Policies

We confirm that we will keep your information secure and that we will comply fully with all applicable UK Data Protection legislation and regulations. Please read the following carefully to understand what happens to personal data that you choose to provide to us, or that we collect from you when you visit this site.

By visiting www.lightmotif.co.uk (our website) you are accepting and consenting to the practices described in this policy.

Types of information we may collect from you

We may collect, store, and use the following kinds of personal information about individuals who visit and use our website:

Information you supply to us.

You may supply us with information about you by filling in forms on our website. This includes information you provide when you submit a contact/enquiry form. The information you give us may include your name, address, e-mail address and phone number.

Information our website automatically collects about you.

With regard to each of your visits to our website we may automatically collect information including the following:

• technical information, including a truncated and anonymised version of your Internet protocol (IP) address, browser type and version, operating system and platform;

• information about your visit, including what pages you visit, how long you are on the site, how you got to the site (including date and time); page response times, length of visit, what you click on, documents downloaded and download errors.

Cookies

Our website uses cookies to distinguish you from other users of our website.

This helps us to provide you with a good experience when you browse our website and allows us to improve our site.

How we may use the information we collect

We use the information in the following ways:

Information you supply to us.

We will use this information:

• to provide you with information and/or services that you request from us.

Information we may automatically collect about you.

We will use this information:

• to administer our site including troubleshooting and statistical purposes;

• to improve our site to ensure that content is presented in the most effective manner for you and for your computer;

• security and debugging as part of our efforts to keep our site safe and secure.

This information is collected anonymously and is not linked to information that identifies you as an individual.

Disclosure of your information

Any information you provide to us will either be emailed directly to us or may be stored on a secure server. We use a trusted third-party website and hosting provider to facilitate the running and management of this website. Our hosting provider meets high data protection and security standards and are bound by contract to keep any information they process on our behalf confidential. Any data that may be collected through this website that our hosting provider process, is kept secure and only processed in the manner we instruct them to. Our hosting provider cannot access, provide, rectify, or delete any data that they store on our behalf without permission.

Calls to / from company phone numbers are recorded as evidence of business transactions. These are stored on a secure server. We reserve the right to use call recordings in the event of a legal dispute.

We do not rent, sell, or share personal information about you with other people or non-affiliated companies.

We will use all reasonable efforts to ensure that your personal data is not disclosed to regional/national institutions and authorities, unless required by law or other regulations.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Third party links

Our site may, from time to time, contain links to and from the third-party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Telephone Recordings

We may record telephone calls you make to our phones to:

• Evidence Business transactions

• Prevent, detect, investigate, and prosecute fraud

We do this in the interests of offering a good service to our customers.

If you object to this, you will need contact us via an alternative method (email, or postal details are available on the website).

Your information will not be transferred outside the UK and European Economic Area.

How long we keep your call recording:

We will delete call recordings 12 months after the call was made. This ensures that any subsequent investigations can be completed.

Your rights

The information you provided will be managed as required by Data Protection law. You may choose to exercise your Subject Access Rights to these recordings in line with GDPR.

Your rights – access to your personal data

You have the right to ensure that your personal data is being processed lawfully (“Subject Access Right”). Your subject access right can be exercised in accordance with data protection laws and regulations. Any subject access request must be made in writing to us. We will provide your personal data to you within the statutory time frames. To enable us to trace any of your personal data that we may be holding, we may need to request further information from you. If you have a complaint about how we have used your information, you have the right to complain to the Information Commissioner’s Office (ICO).

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Contact

Questions, comments, and requests regarding this privacy policy are welcomed and should be addressed to info@lightmotif.co.uk

Definitions

Cookies are small files saved to your device when visiting a website that enable certain functionality.

The use of cookies is governed under UK GDPR and the Privacy and Electronic Communications Regulations (PECR) and categorises cookies into 2 fundamental types:

• Strictly Necessary – these are ones required to ensure the website functions as intended.

• Optional – all other cookies, including cookies that remember user settings and preferences, login details, provide analytical and tracking data to site owners, and permit marketing, advertsiting or social media tracking.

UK GDPR requires opt-in user consent for any and all optional cookies, usually managed through the use of consent banners when entering a website.

Our approach to cookies

We mostly use strictly necessary cookies, that enable our website to function correctly. These include cookies that enable our hires section to work, protect our enquiry form from bots, and ensure the technical security of our site.

Because these cookies are necessary in order for the website to operate properly, you cannot opt out of them (however you do have other options available as listed in our Your options section).

We also include some analytics cookies, to monitor traffic to our site, including which pages users visit, how long they remain on our site, and any key interaction metrics such as form submissions. Our website analytics are anonymized and cannot be used to uniquely identify your personal information. We also do not track your website visits across devices.

