PRIVACY POLICY

Last updated: 01/01/2026

This privacy policy explains how Apex UK, trading as We Are Glambot, collects, uses and protects personal information when you visit our website, contact us or enquire about our services.

1. WHO WE ARE

For the purposes of UK data protection law, the data controller is:

Apex UK, trading as We Are Glambot
Email: hello@weareglambot.co.uk
Telephone: 02080361195

References to “we”, “us” and “our” in this policy mean We Are Glambot.

This policy applies to www.weareglambot.co.uk and personal information collected through this website.

2. INFORMATION WE MAY COLLECT

We may collect the following categories of personal information.

Information you provide

When you contact us, complete an enquiry form or request a quotation, you may provide:

  • Your name

  • Company or agency name

  • Job title

  • Email address

  • Telephone number

  • Event date and location

  • Venue details

  • Event and guest information

  • Campaign or branding requirements

  • Budget information

  • Information contained in your brief

  • Files or documents you choose to send

  • Any other information included in your enquiry

Please avoid sending sensitive personal information unless we have specifically requested it and there is a clear reason for doing so.

Information collected automatically

When you visit the website, our website platform and authorised service providers may collect:

  • IP address

  • Browser type

  • Device type

  • Operating system

  • Pages visited

  • Time spent on the website

  • Referring website or search engine

  • General geographic information

  • Cookie and consent preferences

  • Technical information needed to operate and secure the website

This information may be collected through cookies and similar technologies.

Communications

If you contact us by email, telephone, social media or another communication channel, we may retain a record of the communication and any information you provide.

3. HOW WE USE YOUR INFORMATION

We may use personal information to:

  • Respond to questions and enquiries

  • Check availability

  • Prepare quotations and proposals

  • Discuss event requirements

  • Take steps towards entering into a contract

  • Deliver services you have requested

  • Manage client and supplier relationships

  • Communicate about an existing booking

  • Maintain business and financial records

  • Operate, maintain and secure the website

  • Understand how visitors use the website

  • Improve our website and services

  • Prevent fraud, misuse and security incidents

  • Establish, exercise or defend legal claims

  • Meet legal, regulatory and insurance requirements

  • Send marketing communications where permitted

We will not sell your personal information.

4. OUR LAWFUL BASES

UK data protection law requires us to have a lawful basis for using personal information.

Depending on the circumstances, we may rely on:

Contract

We may process information when it is necessary to provide a quotation, take steps at your request before entering into a contract, or perform a contract with you.

Legitimate interests

We may process information where it is necessary for our legitimate business interests and those interests do not override your rights.

These interests may include:

  • Responding to business enquiries

  • Managing client relationships

  • Operating and improving our website

  • Protecting our systems and business

  • Maintaining appropriate business records

  • Promoting our services to relevant business contacts where permitted

Consent

We may rely on consent for:

  • Non-essential cookies

  • Certain analytics or marketing technologies

  • Optional marketing communications

  • Other activities where consent is the appropriate lawful basis

You can withdraw consent at any time. Withdrawal does not affect processing that took place before consent was withdrawn.

Legal obligation

We may process information where necessary to comply with legal, tax, accounting, regulatory or law-enforcement requirements.

Legal claims

We may process information where necessary to establish, exercise or defend legal claims.

5. CONTACT FORMS AND ENQUIRIES

When you submit an enquiry, we use the information to understand your requirements, respond to you and, where appropriate, prepare a proposal or quotation.

Submitting an enquiry does not create a contract or guarantee availability.

Our website is hosted through Squarespace. Information submitted through website forms may be processed and stored by Squarespace and delivered to our nominated email or business systems.

If your enquiry relates to an agency, employer, client or other organisation, we may retain your professional contact details as part of our business relationship with that organisation.

6. MARKETING COMMUNICATIONS

We may send marketing messages where:

  • You have asked to receive them

  • You have provided valid consent

  • Another lawful route permits us to contact you

You can unsubscribe at any time by:

  • Using the unsubscribe link in the message

  • Contacting us at hello@weareglambot.co.uk

Service messages relating to an enquiry, quotation or booking are not marketing communications.

We do not currently PURCHASE, RENT OR SELL MARKETING LISTS.

7. COOKIES AND ANALYTICS

Cookies are small files stored on your device when you visit a website.

Our website may use:

Strictly necessary cookies

These support essential functions such as security, page delivery, form operation and remembering privacy choices.

Analytics cookies

These help us understand how visitors use the website, which pages they view and how the website performs.

Functional cookies

These may support enhanced features, embedded content or user preferences.

Marketing cookies

These may be used to measure campaigns or support advertising where such services have been enabled.

Where required, we will ask for consent before placing non-essential cookies. You can accept, reject or manage cookies through the website’s cookie controls.

You can also control cookies through your browser. Blocking some cookies may affect how the website functions.

For more information, see our Cookie Policy and cookie preference panel.

