Prodject Group responsible for processing your data. Prodject is part of the group of agencies comprising The Independents Group (together, “The Independents Group”).
The Independents Group and Prodject are committed to protecting your privacy. When you attend or participate in events we produce or provide services towards, we may capture photos or video for event documentation and may collect contact data if you register or sign-up at the event. We use this for event management, compliance, and – where you opt in – future updates and marketing. Your privacy rights are respected and you can withdraw consent at any time.
We only collect your personal data for events if necessary for event operation or if you choose to provide it (for example, via QR code sign-up or registration). Guest images may be captured as part of event coverage. Your information is used only for event management, communications, and – in some cases – future updates with your consent.
Find out more below, or contact our Group Data Protection Officer with any concerns at DPO@the- independents.com.
This Privacy Notice has been issued to identify and explain the ways in which Prodject and other members of The Independents Group may collect, use, store, share and process your personal data in respect of our production and creation services relating to client events, fashion shows and shoots, film shoots and sets, exhibitions, stores or other location-specific brand communication or marketing events (each, an “Event”).
We do not ordinarily collect personal data in connection with our Event production and creation services. However, depending on certain client requirements at specific Events, we may collect your personal data, including in the following ways:
Recording or capturing images of the Event, which may include images of guests, hosts, clients and vendors.
Guest list information either provided to us by clients or third party vendors engaged for such services, or by us to the extent we are engaged for such services.
Personal data collected via sign-ups available at Events, including QR Codes at Events.
We may collect your image when capturing recordings and/or images of the Event. Ordinarily we or clients will provide notices regarding such activities. By choosing to attend or remain at the Event, you
may be photographed or recorded as part of the Event documentation. If you are merely attending, not providing data directly, the use of your data is incidental and minimal. If you do not wish to be photographed or recorded, please speak to an Event staff member or contact us in advance, and we will do our best to accommodate such requests.
We may be provided with guest or vendor list details, which is ordinarily limited to superficial contact details, and more commonly kept confidential by the front of house contractor. To the extent our Partners are engaged to provide these services, and are therefore required to process your personal data in connection with such invitation and attendance opportunities, please see such Partner’s websites for copies of their applicable Data Notices, in particular relating to industry VIPs.
We may also collect personal data you provide voluntarily via sign-ups available at an Event, whether via a QR Code or otherwise, including:
We do not intentionally collect sensitive personal data, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sexual orientation, financial data, or biometric/genetic data.
The majority of our personal data processing activities are ancillary to the services we provide to our clients in relation to the production and creation of their Events. In most circumstances, we do not actively collect or process personal data. Where personal data is processed, and in the absence of any specific consent, such processing is carried out on the basis of contractual necessity and/or our legitimate interests, in compliance with the GDPR.
To the extent we are engaged to operate Event sign-ups, by checking any applicable box and/or submitting your information via the sign-up process, including any QR Code, you consent to Prodject and other members of The Independents Group processing your personal data for the following purposes:
To register you for the Event
Manage attendance, provide updates and follow-ups for the Event
Evaluate and analyse the Event’s outcomes, success and market audiences and similar purposes.
To send newsletters, event invites, promotional offers and other information about Prodject, other members of The Independents Group and Clients.
Your consent, which you may withdraw your consent at any time by clicking the unsubscribe link in emails or contact [email protected]. Please note that withdrawing consent may limit your ability to participate in the Event or receive certain operational communications.
Where consent is withdrawn or not expressly provided, we may still process the minimum personal data necessary to manage the Event or comply with legal obligations based on our legitimate interests, ensuring your rights and freedoms are respected.
We may also process your data where necessary to comply with legal obligations or to perform a contract with you.
By signing-up via any QR Code or otherwise, you may opt to receive newsletters, event invites and promotions from Prodject, other members of The Independents Group and the relevant Client. Marketing communications are optional – you can unsubscribe at any time using the link provided in our emails or as set out above.
We do not typically share your personal data with Clients, except as needed to provide services. We also do not sell or rent your data to any third parties. In limited cases, we may share data with:
Third-party Service Providers (eg email or IT platforms like Launchmetrics, Mailchimp) who act on our instructions.
Professional Advisers or other parties where legally required.
We ensure all recipients of personal data are contractually obliged to protect your privacy and comply with data protection laws.
Your personal data may be transferred outside the EU/EEA to different members of Prodject Group and The Independents Group or service providers. When transfers are made to countries without equivalent data protection standards, we use GDPR-approved mechanisms, such as Standard Contractual Clauses (SCCs) or adequacy decisions, to ensure your data is protected.
We retain your personal data only as long as necessary for the purposes described:
Event registration and follow-up: up to 2 years after the relevant Event.
Images/recordings: retained for as long as needed for Event documentation and marketing, or for 2 years unless otherwise requested.
Marketing and communications: until you opt out.
Usage and device data: up to 1 year unless anonymized.
After this period, your data is securely deleted or anonymized.
Depending on your location, you may have rights to:
Access your personal data.
Correct incomplete or inaccurate data.
Request deletion of your data where no legal obligation exists to retain it.
Object to processing based on legitimate interests or profiling.
Request restriction of processing.
To exercise your rights, contact us at [email protected]. We aim to respond within one month and may charge a reasonable fee if requests are unfounded or excessive.
We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, or disclosure. Access is limited to personnel with a business need to know, and third-party processors are bound by confidentiality obligations.
We may update this Privacy Notice from time to time. Updates will be posted on our website with the effective date. Please check regularly for changes.
For questions regarding this Privacy Notice or to exercise your rights, contact us at [email protected]
If you are located in the European Economic Area (EEA), the United Kingdom or Switzerland, you have the right to make a complaint at any time to your local data protection supervisory authority.
For example, you may contact:
The UK Information Commissioner's Office (ICO): https://ico.org.uk/make-a-complaint/ ; or
The French Commission Nationale de l’Informatique et des Libertés (CNIL):
https://www.cnil.fr/en/contact-cnil
A list of EU/EEA Data Protection Authorities can be found here: https://edpb.europa.eu/about- edpb/board/members_en.
We would, however, appreciate the chance to address your concerns before you approach a supervisory authority, so please contact us in the first instance at [email protected].
Updated: 16 January 2026