In UK law, cookies used for the purposes of anonymized, low risk analytics, do not need you to opt in as they are covered under a legal basis exemption within the Privacy and Electronic Communication Regulations, however we prefer to provide you with the choice for all optional cookies. You can always opt out of our analytics cookies using our consent banner.

We do not use cookies for marketing or advertising purposes and will not use your data to remarket to you or track your use across other sites (such as social media).

Cookies we use

All our cookies are used under the legal basis of legitimate interest, and we additionally ask for consent for users where we use cookies for analytics purposes.

We mostly use strictly necessary cookies, that enable our website to function correctly. These include cookies that enable our hires section to work, protect our enquiry form from bots, and ensure the technical security of our site.

Your options

You can manage your consent to analytics cookies easily through the use of our consent banner.

Although strictly necessary cookies cannot normally be turned off, you can choose to block them entirely using your browser settings if you choose. However please note parts or the whole of our website may not function correctly if you do. You should refer to your browser’s guidance on how to block cookies for more information.

For additional information on the types of data we may collect from you, how we process your information, and how to to raise any queries or complaints about our use of cookies, please refer to our Privacy Policy.

At Light Motif we are committed to the equal treatment of all employees. We aim to ensure that no job applicant or employee receives less favourable treatment on the grounds of age, disability, sex, ethnic or national origin, race, nationality, class, colour, sexual orientation, gender identity, disability, marital status, religious beliefs, employment status; membership or non-membership of a trade union; HIV status or any other unjustifiable condition. Equality of opportunity means that an individual’s diversity is viewed positively and, in recognising that everyone is different, valuing equally the unique contribution that individual experience, knowledge and skills can make. Light Motif will aim to make whatever reasonable accommodations are necessary to enable its staff to perform the essential functions of their job, and enjoy equal benefits and privileges of employment, unless safety or operational efficiency would be unduly jeopardised, or cultural sensitivities prevent staff from effectively performing the functions of their role. We aim to promote equal opportunities, eliminate discrimination, and eliminate harassment through the following:

• opposing all forms of unlawful or unfair discrimination.
• all staff will be treated fairly and with respect.
• where practical, vacancies will be advertised internally and externally simultaneously.
• selection for employment, promotion, training, or any other benefit will be based on aptitude, attitude, and ability. All selection/rejection decisions, and the reasons for those decisions, will be recorded.

All staff will be helped and encouraged to develop their full potential and the talents and resources of individuals will be fully utilised to maximise the efficiency of the organisation. All staff have a legal and moral obligation not to discriminate and to report incidents of discrimination against any individual or group of individuals to the Managing Director (or the Project Manager for short-term on-site work).

Our commitment:

• to create an environment in which individual differences and the contributions of all our staff are recognised and valued. Every member of staff is entitled to be part of an environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.
• training, development, and progression opportunities are available to all staff.
• quality is good management practice and makes sound sense.
• breaches of our equality policy will be regarded as misconduct and could lead to disciplinary proceedings.

Responsibility

The management team are responsible for equal opportunity issues, ensuring that all human resource practices comply with legislation and overall company policy. We believe that a positive attitude towards equality and diversity is right for our company, our employees, our clients, and our business partners/suppliers. This means that we encourage all our employees to welcome diversity and respect each other’s individuality. All line managers are responsible for ensuring their team members are treated fairly and equally, that recruitment approaches encourage diverse interview and hiring practices, and should aim to hold senior management accountable for delivering DEI objectives. The successful implementation of this policy depends on the awareness and commitment of all workers. Hence, all new workers will be made aware of its existence and on joining the organisation and reminded on a regular basis they must conform with it.

Disability in the Workplace and at Events

Light Motif has committed to the Disability Confident scheme, to promote positive consideration of disabilities in the workplace and ensure that disabled people have the opportunities and resources necessary to fully realise their potential and aspirations.

As part of this we aim to ensure that our workplace practices and recruitment methods do not disadvantage disabled people, recognizing that disabilities may be physical or mental, and present internally or externally all of which are entitled to fair consideration and protection. For our events, overall responsibility for adequate accessibility will usually fall to the venue or event organizer, however we recognize that Production can play a significant role in the planning and provision of accessibility adjustments and strive to support our clients and venues in running accessible Events.

In the workplace we will:

• ensure our policies and processes do not discriminate on the basis of diversity or disability.
• provide information in accessible formats on request.
• encourage applications from disabled people by offering them an interview if they meet the minimum criteria for the job.
• accept applications in alternative formats.
• consider reasonable adjustments to the workplace to assist disabled persons in performing their role – for example, physical access requirements, modified equipment, or changes to working hours/location amongst others.
• regularly review recruitment, performance management and training processes to ensure they remain accessible.

