TRILOGY CASTING PRIVACY POLICY

Our Services are provided by Trilogy Casting Limited (“Trilogy”), a company registered in England and Wales under company number 13539900 and with the registered office at Flat 10 Exchange Close, Aldershot, England, GU11 2FD.

 

We take your privacy very seriously. Please read this Privacy Policy carefully as it contains important information on how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint. By using our Services, you consent to the terms of this Privacy Policy, which may be changed from time to time.

 

KEY TERMS:

 

“Candidate” means a person who has either been identified by us, or has contacted us to request their consideration, as a candidate for our Services;

 

“Client” means a person, firm, company or organisation looking to book a Candidate via Trilogy;

 

“Data Protection Laws” means as applicable and binding on us, the Privacy and Electronic Communications (EC Directive) Regulations 2003, SI 2003/2426, the General Data Protection Regulation (EU) 2016/679 (“EU GDPR”) and the General Data Protection Regulation, Regulation (EU) 2016/679 as it forms part of domestic law in the United Kingdom by virtue of section 3 of the EU (Withdrawal) Act 2018 (including as further amended or modified by the laws of the United Kingdom or a part of the United Kingdom from time to time) (“UK GDPR”) and the Data Protection Act 2018 and all other applicable laws relating to the collection, storage and use of Personal Data and privacy and any applicable codes of practice issued by the ICO or any other applicable regulator;

 

“Engagement” means a role that is made available by a Client for which the Client has instructed us to provide the Services;

“Personal Data” means any information about a living individual which identifies them or allows them to be identified in conjunction with other information that is held;

 

“Publically Available Data” means any information about you that you have published or made available to the general public in any way. This includes any information provided on your social media profiles;

 

“Services” means services provided by Trilogy that may be made available by us from time to time;

 

“We”, “we”, “Us”, “us”, “Our”, “our” means Trilogy Casting Limited; and

“You”, “you”, “Your”, “your” means you the person, firm, company or organisation

 

involved with our Services in any way.

YOU MAY CONTACT US BY:

  • email on hello@trilogycasting.com; or
    • writing to us at Flat 10 Exchange Close, Aldershot, England, GU11 2FD

 

As an organisation that collects, stores and uses Personal Data about its employees, customers and Candidates, we recognise that having controls around the collection, storage, use and destruction of Personal Data is important in order to comply with our obligations under Data Protection Laws including under Article 5 of the UK GDPR. All of your Personal Data will be held and used in accordance with the Data Protection Laws.

 

We have implemented this Privacy Policy to set out the information we collect, what it is used for and the rights you have in relation to this information. By agreeing to your inclusion in any of our Services, including being considered as a Candidate, you accept the terms of this Privacy Policy.

 

YOUR PERSONAL DATA

 

We will collect Personal Data from you if you communicate it directly to us, or from any Publically Available Data. We may process your Personal Data, including any Publically Available Data. We collect information about you to assess your suitability for any Services we provide to our Clients and, if you agree, to contact you about our Services and any available casting Engagements.

 

WHAT PERSONAL DATA DO WE COLLECT?

 

Before you confirm your availability and approval to participate in our Services, we collect data from you from your Publically Available Data and from our correspondence with you.

 

THIS DATA INCLUDES:

 

  • Your name and contact details, including email address and telephone number. We collect this data to contact you about our Services; and
    • Your skills, experiences, photos of you and any other information relevant to our Services (for example your date of birth, gender, location data and/ or your interests).

This information is used during our casting process for the Engagements.
After you confirm your availability and approval to participate in our Services, we may collect further data from you from your Publically Available Data and from our correspondence with you. This data may include:

  • Your name and contact details, including email address and telephone number if we have not collected this data already; and
    • Any further details of your skills, experiences, photos of you and any other information relevant to our Services (for example your date of birth, gender, location data and/ or your interests) that we may require or that you provide to us.
  • Any other relevant data that does not fall under special category data such as criminal offence data.

