PRIVACY POLICY

Introduction

We take your privacy very seriously at Briz Kidz Casting and we want you to feel safe and confident with using our service. To help you understand how we process the information you give us, here is how we collect, store, process and use your data.

What is our purpose and legal basis for processing?

We collect and process personal information and data to provide the services of an agent under the legal basis of Legitimate Interest (Article 6 (1)(f) GDPR).  We also collect some Special Category Data under Article 9 (b) GDPR.

How do we collect your information?

All information is collected directly from you. This is either at our Registration Day events, by filling out the online registration form prior to the event, by email or by Briz Kidz colleagues during the registration process.

We use Google Docs to collect pre-registration details online. This helps to speed up the registration process by allowing us to sort through applications before the event. All data is limited to Briz Kidz personnel and is security protected. All information is deleted within 3 months of the registration day.

Registration forms can also emailed, posted or collected at Registration Day events and are also stored securely within the Briz Kidz offices during processing before being filed.

What Information do we collect and why?

At the point of registering with Briz Kidz Casting, we ask for specific information needed to create your child’s profile and account with us. This includes:

  • The full address of the child including postcode. This is so we can ascertain their council for any child performance licence applications, which is required for any work we offer.
  • The child’s age and physical attributes including, hair and eye colouring and measurements. Productions can send us very specific casting requirements and all basic requests include age, eye and hair colour.
  • Photos of the child The first stage of any casting is based on the child’s profile and their image/look. It is therefore, essential for any casting opportunities, that we have up-to-date photos.
  • Hobbies and interests and any relevant qualifications or training they may have achieved (LAMDA, Ballet exams, Judo Belts etc.). There are often times when a production look for children who have skills needed for the scene. This can be anything from riding a bike, horse or skateboard to being able to swim, play an instrument or being comfortable around animals. We will always inform you at the start of the casting process if there are any special aspects within the scene or overall storyline.
  • A copy of the child’s birth certificateis needed as part of the Child Performance Licence Application process. Every child must be licensed to perform with any production. The licence process can take 21 days and therefore, it is really important that we have everything ready for the application.
  • Parent/legal guardian contact details(mobile and telephone numbers and email address) so we can contact you with casting information. We never approach the child directly.
  • Bank details. We will ask for the account details of your nominated account for payment of fees. This includes bank name, account name, sort code and account number. This is only required after successful bookings.

We also collect special category information, including:

  • Child’s ethnicity. This is required for all casting opportunities as this always forms part of the casting brief.
  • Medical informationincluding any allergies or conditions the child may have. This is to ensure that the needs of the child are met whilst they are in our care. It is important for us to know any medical conditions, allergies or limitations that the child may have to allow us to cater for their needs at the casting stage. This will not affect casting opportunities, except in certain circumstances and on an individual basis. Please feel free to discuss any health concerns or limitations with us and we will cater all casting opportunities to suit your child’s needs.

How do we collect your information?

All information is collected directly from you. This is either at our Registration Day events, by filling out the online registration form prior to the event, by email or by Briz Kidz colleagues during the registration process.

We use Google Docs to collect pre-registration details online. This helps to speed up the registration process by allowing us to sort through applications before the event. All data is limited to Briz Kidz personnel and is security protected. All information is then deleted from Google Docs within 3 months of the registration day.

Registration forms can also be emailed, posted or collected at registration day events and are also stored securely within the Briz Kidz offices during processing before being filed.

How will your data be stored?

Once we have collected your information, we will then process your account with us. This includes creating a casting profile for your child. All hard and digital copies will be securely stored inline with GDPR requirements.

How long will it be stored?

Once your information has been collected and your account fully processed and completed, we will keep your details on file until your contract with Briz Kidz Casting Ltd has terminated (either by written notice or once your child turns 17 year old).

For those who have not completed the registration process, all personal details will be securely destroyed within 2 weeks of the registration day and you will need to re-register at the next event.

All information collected on Google Docs will be destroyed within 3 months of the Registration Day.

Please ask to see our Data Retention and Disposal policy for more specific information

Who will it be shared with?

