Privacy policy for Supporting Artistes

What data do we collect?

On application, we will collect and process the following data about you:

• Your name, telephone number and email address to contact you about potential work.
• Your National Insurance number, unique tax reference, passport details, visa details where applicable and postal address to confirm that you have the right to work in the UK, as this is our legal responsibility.
• Other data such as your measurements (eg height, weight), skills, experience, and photographs of you to help provide you with suitable work.
• Details of your next of kin in case of emergency when working on a set.

Once you have been approved as a supporting artiste and in addition to the data set out above, we will:

• Require you to provide us with a scan of your passport page and if applicable, your UK visa (or other proof of your right to work in the UK); this is to confirm your continuing right to work in the UK (and is a legal requirement for us as explained above).
• Collect and store your bank account details so that we can arrange payment for your work.
• Ask that you obtain and upload a basic disclosure certificate. This is optional for you but required to work on many productions.
• Request optional additional photographs of you to help match you with more suitable work.

Once you have been approved as a Supporting Artiste, you will have access to the online Artiste Organiser, where you can update your personal data at any time. This web-based system is accessible on any internet-capable device.

Our purposes and legal grounds for collecting your data

Data protection law requires that we meet certain conditions before we are allowed to use your personal data in the manner described in this Privacy Policy. To use your personal data, we will rely on one of the following conditions, depending on the activities we are carrying out:

• If you have given your explicit consent;
• If it is in our legitimate interests to do so – this requires us to carry out a balancing test of our interests in using your personal data (for example, in order to provide you with access to potential work), against the interests you have under data protection law;
• If it is necessary to provide you with the services we have undertaken to provide;
• If it is necessary to comply with a legal obligation, with legal claims or for reasons of substantial public interest.

Purpose for processing:

Seeking work for you as an Artiste.

Legal Basis for using your personal data

• Our position is that we have a legitimate interest and it is necessary to perform our contract with you (e.g. to enter you into our database, to communicate with you and to find potential work opportunities for you).
• We have a relevant legal or regulatory obligation (amongst other things to confirm your eligibility to work in the UK).

Legal Basis for using your special category personal data

You have given us your explicit consent to use personal data on your race or ethnic origin to enable us to identify specific opportunities on productions that may be of interest to you.

Your special category data

During the application process and once you have been approved as a supporting artiste, you have the opportunity to provide information to us which is considered to be special category data relating to your race or ethnic origin.

Supplying this data is entirely optional, but it helps us match you with more work opportunities. If you choose to provide this data, you’re explicitly giving us permission to process it, which is a requirement for processing. You can withdraw this consent at any time by emailing us at [email protected] or writing to us at The Directors, Gensurco House, 3-5 Spafield Street, London, EC1R 4QB. If you are an approved Supporting Artiste, you can delete this data from your online Artiste Organiser.

We will securely store and process your special category data in the same way as other personal data you provide.

Who has access to your data?

• Casting Collective bookers will have access to and use your personal data in order to cast you for jobs. In addition we pass on some of your personal data (such as skills, measurements, and experience) to production companies for the purposes of casting you.
• When you work we provide the production company responsible with your name and mobile number so that they may communicate with you for logistical purposes.
• Once you have worked on a production, our accountant has access to your bank details in order to process payments to you.
• By law, we are also required to retain and provide some of your personal data to HMRC.

To summarise, we use the personal data that you provide to us for the purposes of casting you for work and performing our obligations to you under the agreement with you, running our business and meeting our legal requirements. We have agreements in place to make sure that the production companies we work with comply with data protection law when they process your personal data.

We will never sell or share any of your details with any third party organisations for marketing purposes.

How long do we keep your data?

How long we retain your data depends on whether you have completed an application or are registered with us and whether you have worked on a production through Casting Collective.

If you have started but not completed an application with us:

We will remove all of the personal data you have provided within 160 days of inaction on your application. You may also log back into your application and request removal (see below).