 

HOW YOUR PERSONAL DATA IS COLLECTED

 

We collect most of this Personal Data directly from you – in person and by telephone, text or email. However, we may also collect information:
• through social media;
• by searching publically available news articles; and
• from organisations who pass your Personal Data on to us, for example organisations relevant to a particular Engagement of which you are a member. Please note that any Personal Data shared with us by these organisations will be done so in accordance with that organisation’s privacy policy.

 

HOW AND WHY WE USE YOUR PERSONAL DATA

 

Under the Data Protection Laws, we can only use your Personal Data if we have a proper reason, for example:

  • Where you have given consent;
    • To comply with our legal and regulatory obligations;
    • For the performance of a contract with you or to take steps at your request before entering into a contract; or
    • For our legitimate interests or those of a third party.

 

A legitimate interest is when we have a business or commercial reason to use your Personal Data, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our and any of our Clients’ interests against your own.

 

We will use Personal Data provided by you to provide our Services. This involves us, amongst other things, processing and storing your Personal Data and providing your Personal Data to our Clients. We may use third parties to help process your Personal Data to assist securing you an Engagement with our Clients. You consent to us using Personal Data provided by you in each of these ways.

 

When providing us with Personal Data, you must ensure that it is correct and up to date. Please contact us immediately at hello@trilogycasting.com if you believe that any information we are holding on you is incorrect or incomplete.

We have a legitimate interest to use your Personal Data to send you updates (by email, text message, telephone or post) about our Services, including casting opportunities that we believe may be of interest to you. You have the right to opt out of receiving these updates at any time by contacting us at [insert contact details].

 

SPECIFIC USES OF YOUR PERSONAL DATA

 

We will use your Personal Data to:
• deliver our Services effectively;
• carry out our obligations arising from any contracts entered into between you and us;
• allow you to participate in interactive features of our Services, when you choose to do so;
• notify you about changes to our Services;
• provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
• enforce our legal rights; and
• comply with applicable legal requirements, industry standards and our policies.
We may also share your Personal Data with our Clients for the purpose of securing you an Engagement with one of our Clients (see the section titled ‘Who may access your personal data?’ below).

 

SPECIAL CATEGORY PERSONAL DATA

 

Certain Personal Data we collect is treated as a special category to which additional protections apply under the Data Protection Laws. Personal Data we may collect about you that is treated as a special category are Personal Data revealing your:

 

  • Health and/or any disability related information;
    • Racial or ethnic origin;
    • Political opinions; or
    • Religious beliefs.

Where we process special category Personal Data, we will also ensure we are permitted to do so under the Data Protection Laws, for example:

  • We have your explicit consent;
    • The processing is necessary to protect your (or someone else’s) vital interests where you are physically or legally incapable of giving consent; or
    • The processing is necessary to establish, exercise or defend legal claims.

 

WHO MAY ACCESS YOUR PERSONAL DATA?

 

Clients may have access to and use your Personal Data and Special Category Data in order to cast you for a particular role. We may pass on some or all of your Personal Data and Special Category Data to our Clients for the purposes of providing our Services and so that our Clients may cast you.

When you consent to being introduced to one of our Clients for the purpose of you potentially working with them we will provide that Client with your name and contact details so that they may communicate with you directly. You are likely to be required to enter into a separate contract of employment with our Clients and so they will need this information to communicate with you regarding that

arrangement. Please note that, should we introduce you to one of our Clients, their processing of your Personal Data and Special Category Data will be processed in accordance with their privacy notice, not this Privacy Policy.

 

We will never sell or share any of your details or Personal Data and Special Category Data with any third party organisation for marketing purposes. The Personal Data and Special Category Data that you provide to us is used for the sole purpose of casting you for work and shared only with our Clients for that purpose. We have agreements in place to make sure that these companies follow all of the Data Protection Laws.

 

WHERE YOUR PERSONAL DATA IS HELD

 

Personal Data and Special Category Data may be held securely on a password protected physical hard drive of the IT equipment that we may provide to our staff and employees from time to time.