For our events we will:

• work with clients and venues to ensure accessibility is considered as part of event planning processes.
• where an event requires changes to the normal access routes in a venue, appropriate consideration is given to ensuring disabled access is maintained.
• provide any supporting documentation regarding production elements to clients and venues to support their accessibility obligations.
• if required, assist in the provision, installation and operation of appropriate accessibility equipment for an event.

Breaches of Policy

Breaches of this policy may constitute serious misconduct and any employee found not complying with this policy could face disciplinary action which may include summary dismissal. All employees have a responsibility to advise their line manager of any incidents where this policy has not been adhered to. This policy applies to all aspects of employment including recruitment and selection, promotion, training, reward and recognition, dismissal, grievance, and disciplinary procedures. It also applies to agency staff, contractors, consultants, or anyone working on behalf of Light Motif.

Supporting Policies

Light Motif maintains several internal policies and procedures designed to support its diversity, equity, inclusion and accessibility obligations in more detail as listed below and available on request.

• anti-Harassment & Bullying Policy
• compassionate Leave Guidelines
• corporate Social Responsibility Policy
• flexi-Time & Flexible Working Policy
• grievance Procedure
• maternity, Paternity Adoption & Paternal Leave Policy
• VDU Usage Policy

Light Motif maintains relationships with many different organisations in its supply chain, as well as directly employing people.  

Light Motif has a zero-tolerance approach to modern slavery both across its own operations and within its supply chain. We have reviewed our existing compliance and risk management processes following the introduction of the Modern Slavery Act 2015 to determine to what extent measures already exist, and what further measures may be required to prevent slavery and human trafficking taking place in any part of our businesses or in our supply chains. Whilst Light Motif is not a relevant commercial organization under Section 54 of the Modern Slavery Act, we recognize the potential for modern slavery risks within our industry and therefore actively seek to comply with the intention of the Act, through the approach outlined in this policy. 

Light Motif respects fundamental human rights and is committed to the principles set out in the United Nations Universal Declaration of Human Rights. We support and respect the protection of human rights within our sphere of influence; in particular the effective elimination of compulsory labour and child labour. This governs all our business dealings and the conduct of all persons or organisations with whom we contract directly or who we appoint to act on our behalf.  

This applies to all Light Motif operations and employees. Light Motif expects equivalent standards of conduct from all persons acting on its behalf, such as suppliers and partners.  

We are committed to opposing modern slavery in all its forms and preventing it by whatever means we can. We demand the same attitude of all who work for us and expect it of all with whom we have business dealings. Our attitude to modern slavery is: zero tolerance.  

1.  Purpose of this Policy 

1. Modern slavery is a criminal offence under the Modern Slavery Act 2015 (the “Act”). Modern slavery can occur in various forms, including servitude, forced or compulsory labour and human trafficking, all of which have in common the deprivation of a person’s liberty by another in order to exploit them for personal or commercial gain. This document sets out the policy of Light Motif with the aim of the prevention of opportunities for modern slavery to occur within its businesses or supply chain. This policy’s use of the term “modern slavery” has the meaning given in the Act.  
2. We have a zero-tolerance approach to modern slavery. We are committed to acting ethically and with integrity in all our business dealings and relationships and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our own businesses or those of our suppliers.  

2.  About Light Motif 

1. Light Motif is a limited company, incorporated in England and Wales and established in 2012, operating in the Events Production industry – the provision of lighting, sound, audio-visual, scenic and staging equipment – and specialising in the UVL sector – the museums, galleries and other heritage venues of London. 
2. It operates a relatively flat company structure, with only 3 levels and open access to senior management for all staff 
3. It mostly engages with industry recognised suppliers specialising in the same sector, however, uses a large pool of contract labour to supplement its workforce and provide on-site specialist skills according to industry demands event requirements 

3.  Steps for the Prevention of Modern Slavery 

1. We are committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015. We expect the same high standards from all of our contractors, suppliers and other business partners, and we are evolving and updating our contracting processes to include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children We require our suppliers to hold their own suppliers to the same high standards.  
2. Whilst recognising our statutory obligation to set out the steps we have taken to ensure that modern slavery and human trafficking is not taking place in our supply chains, we acknowledge that we do not control the conduct of individuals and organisations in our supply chains. To underpin our compliance with practical steps, we intend to implement the following measures: 
   • Conduct assessments to determine which parts of our business and which of our suppliers are most at risk of modern slavery so that efforts can be focused on those areas. 
   • Engage with our suppliers both to convey to them our Anti-Slavery and Human Trafficking Policy and to gain an understanding of the measures taken by them to ensure modern slavery is not occurring in their businesses and their supply chain. 
   • Introduce contractual provisions for our suppliers to confirm their adherence to this policy and accept our right to audit their activities and (where practicable) relationships, both routinely and at times of reasonable suspicion. 

