This policy explains how we collect, use, share and protect personal information and how our website uses cookies and similar technologies.

Data controller More Creative Solutions Limited

Company number 12522953

Registered office Southern Works, Newport Industrial Estate, Launceston, Cornwall, PL15 8EX

Privacy contact hello@morecreativesolutions.co.uk | 01566 777333

1. Who we are and the scope of this policy

More Creative Solutions Limited is the data controller for the personal information described in this policy. This means we decide why and how that information is used.

This policy applies when you visit morecreativesolutions.co.uk, contact us, request a quotation, become a customer or supplier, visit our premises, work with us on a project, receive marketing from us or apply for a role with us.

More Awards is operated by More Creative Solutions Limited but has separate online-shop privacy and cookie policies. When you visit or purchase through moreawards.co.uk, the policies published on that website apply to the online-shop activity. This policy may still apply to direct correspondence or projects handled through More Creative Solutions.

Our internal employee privacy arrangements are covered separately and are not included in this website policy.

2. Personal information we may collect

Identity and contact information: your name, job title, company or organisation, postal address, email address and telephone number;

Business and project information: enquiry details, project briefs, site addresses, specifications, measurements, budgets, event dates, correspondence, approvals and customer-service records;

Content and production information: logos, artwork, images, text, plans, drawings, datasets, names, photographs, video and other files supplied for design, manufacture or installation;

Commercial and payment information: quotation, purchase-order, invoice, transaction and payment-status information. Where a specialist payment provider handles a card payment, we do not normally receive or retain the full card details;

Website and technical information: IP address, browser and device type, operating system, referring page, pages viewed, approximate location, interaction information, server logs and cookie identifiers;

Marketing preferences: your choices about receiving communications and your responses to them;

Recruitment information: CV, employment history, qualifications, portfolio, references, right-to-work information and other details supplied during recruitment; and

Photography and video: project photographs or video that may include identifiable people. Most production and finished-work images focus on the work rather than individuals.

We do not intentionally request special-category information, such as health, ethnicity, religion or biometric data, through our general website forms. Please avoid sending this unless it is genuinely necessary and we have agreed an appropriate way to handle it.

3. How we collect information

directly from you when you complete a form, email, telephone, visit us, approve artwork, place an order, make a payment, attend a meeting or apply for work;

from your employer, organisation, colleague, authorised representative, designer, contractor or project partner;

from publicly available professional sources, websites, social-media profiles, Companies House, referrals and tender portals where relevant to our business relationship; and

automatically through website logs, cookies, analytics and embedded services, subject to the consent requirements explained below.

4. Why we use personal information and our lawful bases

We only use personal information where we have a lawful basis. The basis depends on the activity and may change if the circumstances change.

Activity How we use the information Lawful basis Enquiries and quotations Responding to enquiries, discussing requirements, surveys, preparing estimates, quotations and proposals. Steps before a contract; legitimate interests in developing and administering our business. Projects and orders Designing, producing, delivering, installing, maintaining and supporting goods, signage, graphics and interactives. Contract; legitimate interests where our customer is an organisation rather than the individual contact. Accounts and administration Purchase orders, invoicing, payments, credit control, supplier management, tax and business records. Contract; legal obligation; legitimate interests in managing our finances and recovering debts. Customer service Communications, approvals, quality control, warranties, complaints, disputes and project history. Contract; legitimate interests in providing service, protecting our position and improving operations. Photography and portfolio Documenting production and completed work and showcasing non-confidential projects. Legitimate interests in demonstrating our work; consent where appropriate, particularly for identifiable individuals. Website operation Security, troubleshooting, fraud prevention, performance and strictly necessary website functions. Legitimate interests in operating a secure website; strictly necessary cookie exemption where applicable. Analytics and embeds Understanding website use and providing optional videos, maps or other embedded content. Consent for non-essential cookies and similar storage or access technologies. Marketing Relevant business news, services, project examples and invitations, with an opt-out in each message where required. Consent or legitimate interests, subject to the Privacy and Electronic Communications rules. Recruitment Assessing applications, arranging interviews, checking suitability and making offers. Steps before a contract; legitimate interests; legal obligations where applicable. Legal and compliance Insurance, health and safety, legal claims, regulatory requests and protecting people, property and rights. Legal obligation; legitimate interests; establishment, exercise or defence of legal claims.

