BARBARA SPEAKE AGENCY

Privacy Policy

Barbara Speake Agency
124 City Road, London, EC1V 2NX

Last updated: January 2025

1. Introduction

Barbara Speake Agency (“we”, “us”, “our”) is committed to protecting the privacy and security of the personal information of our clients, talent, staff, and business partners.

This Privacy Policy explains how we collect, use, store, and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidance from the Information Commissioner’s Office (ICO).

2. Who We Are

We are a talent agency providing representation, bookings, and related services to artists, performers, and industry professionals.

  • Data Controller: Barbara Speake Agency
  • Address: 124 City Road, London, EC1V 2NX
  • ICO Registration Number: TBC
  • Contact for Data Protection: privacy@barbaraspeakeagency.co.uk

3. What Personal Data We Collect

We may collect and process the following categories of personal data:

  • Contact details: name, email, phone number, postal address
  • Identity details: date of birth, gender, nationality, right-to-work documentation, passport details (if relevant)
  • Professional details: CVs, headshots, showreels, portfolio material, references, union memberships
  • Financial information: bank details, tax information (for payment processing)
  • Emergency contacts: name and contact details of next of kin
  • Special category data (only where necessary): health information (e.g., for role suitability, access requirements, safeguarding obligations)

4. How We Collect Data

We collect personal data from:

  • You directly (via application forms, email, phone, website submissions)
  • Third parties such as casting platforms, industry databases, or previous employers (with your consent where required)
  • Publicly available sources (e.g., professional websites, showreels)

5. Why We Use Your Data (Lawful Basis)

We process personal data under the following lawful bases:

  • Contract: to provide representation, secure auditions, negotiate contracts, and manage professional opportunities.
  • Legal obligation: to comply with HMRC, employment, and safeguarding requirements.
  • Legitimate interests: to promote our clients’ careers, maintain business records, and manage client relationships.
  • Consent: for optional uses such as promotional features or where special category data (e.g., medical information) is shared.

6. How We Use Your Data

We use your personal data to:

  • Manage representation, auditions, and bookings
  • Promote talent to casting directors, producers, and employers
  • Process payments and handle invoicing
  • Comply with legal and regulatory requirements
  • Communicate with you regarding opportunities, contracts, and agency updates

7. Sharing Your Data

We may share your information with:

  • Casting directors, producers, production companies, and other potential employers
  • Professional service providers (accountants, insurers, IT providers)
  • Regulatory and government bodies (e.g., HMRC) where legally required
  • Industry unions or associations (where relevant)

We do not sell personal data to third parties.

8. International Transfers

If your data is transferred outside the UK (e.g., for overseas casting opportunities), we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) or equivalent protections.

9. Data Retention

We keep personal data only as long as necessary:

  • Client records: retained for the duration of representation and up to 6 years afterwards (for legal/accounting purposes).
  • Unsuccessful applicants: retained for up to 12 months unless consent is given for longer.
  • Financial records: retained for 6 years as required by HMRC.

10. Your Rights

Under data protection law, you have the right to:

  • Access your personal data (subject access request)
  • Correct inaccurate or incomplete data
  • Request erasure (“right to be forgotten”)
  • Restrict or object to processing
  • Data portability (receive a copy in a machine-readable format)
  • Withdraw consent at any time (where processing is based on consent)

To exercise these rights, contact us at privacy@barbaraspeakeagency.com

11. Security

We take appropriate technical and organisational measures to protect personal data, including secure storage, encrypted communications, and restricted access to sensitive information.

12. Complaints

If you have concerns about our handling of your personal data, please contact us first at privacy@barbaraspeakeagency.com

You also have the right to complain to the Information Commissioner’s Office (ICO):

  • Website: www.ico.org.uk
  • Phone: 0303 123 1113

13. Updates to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be communicated via our website or directly to clients where appropriate.