When we are contacted by casting directors or productions, we will send out the profiles of the children that meet their brief. Your child’s profile contains only basic information needed for casting purposes. This includes measurements, ethnicity, hobbies/skills, talents and their first name only. A copy of the profile will be sent to you so you know the information we will be sharing with casting departments.

There may be occasions where we need to share your information with production companies and the local education authorities (LEA) in order to process child licence applications. All children must be licensed when working professionally and in order to apply for a licence, your details will be required. Please note that all information is sent securely and treated with the utmost confidentiality by both the production company and the LEAs and are not shared outside of their departments.

We will also share specific information with our chaperones, including the name and age of the child and any medical information, to ensure the best and appropriate care is taken of your child whilst in the care of our registered chaperones.

We do not share your personal details without your permission or knowledge.

We also share the headshots of the children who have been out working for Briz Kidz Casting. We share these on our social media sites and through our Newsletter at the end of each month. This is a collage of all the children’s headshots only. We do not share any identifying information (such as their names, school or age). We will ask you to sign a release form at the point of registration, which gives us permission to do this. However if you would prefer we didn’t share you child’s headshot in this way, please let us know. This will not affect any casting opportunities.

How will we contact you?

In the first instance, once we have processed your registration we will send you a copy of all the forms along with your child’s profile. We will send this through a secure file-sharing site and the files will be security protected.

After this, we will only call or email a parent/guardian when we have a casting opportunity or with availability checks for your child.  We only deal direct with the parent/guardian; we will never contact a child for casting information.

We also have a regular newsletter, which you are invited to subscribe to at the registration day. This newsletter gives information on what has been happening at Briz Kidz Casting, the children who have been out working and the productions we have been working with.

What 3rd party platforms do you use?

We use third party platforms to facilitate our communication with you.  All platforms have strict data protection policies that fall in line with GDPR and Briz Kidz’ dedication in looking after the sensitive data we collect and aid us in keeping in touch with our clients.

Google Docs: We use Google Docs to collect registration details. This information is kept secure and deleted within 3 months of the Registration Day.

Mailchimp: This is used to create newsletters and informative casting opportunities. It is also used to send Registration Day information to new clients. Minimal data is stored on this site and you can unsubscribe from this list at any point.

Hootsuite: we also use Hootsuite to help with social media. If you send us a message through one of our pages (Facebook or Twitter) it will be stored on Hootsuite for 3months; however, it is not shared with other organisations.

Sync: We store your digital files on a cloud storage platform, which has high safeguarding, and data protection infrastructure, a zero knowledge policy and is compliant with global data protection policies. Its servers are located in Canada, which the European Commission has a finding of adequacy, and considers them to have appropriate data protection safeguards in place, keeping your personal information safe and protected.

What are your rights?

As we are processing your personal data for our legitimate business interests, you have the right, under GDPR to the following:

Right of access (Art. 15 GDPR):

This means you can request confirmation as to whether or not your personal information is being processed and to request access to the personal information. You can also ask for information such as the purposes of the processing or the categories of personal information concerned.

Right to rectification (Art. 16 GDPR):

This means you have the right to request the correction of inaccurate personal information.

Right to erasure (Art. 17 GDPR):

This means you have the right to request erasure of personal information without undue delay under certain circumstances, e.g. if your personal information is no longer necessary for the purposes for which it was collected or if you withdraw consent on which processing is based according to Art. 6 (1) (a) GDPR and where there is no other legal ground for processing.

Right to restriction of processing (Art. 18 GDPR):

This means you have the right to request us to restrict the processing of your personal information under certain circumstances, (if you think that the personal information we process about you is incorrect)

Right to object (Art. 21 GDPR):

This means you have the right to object to the processing of your personal information under certain circumstances, in particular if we process your personal information on the legal basis of legitimate interest (Art. 6 (1) (f) GDPR) or if we use your personal information for marketing purposes.

Right to data portability (Art. 20 GDPR):

This means that under certain circumstances, you have the right to receive your personal information you have provided us with, in a structured, commonly used and machine-readable format and you have the right to transmit that information to another controller without hindrance or ask us to do so.

For more information on your rights, please visit the ICO website https://ico.org.uk/your-data-matters/

Briz Kidz Casting Ltd is registered with the Information Commissioner’s Office

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