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We take data protection seriously at The Casting Collective. This Privacy Policy is to help supporting artistes and applicant supporting artistes (‘you’) understand what data we collect and store, how long we keep it for, and how we use it. We also give you information about your rights over your data.
We handle your data differently based on whether you’re registering or have already been approved as a Supporting Artiste with us. Please read this policy carefully.
What data do we collect?
We collect data from you during the application process including:
- Your name, telephone number, and email address; we collect this so that we can contact you about potential work.
- Your National Insurance number, unique tax reference, passport details, where applicable visa details, and your postal address; we collect this so that we can confirm you have a right to work in the UK, as this is our legal responsibility.
- Other data such as your measurements, skills, experience, and photographs of you; we use this during the casting process to help provide you with suitable work.
- Details of your next of kin; we require this in case of emergency when you are working on a set.
Once you are approved as a supporting artiste we also:
- 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 right to work in the UK and is a legal requirement for us.
- Collect and store your bank account details so we can arrange payment for your work.
- Ask that you obtain and upload a basic disclosure certificate. This is optional, 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
As explained above, we process your personal data for a number of different purposes. For each purpose we must have a legal ground for processing.
Purpose for processing
Seeking work for you as an Artiste.
Legal grounds for using your personal data
- It is necessary to perform our contract with you (e.g. to enter you into our database and communicate with you).
- We have a relevant legal or regulatory obligation (e.g. to confirm your eligibility to work in the UK).
- We have an appropriate business need to use your information, and that use does not overly prejudice you (e.g. to manage our business operations).
Legal grounds for using your special category data
- You have given us your explicit consent (e.g. you have provided information on your race when registering with us).
Purpose for processing
Placing you on a Production and working with you while you are engaged on a Production.
Legal grounds for using your personal data
- It is necessary to perform our contract with you (e.g. to communicate with you or make payments).
- We have a relevant legal or regulatory obligation (e.g. for tax purposes)
- We have an appropriate business need to use your information, and that use does not overly prejudice you (e.g. to manage our business operations).
Legal grounds for using your special category data
- You have given us your explicit consent (e.g. you have provided information on your race when registering and this is relevant to casting the Production).
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 anytime by emailing us at [email protected] or writing to us at The Directors, Gensurco House, 3-5 Spafield Street, London, EC1R 4QB. If you’re an approved Supporting Artiste, you can delete this data from your online Artiste Organiser.
We will otherwise securely store and process your special category data in the same ways as other casting data you provide.
Who has access to your data?
- The Casting Collective bookers who are our employees will have access to and use your data in order to cast you for jobs. In addition we pass on some of your 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 can communicate with you on the day (for example, if you are running late).
- Once you have worked, 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 data to HMRC.
We use the data that you provide to us for the sole purposes of casting you for work, 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 organisation 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 The Casting Collective.
If you have started but not completed an application with us:
We will remove all of the data you have provided within 30 days of inaction on your application. You may also log back into your application and request removal (see below).
If you’ve registered as a Supporting Artiste and received approval:
We’ll keep your data for up to 3 years after approval. You can request removal before this time (see details below) and update your availability via the online Artiste Organiser. Please note that some of your data must be retained if you’ve worked on a production through us.
Your rights
Under data protection law you have the following rights in relation to the personal data we hold about you. Please email us at [email protected], or write to us at The Directors, Gensurco House, 3-5 Spafield Street, London, EC1R 4QB if you have any request related to your rights.
Accessing your data
You have the right to request a copy of your personal data that we hold.
Changing the personal data we hold
We want 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, we’ll ask you to confirm and sometimes re-enter your information to ensure your details are always current.
Removing your data
You have the right to fully remove your data. If you are a Priority Artiste you can do this yourself at any time by accessing your online organiser and visiting the link to remove yourself; we will then remove your data from our systems within one month.
Alternatively you can email [email protected] from the email address that you have registered with and include your full name and reason for removal. We will remove your data from our systems within one month.
If you request removal, we will no longer use your personal data (except where required as explained below) and we will no longer offer you work.
However, please note that we are required by law to retain some information. For example, if you have worked through us we are required to keep some information to pass onto HMRC. This information will be kept solely for that purpose.
Restrict or object to the processing of your data
Please contact us if you would like to exercise one of these rights with the reasons for the restriction or objection and we will respond within one month.
Exporting your data
In certain circumstances, you can request that we transfer personal information 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 store and process your personal data in the UK only and this data will not be transferred outside the UK.