Privacy policy for Productions

What data do we collect?

When we start working with you to provide supporting artistes for your production, we collect your personal data to enable us to get in touch and manage your enquiry. For example, we will ask for:

• Your name.
• Your job title or role.
• Your business email address, contact number and postal address.
• Details of the production or company that you work for.

This data is used to manage our relationship with you and to enter into and fulfil our contract with you.

We also collect and process the information you provide when you choose to participate in feedback or service surveys, and this is for the purpose of improving our services.

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 Artistes), 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:

Providing you with details of potential Artistes for your Production and other services under our contract with you.

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 introduce you to Artistes and perform other associated services and to communicate with you).
• We have a relevant legal or regulatory obligation (amongst other things to perform our obligations under our contract with you).

Legal Basis for using your special category personal data

We will not collect or use your special category data.

Who has access to your data?

• Your personal data is available only to Casting Collective employees who have a business need for the information and who are required to keep it strictly confidential.
• Occasionally your personal data may sometimes be shared with our suppliers or contractors who assist us in conducting our business (for example, our accountants), who are bound to maintain confidentiality and comply with data protection law.
• We may also release personal data when it is required to comply with the law (for example, for tax purposes).

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

How long do we keep your personal data?

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 complied with the terms of the contract between us;
• 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.

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.

Exporting your personal 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.