Registered Company Address of Woodholme, Lower Way, Rugeley, Staffs. WS151QG
RJ Management is required by new legislation and laws to be compliant with GDPR, with effect of new law and legislation on data protection and privacy for individuals which is effective from 25th May 2018. The general Data Protection Regulations is a legal framework which sets guidelines for the collection and processing of personal information of individuals within the European union.
This policy exists to ensure that RJ Management complies with GDPR and follows good practise, is open about how we collect, store and process individuals data & how we protect the rights of applications, visitors, employees, models, actors, clients and to protect our agency from risks of any data breach.
Information RJ Management collects
RJ Management will collect, process, & retain the personal information supplied from you, and any electronic devices which you may use, when you use our website, submit an online application, use our services or accept an offer of representation & share personal profile information with us. RJ Management will take steps to ensure that any of the personal information which we collect is accurate & up to date.
Whether or not you accept any offer of representation through RJ Management, we will collect the personal information you have given us when you send an application through the website and/or send an application through Facebook.
The personal information we may collect from individuals such as (but not limited to) clients, models/actors, applications, employees and freelancers includes:
Any identifying information you provide to us, such as, your name, company name and address, job title, addresses, date of birth, telephone numbers, email addresses, home address, images and videos, such as show reels or evidence of work, such as YouTube links.
Demographic information such as, interest, skills, work experience and preferences.
Financial and billing information. For example, credit card/bank account numbers or PayPal details you provide us, in connection with a transaction made through RJ Management.
Information that you may provide us by submitting a web form, updating or adding information to your personal profile or when you otherwise correspond with us regarding representation or/and our Services.
Other information relevant to your enquiry or to enable us to promote an individual for work or to assist in accessing your application to the agency, and other information which enables us to fulfil our contract or terms and conditions.
Additional information we are required or authorized by applicable national laws to collect and process in order to authenticate or identify you or to verify the information we have collected. This includes, but may not be limited to, Passport number or passport copies, National Insurance number, Date of Birth and other information provided in documents such as Birth Certificate and DBS/disclosure Scotland certification.
RJ Management lawful reasons for processing data & information
During business to business contracts and client enquiries, the agencies lawful reason for processing your personal information will, in most cases, be in the first instance the ‘legitimate interest’. Under this we are able to process your information when we feel we have a legitimate and genuine business reason to do so. As long as we are not harming any of your interest and rights.
Once you enter any form of contract with RJ Management our lawful reason becomes a ‘Contractual Obligation’. Which also covers any reasonable steps taken at a client’s request before a contract is entered into with RJ Management.
During business to customer clients and contracts, such as actors, models or employees or lawful reason is in most cases a ‘Contractual Obligation’ to enable us to fulfil our obligations under any employment contract or terms and conditions and supply you with any services requested by you.
How we use the information we collect
In using and accessing the information and services provided by RJ Management, clients agree that RJ Management may use your personal information to understand your needs and to assist us in maintaining and improving the services offered to you. To promote and market our company and any RJ Management product or/and services & for any other reasonable use by us. To provide ongoing excellent customer service and maintain internal record keeping which can include accounting purposes. To allow us to contact you by phone or email in relation to any client enquiry.
Models and Actors information is required to enable us to keep your profile and website information up to date and correct for clients and to fulfil our contract terms and conditions.
The information we collect may be used for numerous purposes including, but not limited to, the following:
· Internal record keeping for a minimum of 6 years
· To create and maintain your personal profile with RJ Management, casting networks, spotlight and your casting cards
· We may use any of the information to improve our products and services we provide
· To allow independent auditors to verify Website usage statistics.
· To e-mail you with any information relating to your application and/or representation, and any other RJ Management products, services or other associated services
In order for RJ Management to be in compliance with current government licensing legislation, which pertains to children in employment, RJ Management will share personal information with relevant parties to meet our regulatory, contractual and legal obligations.
RJ Management also reserve the right to disclose any/all individually identifiable information to third parties when a complaint arises, concerning your information on our web site and in publications.
RJ Management will undertake steps to ensure that any personally identifiable information collected is secure. We have tight security procedures to help us safeguard and secure the information we collect online. Meaning occasionally, we may need to ask you for proof of identity, before we disclose personal information to you.
RJ Management will retain personal information from current & archived records to enable us to comply with government laws, prevent fraud, collect any fees owed, resolve disputes, troubleshoot problems, assist with any investigation, enforce our Terms and Conditions and take other actions permitted or required by applicable governing laws.
RJ Management is committed to ensuring that all your information is secure. In order for us to prevent unauthorised access or disclosure.
Your rights with RJ Management include the following:
· To be informed about how we process, collect and store your personal data and the right of access
· To have your personal data corrected at any time if it is inaccurate or incomplete
· Right to erasure
· Rights to restrict processing and data portability
· Right to object and a right to not be subjected at any time to automated decision making, including profiling.
We are required to keep information you provide to us such as documents, contracts, photos etc for a minimum of 6 years by current law legislation. After this time, we will determine this on a case by case basis, based on the individual circumstances and will only keep data we feel is necessary to fulfil our contractual obligations.
Cookies are small information files that your web browser places on the hard drive of your computer when you visit a web site. It is important to note that Cookies will not and cannot damage user files and they cannot read information from a user’s hard drive either. RJ Management does not store any personal information into cookies.
Controlling your personal information
You may request details of any personal information we hold about you under the data protection act 1998. We will not sell, distribute or lease any of your personal details to any other 3rd party organisation unless we have your consent or are required to do so by law.
By continuing use of our website, or submitting an online application, using our services or accepting an offer of representation and sharing any personal profile information with RJ Management, we will assume that you have read this policy carefully and that you understand and agree with its content.
Person responsible for GDPR
Woodholme, Lower Way, Rugeley, Staffs, WS151QG.