 

HOW LONG YOUR PERSONAL DATA WILL BE KEPT

 

We will not keep your Personal Data and Special Category Data for longer than we need it for the purpose for which it is used. For example, when we collect your Personal Data to provide to our Clients to cast you for an Engagement:

 

  • If you tell us that you are not interested in being considered for any Engagement we will immediately delete or anonymise your Personal Data;
    • If you tell us that you are interested in a certain Engagement but our Client does not select you as a Candidate for that Engagement, we will either i) delete or anonymise your Personal Data immediately if you tell us that you are not interested in being considered for any other Engagement; or ii) delete or anonymise your Personal Data immediately upon completion of our Services; or
    • If you tell us that you are interested in a certain Engagement and our Client selects you as a Candidate for that Engagement we will delete or anonymise your Personal Data immediately upon completion of our Services.

You are able to request that we delete or anonymise your Personal Data before this time (please see the section titled Your Rights below).

Transferring your Personal Data out of the UK and EEA

The data protection laws in other countries will differ to the Data Protection Laws in the UK, some of which may provide lower levels of protection of privacy.

We may transfer your Personal Data to third parties outside the UK and the European Economic Area (“EEA”) if, for example, one of our Clients is registered or has representatives in a country outside the UK and the EEA and we share your Personal Data with them so that they may consider casting you for an Engagement. By agreeing to your inclusion in any of our Services you consent to this transfer.

If you would like further information about data transferred outside of the UK and/or the EEA, please contact us at hello@trilogycasting.com.

 

KEEPING YOUR PERSONAL DATA SECURE

 

We have appropriate security measures to prevent personal data and Special Category Data from being accidentally lost, or used or accessed unlawfully. We limit access to your Personal Data to those who have a genuine business need to access it. Those processing your Personal Data and Special Category Data will do so only in an authorised manner and are subject to a duty of confidentiality.

 

Your Personal Data and Special Category Data will be stored in a password protected database which is saved on and accessible only via a password protected physical hard drive of the IT equipment that we may provide to our staff and employees from time to time.

 

YOUR RIGHTS

 

You have the following rights, which you can exercise free of charge:

Access The right to be provided with a copy of your Personal Data

Rectification The right to require us to correct any mistakes in your Personal Data
Erasure (also known as the right to be forgotten) The right to require us to delete your Personal Data in certain situations
Restriction of processing The right to require us to restrict processing of your Personal Data in certain circumstances, for example if you contest the accuracy of the data
Data portability The right to receive the Personal Data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations

 

TO OBJECT THE RIGHT TO OBJECT:

 

  • at any time to your Personal Data being processed for direct marketing (including profiling);
    • in certain other situations to our continued processing of your Personal Data, eg processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims

Not to be subject to automated individual decision making The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
The right to withdraw consents If you have provided us with a consent to use your Personal Data you have a right to withdraw that consent easily at any time. You may withdraw consents by contacting us at hello@trilogycasting.com. Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn

 

For more information on each of these rights, including the circumstances in which they apply, please contact us at hello@trilogycasting.com.

If you would like to exercise any of these rights please contact us at hello@trilogycasting.com and:

  • Provide enough information to identify yourself, for example your full name and address or contact information you have previously provided to us; and
    • Let us know what right you want to exercise and the information to which your request relates.

 

Please note that should you exercise your rights in such a way that we can no longer provide our Services in relation to you, we will not be able to consider you for any of our Services.

 

COMPLAINTS

 

Please contact us if you have any queries or concerns about our use of your Personal Data at hello@trilogycasting.com. We hope we will be able to resolve any issues you may have.

You also have the right to lodge a complaint with the Information Commissioner in the UK or a relevant data protection supervisory authority in the EEA state of your habitual residence, place of work or of an alleged infringement of data protection laws in the EEA.

 

The UK’s Information Commissioner may be contacted using the details at https://ico.org.uk/make-a-complaint or by telephone: 0303 123 1113.
For a list of EEA data protection supervisory authorities and their contact details see here.

 

CHANGES TO THIS PRIVACY POLICY

 

We may change this privacy policy at any time. Where we make significant changes, for instance where we use your personal data for materially different purposes, we will email you to let you know.