VENN Productions, 3 West Drive, Tooting, London SW16 1RP

About this policy

VENN Productions understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our clients and will only collect and use personal data in ways described here, consistent with our obligations under the UK GDPR and the Data Protection Act 2018.

VENN Productions is operated in association with PenniBlack LDN Ltd (Company No. 12397094), which acts as the Data Controller. References to 'we', 'us' and 'our' refer to VENN Productions and PenniBlack LDN Ltd.

What personal data we collect

We may collect some or all of the following personal data depending on your relationship with us:

Name and job title

Business or organisation name

Business address and invoice address

Email address

Telephone number

Event details including venue, date, concept brief and guest profile

Payment information

Project and booking history

Creative briefs, mood boards and reference materials you share with us

Correspondence and communication records

Brand guidelines, logos and visual assets shared for the purpose of event production

Where you share brand assets, creative materials or confidential information with us as part of a production brief, this is used solely for the purpose of delivering the agreed project. We will not share your brand materials or confidential event details with third parties except where necessary to engage approved subcontractors working on your event.

How we use your personal data

We use your personal data on the following lawful bases:

Performance of a contract

We use your name, contact details, event and project information, and payment details to plan, produce and deliver event production services. This is necessary to fulfil our contractual obligations.

Legitimate interests

We use your contact details and project history to manage our relationship with you, respond to your communications, send project updates and operational information, and maintain business records. We have a legitimate interest in operating our creative business effectively.

Consent

Where you have opted in to receive marketing communications — such as information about our productions, services and creative projects — we will contact you on this basis. You may opt out at any time by contacting us or using the unsubscribe option in any marketing communication.

Legal obligation

We may process your personal data to comply with financial record-keeping and other legal obligations.

Photography, Video and Creative Content

VENN Productions photographs and films events and installations for portfolio, press, awards, and promotional purposes. Images and footage may be published on our website, social media, in press features and awards submissions. We will not knowingly publish the names of identifiable individuals in event photography without consent.

Where an event involves commercially sensitive content, unreleased products, confidential brand activity or private individuals who have not consented to photography, the client must notify VENN Productions in writing at the time of booking. We will apply agreed confidentiality restrictions to all such content.

Creative concepts, mood boards and proposals prepared by VENN Productions and shared with clients during the pitching or briefing process remain confidential to both parties and will not be shared with third parties.

Subcontractors and Suppliers

In delivering production services, VENN Productions may engage specialist subcontractors including lighting designers, AV technicians, set builders, florists and other creative suppliers. Where it is necessary to share your event details with these subcontractors for the purpose of delivering your project, we will only share the minimum information required and will ensure that subcontractors handle that information appropriately.

Your rights under UK GDPR

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the following rights:

The right to be informed about how your personal data is collected and used

The right to access the personal data we hold about you

The right to rectification — to have inaccurate or incomplete data corrected

The right to erasure — to ask us to delete your personal data

The right to restrict processing of your personal data

The right to object to us using your personal data for a particular purpose

The right to data portability — to receive a copy of your data in a portable format

Rights relating to automated decision-making and profiling

For more information about your rights, contact the Information Commissioner's Office at ico.org.uk or your local Citizens Advice Bureau. You have the right to lodge a complaint with the ICO at any time.

How long we keep your data

We will not keep your personal data for longer than is necessary in light of the reason it was collected. We retain financial and project records in accordance with HMRC requirements. Creative project files including mood boards, designs and production plans may be retained for portfolio purposes in an anonymised or publicly shareable form only where confidentiality has not been requested. We will retain your personal data for a minimum of six (6) years following your last interaction with us, after which it will be securely deleted or anonymised.

How we store and protect your data

All personal data held by VENN Productions is stored securely in the United Kingdom and is fully protected under the UK GDPR. We use HTTPS encryption for all data transmission and maintain regular security reviews. Access to personal data is restricted to authorised staff only, and access permissions are reviewed and updated when staff responsibilities change.

Do we share your data?

VENN Productions will not share your personal data with any third parties for commercial purposes. In limited circumstances we may be legally required to share personal data if involved in legal proceedings or complying with a court order, legal obligation or government authority instruction.