5. Project photography, video and publicity

We may photograph or film design, manufacture, installation and completed work for quality records, training, our website, portfolios, case studies, social media, showreels, tenders, press coverage, exhibitions and award entries.

Images of a sign, vehicle, award, interior or installation will not normally be personal information unless an identifiable individual, personal registration number, home address or similar personal detail appears. We aim to avoid publishing unnecessary personal details and will respect agreed confidentiality, safeguarding, launch-embargo and site restrictions.

Where identifiable people are a material part of planned publicity, we will consider whether consent or another lawful basis is appropriate. Please tell us before or during a project if photography is restricted or if a person should not appear. You may object to our use of an identifiable image by contacting us. We will consider the circumstances and, where required, stop future use, although we may not be able to recall material already lawfully printed or distributed.

6. Marketing communications

We may contact existing business customers and professional contacts about services or projects that we reasonably believe may be relevant, where the law permits. We will ask for consent where it is required and will not sell personal information to third parties for marketing.

You can unsubscribe at any time by using the link in a marketing email or contacting hello@morecreativesolutions.co.uk. We may retain a minimal suppression record so that we remember and respect an opt-out.

7. What cookies and similar technologies are

Cookies are small text files placed on a computer, tablet or phone when a website is visited. Similar technologies include local storage, pixels, tags and scripts that store or access information on a device.

Some technologies are strictly necessary for a website or a service requested by the visitor and do not require consent. Analytics, advertising and most third-party embedded-media technologies are not strictly necessary and are activated only after the visitor gives the relevant consent.

The website provides a choice to accept or reject non-essential technologies and a way to change that choice later. Refusing non-essential cookies does not prevent use of the main website, although optional videos, maps or similar content may remain unavailable until consent is given.

8. Cookies and technologies used on our website

The exact cookies present can change when we update the website or a third-party provider changes its service. The cookie-settings tool should show the current categories and allow you to review or change your choices.

Category Examples Purpose Typical duration and control Strictly necessary Consent-choice cookie; security, session and form-protection tokens. Remembering cookie choices, enabling requested functions, protecting forms and maintaining website security. Session to approximately 12 months. Used without consent only where strictly necessary. Google Analytics Identifiers may include ga, ga*, gid and _gat, depending on the analytics configuration. Measuring visits, page use and website performance so we can improve the site. From a few minutes or a session to up to two years. Activated only with analytics consent. YouTube video YouTube/Google cookies or local storage may include YSC, VISITOR_INFO1_LIVE, PREF and CONSENT, and may change over time. Loading embedded videos, remembering player preferences and measuring interaction with video content. Session to up to two years, depending on the identifier. Activated only with media consent. Embedded maps Google Maps or another map provider may use cookies, device storage and connection data where a map is enabled. Displaying an interactive map and remembering map preferences. Varies by provider. Activated only with the relevant consent.

9. Managing cookies

Use the Cookie Settings link on the website to change or withdraw consent. Withdrawal does not affect processing that took place before the preference was changed.

You can also block or delete cookies through browser settings. Browser controls vary and may affect other websites or requested features. Simple links to services such as Facebook, Instagram or YouTube do not by themselves place those services’ cookies through our website, but the provider will process information under its own policy after you follow the link.

For optional embedded content, we may display a placeholder until the relevant consent is given. Third-party providers can change cookie names and durations, so the consent tool and this policy will be reviewed periodically.