8. EMBEDDED CONTENT AND EXTERNAL LINKS

The website may contain content or links from third-party platforms such as social networks, video hosts, maps or other services.

Embedded content may allow those providers to collect information about your device and interaction with the content, particularly if you are logged into their service.

External websites operate under their own privacy policies. We are not responsible for the privacy practices or content of third-party websites.

9. IMAGES AND VIDEO ON OUR WEBSITE

Our website may display photographs or videos from previous events and productions.

Where an identifiable person appears, the use of that content will depend on the circumstances, applicable agreements and the appropriate lawful basis.

If you appear in content on our website and have a question or concern about its use, contact hello@weareglambot.co.uk and provide enough information for us to identify the relevant material.

This website policy does not replace any separate privacy notice, filming notice, release, event policy or contractual arrangement used for a particular production.

10. EVENT PARTICIPANT DATA

Some Glambot activations may involve capturing identifiable video, delivering content to guests or processing participant contact details through a sharing system.

The organisations responsible for that processing can vary between projects. Depending on the arrangement, the client, agency, event organiser, sharing-platform provider or We Are Glambot may act as a controller or processor.

The applicable roles, purposes, delivery system, consent process and retention arrangements should be agreed for each event.

Where We Are Glambot controls event-participant information, an event-specific privacy notice may be provided in addition to this website policy.

11. WHO WE SHARE INFORMATION WITH

We may share information with trusted parties where necessary, including:

  • Squarespace, which hosts and supports the website

  • Email, communications and file-storage providers

  • Analytics and website-service providers

  • Payment and accounting providers

  • Professional advisers

  • Insurers

  • Production partners, crew and subcontractors

  • Venues, agencies or event organisers where relevant

  • IT and security providers

  • Government, regulatory or law-enforcement authorities where required

  • A buyer or successor if our business or assets are sold or reorganised

We only share information that is reasonably necessary for the relevant purpose.

Service providers acting on our behalf are expected to process personal information according to our instructions and appropriate contractual requirements.

12. INTERNATIONAL TRANSFERS

Some providers may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take steps required by applicable law. These may include relying on:

  • UK adequacy regulations

  • Approved contractual safeguards

  • The UK International Data Transfer Agreement

  • The UK Addendum to approved standard contractual clauses

  • Another lawful transfer mechanism

You may contact us for further information about safeguards relevant to your personal information.

13. HOW LONG WE KEEP INFORMATION

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.

Retention periods may depend on:

  • Whether an enquiry develops into a booking

  • The duration of our client relationship

  • Contractual requirements

  • Tax and accounting obligations

  • Insurance requirements

  • Limitation periods for legal claims

  • The need to resolve disputes

  • Consent status

  • Security and fraud-prevention needs

Enquiries that do not become bookings will be reviewed and deleted or anonymised when they are no longer needed.

Client, contractual and financial records may be retained for longer where required for legal, accounting, insurance or business-record purposes.

Cookie duration depends on the cookie concerned and is explained through our cookie information or preference tool.

14. HOW WE PROTECT INFORMATION

We use appropriate organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, alteration, disclosure or destruction.

Measures may include:

  • Access controls

  • Password protection

  • Secure website services

  • Limited access based on business need

  • Appropriate supplier arrangements

  • Software and security updates

  • Secure storage and transfer practices

No internet transmission or storage system is completely secure. We cannot guarantee absolute security, but we take reasonable steps to protect the information we hold.

15. YOUR DATA-PROTECTION RIGHTS

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

  • Request access to your personal information

  • Ask us to correct inaccurate or incomplete information

  • Ask us to delete personal information

  • Ask us to restrict how information is used

  • Object to certain processing

  • Request transfer of information in a portable format

  • Withdraw consent

  • Object to direct marketing

  • Complain to a supervisory authority

These rights are not absolute and may be subject to legal conditions or exemptions.

To exercise a right, contact hello@weareglambot.co.uk. We may need to confirm your identity before responding.

16. AUTOMATED DECISION-MAKING

We do not currently use personal information collected through this website to make decisions with legal or similarly significant effects based solely on automated processing.

If this changes, we will update this policy and provide the information required by law.

17. CHILDREN

This website is intended for business clients, event organisers, agencies and adults seeking information about our services.

It is not directed at children, and we do not knowingly collect personal information from children through the website.

Participation by children in an event must be agreed separately and supported by appropriate supervision, consent and privacy arrangements.

18. COMPLAINTS

Please contact us first if you have a concern about how we use personal information:

Email: hello@weareglambot.co.uk

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Website: www.ico.org.uk
Telephone: 0303 123 1113

If you live outside the UK, you may also have the right to contact the data-protection authority in your country.

19. CHANGES TO THIS POLICY

We may update this policy when our services, website, suppliers or legal obligations change.

The latest version will appear on this page with the updated date shown at the top.

20. CONTACT US

For questions about this policy or our use of personal information, contact:

Apex UK
Trading as We Are Glambot
hello@weareglambot.co.uk