Accessing your personal data

You may request details of the personal data we hold about you at any time. This is known as a Subject Access Request (SAR). All SARs should be made in writing to the contact details below. There is normally no charge for an SAR. We will respond within one month of receiving your request. In complex cases this may be extended to three months, and we will keep you informed of our progress.

Information collected via our Website

We collect personal information submitted through our website in the following ways:

Contact and enquiry forms — name, email address, telephone number and message content

Quotation request forms — event details, contact information and any additional information you provide

Newsletter and mailing list sign-up forms — name and email address

Event registration forms — name, contact details and any information relevant to the event

Information submitted via website forms is used to respond to your enquiry, process your request, or add you to our mailing list where you have consented. We will not use information submitted via contact forms for marketing purposes without your explicit consent.

Cookies and website tracking

Our website uses cookies and similar tracking technologies to help the site function correctly, to understand how visitors use it, and — where you have consented — to support our marketing activity.

What are cookies?

Cookies are small text files placed on your device when you visit a website. They are widely used to make websites work efficiently and to provide information to website owners.

Types of cookies we use

Essential cookies — necessary for the website to function. These cannot be disabled.

Analytics cookies — help us understand how visitors interact with our website (for example, via Google Analytics). These are only set with your consent.

Marketing cookies — used to track visitors across websites to enable us to show relevant advertising (for example, via Meta Pixel or LinkedIn Insight Tag). These are only set with your consent.

When you first visit our website, you will be shown a cookie consent banner. You can choose which categories of cookies to accept. You can change your preferences at any time via the cookie settings link in our website footer.

Third-party analytics and advertising

VENN Productions may use third-party analytics and advertising tools including Google Analytics, Meta Pixel and LinkedIn Insight Tag. These tools may collect information about your visit including pages viewed, time spent, and interactions. Data collected through these tools is subject to the privacy policies of the respective providers. You may opt out of Google Analytics tracking at any time by installing the Google Analytics Opt-out Browser Add-on available at:-

tools.google.com/dlpage/gaoptout.

Third-party service providers

In operating our business, we use carefully selected third-party service providers who may process personal data on our behalf. These providers act only on our instructions, are subject to appropriate confidentiality obligations, and are required to handle data in accordance with UK GDPR.

Such providers may include:

Email marketing platforms (for example, Mailchimp or similar) — used to manage mailing lists and send marketing communications

Cloud storage and productivity tools (for example, Google Workspace or Microsoft 365)

Accounting and invoicing software (for example, Xero or QuickBooks)

Booking and event administration software

IT support and website hosting providers

We will always ensure that any third-party provider we use meets appropriate data protection standards. We do not sell, rent or trade your personal data to third parties for their own commercial purposes.

International data transfers

We store personal data in the United Kingdom wherever possible. However, some of our third-party service providers may store or process data in countries outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place — such as standard contractual clauses approved by the ICO — to ensure your data remains protected to the same standard as it would be in the UK.

Data breaches

We take the security of your personal data seriously. In the unlikely event of a personal data breach that poses a risk to your rights and freedoms, we will follow our obligations under UK GDPR, including notifying the Information Commissioner's Office within 72 hours where required, and informing affected individuals without undue delay where the breach is likely to result in a high risk to those individuals.

Children's data

Our services are primarily directed at adults acting on behalf of organisations, businesses or as individual event clients. We do not knowingly collect personal data from children under the age of 13. Where an event involves minors and it is necessary to collect information about participants, we will do so only with appropriate parental or organisational consent and in accordance with UK GDPR requirements.

ICO Registration

PenniBlack LDN Ltd is registered with the Information Commissioner's Office (ICO) as a Data Controller. Our ICO registration number is available on request and can be verified at the ICO public register at iico.org.uk/ESDWebPages/Search.

How to Contact Us

Data Controller: PenniBlack LDN Ltd | 3 West Drive, Tooting, London SW16 1R

Email: hello@vennproductions.co.uk

Changes to this policy

We may update this privacy policy from time to time to reflect changes in the law or our business practices. This policy was last updated in June 2026. The current version will always be available on our website.