Privacy Policy

Effective Date: 06.08.2026
Last Updated: 06.08.2026

1. Introduction

At Ann Squared (“we”, “us”, “our”), we respect your privacy and are committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect your personal information when you:

Visit our website;
Contact us about our services;
Work with us as a client, supplier or partner;
Attend events, activations or campaigns that we organise;
Participate in promotions, competitions or surveys we manage; or
Apply for employment with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK data protection legislation.

2. Who We Are

Data Controller

Ann Squared

Email: hello@weareannsquared.com

Website: weareannsquared.com

If you have any questions about this Privacy Policy or our handling of your personal information, please contact us using the details above.

3. The Information We Collect

Depending on how you interact with us, we may collect:

Identity Information

Name
Job title
Company name

Contact Information

Email address
Telephone number
Postal address

Business Information

Project details
Marketing requirements
Budget information
Communications with us

Website Usage Information

When you use our website, we may automatically collect:

IP address
Browser type
Device information
Operating system
Website pages viewed
Date and time of your visit
Referring website
Cookie identifiers

Marketing Information

Newsletter subscriptions
Communication preferences
Responses to campaigns

Recruitment Information

If you apply for employment, we may collect:

CV
Employment history
Qualifications
References
Portfolio information

Event Information

Where you attend an event or activation organised by us, we may collect:

Registration information
Attendance records
Accessibility or dietary requirements (where voluntarily provided)
Photographs or video footage
Competition or prize draw entries
Feedback following the event

4. Special Category Data

We only collect special category personal data (such as accessibility requirements or dietary information) where it is necessary for the delivery of an event and with an appropriate lawful basis under UK GDPR.

5. How We Collect Information

We collect information:

Directly from you
Through our website
Through contact forms
During meetings and correspondence
When you register for an event
Through cookies and analytics
Via social media where you engage with us
Through our clients where appropriate
From publicly available sources such as LinkedIn or Companies House for legitimate business purposes

6. How We Use Your Information

We use your information to:

Respond to enquiries
Deliver our services
Manage projects
Organise events and activations
Administer competitions and promotions
Process payments and invoices
Manage client relationships
Improve our website and services
Send marketing communications where lawful
Recruit employees
Comply with legal obligations
Protect against fraud and misuse

7. Our Lawful Bases for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Performance of a contract
Legitimate interests
Compliance with legal obligations
Your consent (where required)
Protection of vital interests (in limited circumstances)

Where we rely on consent, you may withdraw it at any time.

8. Marketing Communications

We may send marketing communications where:

You have asked to receive them;
You are an existing client and the law permits us to contact you; or
You have otherwise consented.

You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us.

9. Photography and Videography

As an experiential agency, we may photograph or film events, activations and promotional campaigns.

Images and video may be used for:

Marketing our services
Client reporting
Case studies
Social media
Website content
Promotional materials

Where appropriate, attendees will be informed before photography or filming takes place.

Where consent is required by law, we will obtain it before using identifiable images.

If you have concerns about photography or filming, please speak to a member of our team at the event or contact us afterwards.

10. Working on Behalf of Clients

For some campaigns, we collect and process personal information on behalf of our clients.

In these situations:

Our client is the Data Controller.
We act as a Data Processor.
We only process personal information in accordance with our client’s instructions.

Questions relating to those campaigns should normally be directed to the relevant client.

11. Sharing Your Information

We may share your information where necessary with:

Event venues
Production partners
Technology providers
Website hosting providers
Cloud storage providers
IT support providers
Payment providers
Email marketing platforms
Professional advisers
Legal and regulatory authorities
Insurance providers

We never sell your personal information.

12. International Transfers

Some of our service providers may process information outside the United Kingdom.

Where this occurs, we ensure appropriate safeguards are in place, including:

UK International Data Transfer Agreement (IDTA)
UK Addendum to the EU Standard Contractual Clauses
Adequacy Regulations approved by the UK Government

13. Data Retention

We only retain personal information for as long as necessary.

Typical retention periods include:

Retention periods may be extended where required by law or where necessary to establish, exercise or defend legal claims.

14. Cookies

Our website uses cookies and similar technologies.

Cookies help us:

Operate the website
Remember your preferences
Measure website performance
Understand visitor behaviour
Improve user experience

Where legally required, we will obtain your consent before placing non-essential cookies on your device.

15. Security

We take appropriate technical and organisational measures to protect personal information, including:

Secure hosting
Encryption where appropriate
Access controls
Password protection
Staff confidentiality obligations
Regular software updates

Although we work hard to protect your information, no method of electronic transmission can be guaranteed to be completely secure.

16. Your Rights

Under UK GDPR, you have the right to:

Access your personal information
Correct inaccurate information
Request deletion of your information
Restrict processing
Object to processing
Request data portability
Withdraw consent where processing relies upon consent
Lodge a complaint with the Information Commissioner’s Office (ICO)

We aim to respond to requests within one month.

17. Complaints

If you are unhappy with how we have handled your personal information, we encourage you to contact us first so that we can try to resolve your concerns.

You also have the right to complain to:

Information Commissioner’s Office (ICO)

Website: https://ico.org.uk/

Telephone: 0303 123 1113

18. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices of those websites and encourage you to read their privacy policies separately.

19. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, our services or business practices.

The latest version will always be available on our website, together with the date it came into effect.

20. Contact Us

If you have any questions regarding this Privacy Policy or wish to exercise your rights, please contact:

Ann Squared

Email: hello@weareannsquared.com

Address: New Broad House Street, 35 New Broad Street, London. EC2M 1NH.

Website: weareannsquared.com

Data Type	Typical Retention
General enquiries	24 months
Client records	6 years after completion
Financial records	6 years
Recruitment applications	12 months
Marketing subscribers	Until unsubscribed or consent withdrawn
Event registration information	Up to 24 months unless required longer
Competition entries	Until prizes have been awarded and any legal obligations fulfilled