We value your privacy at Act Scotland

This privacy policy (“policy”) will help you understand how Act Scotland Ltd also trading as The ACTS Collective (“ACTS” “us”, “we”, “our”) uses and protects the data you provide to us when you use our services, are a client of The ACTS Collective and visit https://www.act-scotland.co.uk  (“website”, “service”). We reserve the right to change this policy at any given time, of which you will be promptly updated. If you want to make sure that you are up to date with the latest changes, we advise you to frequently always visit the privacy policy available on our website.

What user data we collect.

When you visit the website, we may collect the following data:

• Your IP address.
• Your contact information and email address.
• Other information such as interests and preferences.
• Data profile regarding your online behaviour on our website.

When you enrol in ACT Scotland classes or The ACTS collective, we may collect & use the following personal data:

• Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses
• Date of birth, gender and/or age, your nationality and/or citizenship status

• Next of kin and emergency contact information
• Bank account details and tax status information
• Copies of passport
• Photographs
• Your diary/calendar
• Agency client engagement information (including copies of right to work documentation, references, samples of work and submissions (in any form including tapes, images and documents), and information included in a CV or cover letter or as part of the client application process).
• Child’s employment history as a performer
• Publications
• Filmography
• Credits
• Manuscripts
• Contracts
• Payment and fee details including any interest in and connection with any intermediary through which your services are supplied and royalty payments
• Merchandising, commercial tie-up rights, advertising, intellectual property rights and other information relating to exploitation of your rights
• Details of contractual negotiations conducted on your behalf with third parties
• Details of the projects/engagements you are or have been involved in
• Disputes, disciplinary and grievance information relating to projects/employment/work you are or have been involved in with third parties
• Health information including mental health
• Details of your assets and beneficiaries.
• Casting information such as headshots, body measurements, and skin, hair and eye colour.
• Information about criminal convictions or offences

Some of the personal data above may also fall within “special categories” of more sensitive personal data such as:

• Information about your race or ethnicity, religious beliefs, sexual orientation and political opinions
• Trade union membership
• Information about your health, including any medical condition, health and sickness records
• Genetic information and biometric data
• Information about criminal convictions or offences

Your special category data will never be shared by ACTS.

Sourcing your personal data.

Most of the personal data we collect, store and use about you will be provided by you (or third parties authorised by you) as follows:

• As part of and during the agency client engagement process prior to you engaging us as your agents (e.g. submissions, CVs and references); and

• As part of the agency client relationship to enable us to fulfil our contractual obligations to you under our agency Terms of Business.

We may also use and store personal data about you from:

• Information generated about you in fulfilling our contractual obligations under the agency Terms of Business; and

• Information about you that is available from public sources (e.g. IMDB, Wikipedia, LinkedIn, Spotlight).

Why we collect your data.

We are collecting your data for several reasons when you visit our site:

• To better understand your needs
• To improve our services and products.
• To send you promotional emails containing information we think you will find interesting.
• To contact you to fill our surveys and participate in other types of market research.
• To customise our website according to your online behaviour and personal preferences.

As a client of ACT Scotland Ltd we collect your data to perform the necessary agreed terms of Business:

• To make a decision about whether we take you on as a client
• Determining the terms of our agency Terms of Business with you
• Keeping you up to date and reporting to you
• To represent you
• To find and put you forward for new projects and engagements
• To create an artist/performer profile on our casting database to enable us to assess your suitability for new roles and projects and so that we can easily forward your profile onto third parties such as casting directors and producers and transfer your profile onto a third-party casting database and to find and put you forward for new roles and projects
• Negotiating the terms of your engagement on new projects with third parties including (but not limited to):

• The scope of your services
• Fees, payments and royalties
• Work benefits and expenses
• Working hours, dates of the engagement, place of work and your work environment
• Restrictive covenants
• Disputes
• Publicity
• Managing your affairs and servicing contracts

• To negotiate your intellectual property rights, licence fees and royalty payments
• To collect and receive payments on your behalf, to undertake invoicing, to collect and pay VAT and to deduct our commissions
• Making arrangements for the termination of any agency client relationship

