HG MANAGEMENT LTD Privacy Statement:
Important information about your personal data
What is this statement about?
The information within this statement is important. It tells you how we collect, store and process your personal data when you engage with us to act or potentially act, as your agent (in our capacity as an employment agency) and to look for and secure suitable work for you as an artist. By engaging us to provide you with our services, you consent to the collection, storage and processing of your personal data as described in this statement. If you do not agree to this statement, please do not use our website or engage us to provide you with our services, if you have already provided personal data then your rights are detailed below.
This statement will provide detail on the personal data that we collect from you and third parties and why we collect it. It also tells you where we hold it and how we keep it secure and who we may need to share it with.
We also inform you of your rights in relation to your personal data and how to contact us and the relevant supervisory authority in the event that you have a complaint.
This statement applies to HG MANAGEMENT LTD (also trading as or referred to as HG MANAGEMENT or HGM) and also being referred to as we or us throughout this statement.
We are a controller in respect of your personal data. Your personal data may also be used by our affiliated entities and group companies within or associated to Hargenant Group Limited, including but not limited to Hargenant Global Limited (where applicable for the provision of payment services from time to time) and MayJune International Limited and Agence MayJune and Buffalo Dragon Limited in relation to work assignments (where using our affiliation to increase opportunities to look for and secure suitable work for you) and Rhubarb Plus Limited in relation to holding your data and/or processing chits or time sheets related to work assignments so, in this notice, references to us include such affiliated entities and group companies.
You can contact us at any time (by using one of the methods below) about the personal data we hold about you or to exercise any rights you may have under the General Data Protection Regulation ((EU) 2016/679) (as amended, replaced or supplemented from time to time) (GDPR). Further information on what your rights are in respect of your personal data can be found under the ‘Your rights’ section of this statement.
By email: firstname.lastname@example.org
By Telephone: 0333 320 1947
Or you can write to us at our head office, marked for the attention of HG Management Ltd, at:
Ground Floor, Building 6,
Warner Bros Studios
Leavesden Park, Leavesden
We may amend this statement from time to time, so we recommend that you review this privacy statement periodically at this location www.hgmanagement.co.uk to keep informed of how we use your personal data. This statement was last updated on 3 November 2021.
The terms personal data, sensitive personal data, controller, processor, process, consent and data subject, each of which are used in this statement, shall have the meanings as described in the GDPR.
• We shall process your personal data fairly, lawfully, clearly and transparently.
• We shall only collect and use your personal data for lawful purposes, including those that are related to us fulfilling our obligations to you or a relevant third party (such as one of our clients),
or any legal or regulatory bodies that require us to.
• We will only use your personal data in the ways set out in this statement and will take steps to ensure that it remains accurate and relevant at all times.
• We will only hold your personal data as long as we need to, to meet our obligations to you or a relevant third party (such as one of our clients) and to relevant legal and regulatory bodies, or
as otherwise required by law.
What personal data do we collect?
We may collect and process both personal data and in some cases sensitive personal data about you in the course of our business. Due to the nature of the services we supply and our clients’ requirements, certain decisions in relation to particular assignments and your suitability for them, will be based upon the information and materials you supply to us when you apply to the agency with your personal profile and supply updates and new material in relation to your personal profile. When engaging us to provide you with our services, you specifically acknowledge that the decision to offer you or to reject you for a particular assignment may on occasion be automated. We provide our services on the basis that you have given us explicit consent for the aforementioned activities.
Our primary goals in collecting your personal data include (without limitation) to help us:
• Process, assess and review any application you may make to us for the purposes of requesting to join our agency and in requesting for HG Management to represent you,
• Facilitate the creation of a personal profile in order to seek work assignments for you and provide you with our services and otherwise fulfil our commitment to you
• Carry out requests made in relation to our services, from you or from our clients.
• Verify your identity and right to work in the UK.
• Improve and develop our services, offer any of our extended services we feel maybe suitable for you, and
• Investigate or settle inquiries or disputes, enforce our agreements with you, comply with any
applicable law, or the requirements of a legal or regulatory body
In order to achieve these goals, the key personal data which we may process is detailed below.
• Your full name, phone numbers, email address, address of residence, name and contact details of next of kin.
• Your date of birth, gender, nationality, ethnicity and racial or ethnic origin.
• Personal and work history data held on platforms including but not limited to Spotlight, Tagmin, HG Management Ltd software and websites all for purposes related to seeking and securing work for you
• Social media account details and information presented on these accounts, such as personal websites, Twitter, Facebook, Instagram and Skype.
• Information about any disabilities you may have, medical or health information such as allergies and/or phobias you may have, information about whether or not you are a smoker or whether you have any dietary requirements.
• Information related to next of kin or details of emergency contacts
• Multiple photographs of you, including to portray distinguishing features.
• Show reels and video footage, demonstrating your talent and abilities and on occasion for supply to clients in order to obtain work for you
• Minimum and maximum playing (acting) age, weight, height and various body measurements.
• Personal appearance, build, eye, hair and skin colour, facial hair, piercings and tattoos.
• Information related to languages, voice characteristics and accents.
• Information related to your performance talents such as dancing, sports or other skills and experiences in entertainment.
• Photographic identification documents such as passport, driving license, any documentation supporting checks for right to work in the UK, immigration status and any information required by law to validate your right to work.