10. Who we share personal information with...

our employees and authorised team members who need the information for their work;

designers, specialist manufacturers, installers, subcontractors, couriers and project partners where necessary to fulfil the project;

website hosting, email, IT support, cloud storage, project-management, accounting, payment and security providers acting for us;

professional advisers such as accountants, insurers, solicitors, auditors and debt-recovery providers;

analytics, video, map and other technology providers where the visitor has given any required consent;

regulators, law-enforcement bodies, courts, tax authorities or other public bodies where disclosure is required or permitted by law; and

a prospective buyer, seller, investor or adviser if our business or assets are restructured, sold or transferred, subject to appropriate confidentiality and data-protection arrangements.

We require service providers to protect personal information, use it only for authorised purposes and comply with applicable data-protection law.

11. International transfers

Some technology and cloud providers may process information outside the United Kingdom. Where personal information is transferred internationally, we use an applicable lawful safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses, or another safeguard permitted by law. You may contact us for further information about relevant safeguards.

12. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose collected, including legal, accounting, insurance, warranty and dispute requirements. Our normal guide periods are:

General enquiries and unsuccessful quotations: normally up to two years after the last meaningful contact where no project proceeds;

Customer, project and accounting records: normally seven years after project completion or the final transaction, and longer where required for a live warranty, safety record, dispute or legal claim;

Artwork, proofs and production records: normally aligned with the project record. Non-personal design, technical and portfolio material may be retained for longer;

Marketing information: until consent is withdrawn or you object, followed by retention of a minimal suppression record where necessary;

Unsuccessful recruitment applications: normally six months after the recruitment decision. With specific agreement, suitable candidate details may be retained for up to twelve months for future opportunities; and

Routine website and security logs: according to operational and security needs, normally no longer than twelve months unless required to investigate an incident.

We securely delete, anonymise or restrict information when it is no longer needed.

13. How we protect information

We use appropriate technical and organisational measures intended to protect personal information against accidental or unlawful loss, alteration, access, disclosure or destruction. These measures include access controls, suitable account security, backups, staff confidentiality, supplier controls and secure disposal practices appropriate to the risk.

No internet transmission or storage system can be guaranteed completely secure. If we become aware of a personal-data breach, we will investigate and notify affected people and the Information Commissioner’s Office where the law requires.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

receive information about how your personal information is used and obtain a copy;

ask us to correct inaccurate or incomplete information;

ask us to erase information where there is no lawful reason to retain it;

ask us to restrict use of information in certain circumstances;

object to processing based on legitimate interests and object at any time to direct marketing;

receive certain information in a portable format or ask us to transfer it where applicable; and

withdraw consent at any time where consent is the lawful basis.

We do not use personal information covered by this policy to make solely automated decisions that produce legal or similarly significant effects.

To exercise a right, email hello@morecreativesolutions.co.uk. We may ask for information needed to confirm identity and locate the relevant records. We normally respond within one month, although the law permits more time for particularly complex or numerous requests.

15. Children’s information

Our website and services are directed primarily to businesses and organisations and are not intended for children to use independently. Although we work with schools, attractions and public organisations, we do not knowingly collect children’s information through the general website unless it is supplied for a specific authorised project. Customers must ensure they have an appropriate lawful basis before supplying information about children, and should tell us if enhanced safeguarding or access controls are required.

16. External websites and services

Our website may link to external websites or services. We are not responsible for their privacy practices. Please read the relevant provider’s privacy and cookie information before supplying personal information or accepting its technologies.

17. Questions, complaints and contacting us

Questions, requests or complaints about this policy or our handling of personal information should be sent to:

Email: hello@morecreativesolutions.co.uk

Telephone: 01566 777333

Post: More Creative Solutions Limited, Southern Works, Newport Industrial Estate, Launceston, Cornwall, PL15 8EX

You also have the right to complain to the Information Commissioner’s Office. Information about making a complaint is available at ico.org.uk/make-a-complaint. The ICO can also be contacted on 0303 123 1113 or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

18. Changes to this policy

We may update this policy when our website, services, technology providers or legal obligations change. The current version will be published on our website with its effective date. Material changes may also be highlighted through the website or another appropriate communication.

END OF POLICY

More Creative Solutions Limited | Company No. 12522953