1. b) The processing of your personal data is necessary for our legitimate interests of running an agency business:

• Business management and planning
• Dealing with legal disputes involving you and/or our employees
• Equal opportunities monitoring
• Updating client records
• To monitor and keep records of our communications with you and our staff

1. c) To comply with our legal obligations

• Accounting and auditing of our business
• To comply with any obligations under employment law and/or under the Employment Agency Standards

1. d) Consent 

• For some direct marketing

Change of purpose

We will only use your personal data for those situations listed above, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

When do we share your personal data?

For Clients of The ACTS Collective, we may have to share your personal data with third parties, including third-party service providers.  We require such third parties to respect the security of your data and to treat it in accordance with data protection legislation. A situation where we will often provide your personal data to third parties is where it is necessary for the performance of the agency Terms of Business with you such as where we put you forward for new projects or where certain categories of your personal data are required by a third party in respect of a project you have been engaged on. To enable us to assess your suitability for new roles and projects and so that we can easily forward your profile onto third parties such as casting directors and producers we will create an artist/performer profile on our casting database.  Our casting database is hosted/provided by TAGMIN. You can view their privacy policy on their website. We will not share or use your personal data in a way you would not expect under the agency Terms of Business.

Safeguarding and securing the data.

Act Scotland is committed to securing your data and keeping it confidential. Act Scotland has done all in its power to prevent data theft, unauthorised access, and disclosure by implementing the latest technologies and software, which help us safeguard all the information we collect online.

What if you don’t want to share your personal data with us? 

As a client of ACT Scotland Ltd you fail to provide certain information when requested, we may not be able to perform the agency Terms of Business we have entered into with you or we may be prevented from complying with our legal obligations to you (such as paying you or putting you forward for new projects).

Retaining your information

We will only retain your personal data for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of the agency Terms of Business and satisfying any legal, accounting, or reporting requirements.

Our cookie policy.

Once you agree to allow our website to use cookies, you also agree to use the data it collects regarding your online behaviour (analyse web traffic, web pages you spend the most time on, and websites you visit). The data we collect by using cookies is used to customise our website to your needs. Furthermore, after we use the data for statistical analysis, the data is completely removed from our systems. Please note that cookies don’t allow us to gain control of your computer in any way. They are strictly used to monitor which pages you find useful and which you do not so that we can provide a better experience for you. If you want to disable cookies, you can do it by accessing the settings of your internet browser. (Provide links for cookie settings for major internet browsers).

Links to other websites.

Our website contains links that lead to other websites. If you click on these links Act Scotland is not held responsible for your data and privacy protection. Visiting those websites is not governed by this privacy policy agreement. Make sure to read the privacy policy documentation of the website you go to from our website.

Restricting the use of your personal data.

At some point, you might wish to restrict the use and collection of your personal data. You can achieve this by doing the following: When you are filling the forms on the website, make sure to check if there is a box which you can leave unchecked if you don’t want to disclose your personal information. Furthermore, if you have already agreed to share your information with us, feel free to contact us via email and we will be more than happy to change this for you. Act Scotland will not lease, sell or distribute your personal information to any third parties unless we have your permission. We might do so if the law forces us. Your personal information will be used when we need to send you promotional materials if you agree to this privacy policy. If you are a client of The ACTS Collective, you should make us aware via writing that you would like to withdraw your consent.

Software.

We use Clarity by Microsoft in order to better understand our users’ needs and to optimise this service and experience. Clarity is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Clarity uses cookies and other technologies to collect data on our users’ behaviour and their devices. This includes a device’s IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. Clarity stores this information on our behalf in a pseudonymised user profile. Clarity is contractually forbidden to sell any of the data collected on our behalf. For further details, please see Clarity and Microsoft privacy policy.

Contact Us.

For any privacy-related or cookie queries please contact us using our contact page or email us at info@act-scotland.co.uk. A copy of this Privacy Policy is always available at the bottom of our website.