This policy concerns the personal information (data) held by Diffusion², how it is used, stored, and protected.

Diffusion² processes personal information to provide scientific animation, visual communication, technical storytelling, digital media production, and related commercial communication services. We may also process personal information to manage our accounts, business operations, website functionality, and employee relationships.

At all times, we aim to respect and protect any personal information shared with us or received through our services and communications.

This Notice contains important information about your privacy rights and how we use your personal information. Please read it carefully to understand how your information is collected, stored, and used.

The Data Protection Officer for the purposes of GDPR compliance is the Accounts and Office Administrator. They are responsible for the implementation and review of this policy.

All employees are responsible for handling personal data securely, ensuring appropriate permissions are obtained where necessary, and maintaining accurate records including deletion where required.

What Data is Collected and Why?

It is necessary for Diffusion² to collect certain information to effectively provide its services and fulfil contractual, operational, and legal obligations.

We may collect, store, and process the following types of personal information:

• your name, job title, company name, and contact details including postal address, telephone number, and email address;
• your financial information such as bank details or payment information where necessary;
• project briefs, production materials, media assets, and related communications;
• personal descriptions, biographies, CVs, photographs, or visual assets provided for production purposes;
• demographic information, preferences, and interests;
• technical website usage information including cookies and analytics data;
• any other information relevant to enquiries, projects, quotations, or support requests.

Your personal information may be used:

• to provide services requested by you or your organisation;
• to manage ongoing projects and communications;
• to respond to enquiries or quotation requests;
• to improve our website, services, and production workflows;
• to maintain internal business records and accounts;
• to comply with legal and regulatory obligations;
• to provide occasional updates regarding services, developments, or company news where permitted.

Diffusion² does not sell or rent personal information to third parties.

Legitimate Interests

The GDPR allows us to process personal information where reasonably necessary to achieve legitimate business interests, provided those interests do not override your rights and freedoms.

Our legitimate interests include:

• operating and improving Diffusion² services;
• maintaining client relationships;
• improving website functionality and user experience;
• developing and promoting our services;
• protecting business operations and security.

We carefully consider and balance any potential impact on individuals before processing personal information under legitimate interests.

When is Data Collected?

Personal data may be collected when:

• you contact us through our website or email;
• you request a quotation or consultation;
• you engage Diffusion² for services;
• you provide information during a project;
• you subscribe to communications;
• you interact with our website or social media channels;
• you apply for employment or freelance opportunities.

Who Holds the Data?

Personal information is accessible only to appropriately trained employees, contractors, or trusted service providers where required for business operations.

Information is stored using secure digital systems and reasonable technical safeguards designed to prevent unauthorised access, misuse, or disclosure.

Sharing Data with Third Parties

We do not share personal information with third parties for marketing purposes.

However, we may share limited information where necessary with:

• accountants, lawyers, or professional advisers;
• trusted contractors or production partners;
• payment providers;
• website, analytics, or hosting providers;
• regulatory or legal authorities where required by law.

Only the minimum necessary information is shared for each purpose.

International Data Transfers

Some service providers or contractors used by Diffusion² may operate outside the United Kingdom or European Economic Area (EEA).

Where personal information is transferred internationally, we take reasonable steps to ensure appropriate safeguards and protections are in place in accordance with applicable data protection laws.

Cookies

Diffusion² uses cookies and analytics technologies to improve website functionality, monitor website traffic, and enhance user experience.

Cookies may be used to:

• analyse website usage;
• remember preferences;
• improve performance and usability;
• support social media and embedded content functionality.

You may choose to accept or decline cookies through your browser settings.

Links to Other Websites

Our website may contain links to external websites. Once you leave our website, we are not responsible for the privacy practices or content of third-party sites.

We encourage users to review the privacy policies of external websites before providing personal information.

Your Rights

Under applicable data protection laws, you may have the right to:

• request access to personal information we hold about you;
• request correction of inaccurate information;
• request deletion of personal information where appropriate;
• object to certain processing activities;
• request restriction of processing;
• request transfer of your information;
• withdraw consent where processing relies on consent.

Requests may be submitted in writing via email.

Data Security

Diffusion² takes reasonable technical and organisational measures to protect personal information from unauthorised access, disclosure, loss, misuse, or alteration.

While no internet transmission can ever be guaranteed fully secure, we work to maintain appropriate security standards and procedures.

Data Retention

Personal information is retained only for as long as reasonably necessary to fulfil the purposes for which it was collected, including legal, accounting, or reporting requirements.

Where information is no longer required, it will be securely deleted or anonymised.

Contact Us

If you have any questions regarding this Privacy Policy or how your information is processed, please contact:

Email: info@diffusionsquared.com

Post:
Diffusion²
Stapeley House
London Road, Stapeley
Cheshire, England
CW5 7JW

Changes to this Policy

We may update this Privacy Policy periodically to reflect changes in legal requirements, business operations, or website functionality.

The latest version will always be available on our website.

Last updated: May 2026