4.  Responsibility for this Policy  

1. Ultimate responsibility for the prevention of modern slavery rests with the company’s leadership. The Managing Director has overall responsibility for ensuring this policy and its implementation comply with our legal and ethical obligations.  
2. The Managing Director has appointed the Head of Business Development as the designated day-to-day lead on Modern Slavery awareness and monitoring. 
3. Departmental leads and other managers are responsible for ensuring those reporting to them understand and comply with this policy and have received appropriate training. 

5.  Modern Slavery and Human Trafficking in Context  

1. Whilst modern slavery and/or human trafficking can occur anywhere, Light Motif has undertaken an assessment of its business operations and determined the areas at higher risk. Particular care should be taken to monitor for modern slavery and human trafficking risks when engaging suppliers in these contexts.  The areas of operation at higher risk are:
   • Cleaning contractors 
   • Freelance crew 
   • Warehouse casuals 
   • Local crew 
2. As well as assessing which operational areas are at higher risk, Light Motif has identified which indicators of modern slavery and/or human trafficking are likely to occur within the context of its business activities.  Whilst these factors individually and in insolation may not be an indicator of modern slavery concerns, the presence of several of them or the regular occurrence of any of them warrants further investigation:  
   • Unable or hesitant to provide contact information, or right to work documentation 
   • Work documentation that is low quality or appears doctored or AI generated. 
   • Payment details do not match known name, or asks for payment in cash 
   • Pay is unusually below expected market rates 
   • Frequent injuries with no or poor justification 
   • Fearful or anxious demeanour 
   • Closely supervised by someone not connected to their work either in person or remotely (e.g. constantly checking in via phone) 
   • Worker is in a low skilled or heavy manual labour role 
   • Worker only speaks minimal English 
3. We recognise that modern slavery is not restricted to the forms listed above, even within our own industry, and that we should remain mindful of the range of modern slavery risks and indicators, such as those listed at https://www.unseenuk.org/about-modern-slavery/spot-the-signs/  
4. Light Motif will ensure that all employees are given regular training on modern slavery risks, with particular emphasis on the identified indicators and risk areas within the context of its operations. 

6.  Actions to Report Modern Slavery or Human Trafficking  

1. Internal – Employees are encouraged to raise any concerns about suspected modern slavery associated with the Group or our suppliers and should do this either through their line manger or directly to the Managing Director. 
2. External – Members of the public or people not employed by the Group to write, in confidence, to Rob Mills (managing director) to raise any concern, issue or suspicion of modern slavery in any part of our business or related supply chain. rob@lightmotif.co.uk.  Where writing to the managing director would not be appropriate, concerns may be raised via https://www.modernslaveryhelpline.org/report. 
3. Where concerns are raised internally, or to the managing director, we will acknowledge and respond to the concern with 7 days and set out a timeline for any next steps or investigation. The company generally expects to complete any investigations within a period of 30 days. 
4. Where concerns are raised to the Modern Slavery Helpline, they will control the response times and approach. 
5. We aim to encourage openness and will support anyone who raises genuine concerns in good faith under this policy, even if they turn out to be mistaken. We are committed to ensuring no one suffers any detrimental treatment as a result of reporting in good faith their suspicion that modern slavery of whatever form is or may be taking place in any part of our own business or in any of our supply chains. Detrimental treatment includes dismissal, disciplinary action, threats or other unfavourable treatment connected with raising a concern.

7.  Breaches of this Policy 

1.  If an issue is identified with a supplier we will work with them to prepare a corrective action plan and resolve all violations within an agreed upon time period. 
2. We reserve the right terminate our relationship with individuals and organisations in our supply chain if they breach this policy. 

8.  Monitoring  

1. Compliance with this policy will be monitored via the following measures: 
   • Training in Modern Slavery Awareness for all staff and new starters. 
   • Completion of Right to Work checks and an evaluation of technical skills for all workers as part of recruitment processes, both in-house and contract labour before permitting any work activity. 
   • Constant vigilance for the potential signs of modern slavery in our business operations, especially within our contract labour pool. 
2. The effectiveness of the above measures will be evaluated using the following metrics: 
   • Number of Tier 1 and Tier 2 suppliers assessed  
   • Number of staff who have completed modern slavery training within 90 days of joining the organisation.  
   • Number of instances of modern slavery reports/concerns raised, as part of its annual Impact Reporting commencing in 2027.