If you have registered and been approved as a Supporting Artiste:

Our retention periods for personal data are based on business needs and legal requirements. We retain personal data for as long as is necessary for the processing purpose(s) for which the information was collected, and any other permissible, related purpose.

We usually keep your information for as long as required to:

• respond to any questions or complaints;
• show that we treated you fairly;
• demonstrate compliance with our regulatory obligations; and/or
• maintain records according to rules that apply to us.

We will also keep your information for as long as it is needed for legal, regulatory or technical reasons. If we do, we will make sure that your privacy is protected and only use it for those purposes.

What steps do we take to protect your personal data?

All personal data you provide to us is stored on our or our trusted suppliers’ secure servers and accessed and used subject to our security policies and standards. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our systems, you are responsible for keeping this password confidential. We ask you not to share a password with anyone and may suspend or terminate your access to our systems if you do so.

We restrict access to your personal data to those employees of ours and third party service providers who reasonably need it to provide products or services. We have implemented commercially reasonable physical, electronic, procedural, administrative, and technical safeguards in a way that complies with the security requirements of the data protection laws to protect your personal data, located in the countries where we are based (which may be outside the UK), from unauthorised access. However, as effective as our security measures are, no security system is impenetrable. We cannot guarantee the security of these systems, nor can we guarantee that information supplied by you or on your behalf cannot be intercepted while being transmitted over the internet.

Your rights

You have a number of rights under data protection laws in relation to the way we process your personal data. These are set out below. You may contact us to exercise any of these rights. We will respond to any request received from you within one month from the date of the request.

• Right 1 — A right to access personal data held by us about you.
• Right 2 — A right to require us to rectify any inaccurate personal data held by us about you.
• Right 3 — A right to require us to erase personal data held by us about you. This right will only apply where (for example): we no longer need to use the personal data to achieve the purpose we collected it for; or where you withdraw your consent (if we are using your personal data based on your consent); or where you object to the way we process your personal data (in line with Right 6 below).
• Right 4 — A right to restrict our processing of personal data held by us about you. This right will only apply where (for example): you dispute the accuracy of the personal data held by us; or where you would have the right to require us to erase the personal data but would prefer that our processing is restricted instead; or where we no longer need to use the personal data to achieve the purpose we collected it for, but you require the data for the purposes of dealing with legal claims.
• Right 5 — A right to receive personal data, which you have provided to us, in a structured, commonly used and machine readable format. You also have the right to require us to transfer this personal data to another organisation, at your request.
• Right 6 — A right to object to our processing of your personal data (including for the purposes of sending marketing materials to you).
• Right 7 — A right to withdraw your consent, where we are relying on it to use your personal data (for example, to provide you with marketing information about our services or products). If you withdraw your consent, we may not be able to provide certain products or services to you.

These rights are subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege), and may not all be available in the country in which you are based.

Changing the personal data we hold

We aim to make it as easy as possible for you to change your personal data with us.

As a registered Supporting Artiste, you can independently manage these updates using your online Artiste Organiser. This allows you to modify details such as your email address, telephone number, address, photographs and information about your skills, measurements, and experience.

During the annual renewal process, you will be asked to confirm and sometimes re-enter your information to ensure your details are always current.

Removal of personal data or restricting or objecting to the processing of your data

Please contact us if you would like to exercise one of these rights with the reasons and we will respond within one month.

Exporting your data

In certain circumstances, you can request that we transfer personal data that you have provided to us to a third party. Please contact us if you would like to exercise this right and we will respond within one month.

International data transfers

We may transfer or disclose personal data we collect to a destination outside the UK. We will typically do this:

• to comply with a legal duty;
• where one of our suppliers provides elements of the services outside of the UK.

If we do transfer personal data outside of the UK, we will make sure that it is protected in the same way as if it was being used in the UK. We will use one of these safeguards:

• Transfer it to a country that is the subject of UK adequacy regulations.

Put in place model contractual clauses approved by the Information Commissioner’s Office or the UK Government, which provide that the recipient of the personal data must protect it to the same standards as established by UK data protection law.