• Criminal records information, including the results of Disclosure and Barring Service checks and certification.
• Your National Insurance number or Personal Public Service number, union status, VAT number or any other unique reference number required.
• Your bank/building society account details and billing address (if that differs from personal address).
• Records of payments made to you, information related to your tax circumstances and/or tax payments subject to how payments are made to you, especially where payments to you are being processed by us.
• Information related to work you may have confirmed or planned and information about your availability for any work we may offer you.
• Previous jobs, titles, job descriptions, previous employers, education, training and experience, links to or documents illustrating previous work undertaken and which may display additional personal data.
• Information you may send us in relation to any enquiries or issues you may have or requests you make for further information.
• Details of your pension arrangements, and all information included in these and necessary to implement and administer them if appropriate.
• Information on grievances raised by or involving you and/or information on conduct and/or other disciplinary issues involving you.
• Details of your hours worked, time and attendance records and chits, information on vehicles owned.
• Information about your use of our IT, communication and other systems, and other monitoring information (if applicable).
• Details of your use of business-related social media, such as LinkedIn.
• Your use of public social media (only in very limited circumstances, to check specific risks for specific functions within our organization; you will be notified separately if this is to occur).
• Details in references we receive about you or that we give to others about you.
How and where do we collect personal data from?
We may collect personal data from you electronically, verbally such as over the telephone or face to face, your referees (details of whom you will have provided), your education provider, any relevant professional body, the Disclosure and Barring Service, the Home Office and other relevant third parties (including our clients).
Why do we collect your personal data and why do we process it?
The principal lawful bases for us processing your personal data are:
• Pursuing our legitimate interests or those of a third party.
• Performing a contract with you.
• Complying with legal and regulatory obligations.
We need you to provide any personal data we request from you, as without it we cannot comply with our relevant obligations to you (including providing our services to you).
Do we share your personal data?
We may need to share your personal data with other parties including employees of our affiliated entities and group companies.
We will also need to share your personal data with our clients or prospective clients in order to seek work for you and to meet our obligations to you. Our clients and prospective clients include (but are not limited to) production companies and staff of production companies, Casting directors, production accountancy practices, production HR or staff resource businesses, design houses and professional photography businesses, our external contractors and professional advisors involved in finding or managing work we find for you.
On occasion, we may also be required to share your personal data with regulators or official bodies as required to comply with the law.
The recipients of personal data which we share, will be bound by confidentiality obligations and will be responsible for ensuring that they comply with all obligations (including any requirement to obtain additional consents from you) under applicable data protection laws in connection therewith.
We do not share your personal information where it is not relevant and/or lawful to do so. Save as described in this statement, we do not use your personal data to perform any large-scale monitoring or profiling activities and we do not use your contact details for external marketing purposes.
Where will your personal data be held?
Your personal data will be held at our offices and may also be held by those other third party organizations described above. Information may be transferred to other EU countries for the reasons described in this statement. We have security measures in place to seek to ensure that there is appropriate security for personal data we hold. Information will be held in physical and electronic form, including within internal systems and software for the purposes of communication, seeking and securing work assignments and making payments to you.
How long do we hold and process your personal data for?
We only hold personal data for as long as is necessary for the purposes for which the personal data is processed.
In general, how long we keep your personal data will be dependent on how long you engage us to act on your behalf and seek work opportunities for you.
If you are unsuccessful in your application to join us or to be represented by us, we shall not hold any data that can be attributed to you for more than 30 days if you do not pass the first stage of the assessment process and not more than 6 months where your application progresses past the first stage of the assessment, but that does not result in us representing you. Any future applications from you will likely require resubmission of your personal information as required by our applications process at such time.
Where we have made payment to you for work you have undertaken for one or more of our clients, we shall continue to hold your relevant personal data for a further six years after the end of the tax year in which we may have made payment to you (or such other relevant period as may be necessary) to allow us to comply with laws and regulations that govern employment, payment of taxes and business financial record-keeping.
Under the GDPR, you have the right to, amongst other things:
• request access to the personal data we hold about you and to certain supplementary information which this statement is designed to address.
• request that we rectify any inaccurate or incorrect personal data we may hold about you; you will be responsible for informing us about changes in your personal profile data to ensure it is
kept accurate and up to date, we shall assist with any request you have to update information we hold that you may not have access to.
• object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you.
• in certain circumstances, object to us processing your personal data.
• in certain circumstances, request that we restrict the processing of your personal data.
• in certain circumstances, request that we erase your personal data.
• withdraw your consent (only if we rely on this for any processing activities); and
• in certain circumstances, data portability, requiring us to transfer personal data in the manner prescribed by the GDPR.
You can make a request any time using any of the contact details and methods listed at the beginning of this statement. We may need to contact you to verify your request as part of any such request.
It is important that we always hold accurate and up to date personal data about you, so please contact us to keep us up to date if there are any changes we need to make to your personal data, that you are unable to access or amend yourself.
Please note that some of the rights referred to in this section may be limited where we have an overriding interest or legal obligation to continue to process the data or where data may otherwise be exempt from disclosure.
For further information on each of those rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner’s Office on individuals’ rights under the GDPR.
Keeping your personal data secure
We have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorized way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How to complain
We hope that we can resolve any query or concern you may raise about our use of your personal data.
The GDPR also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/ or telephone 0303 123 1113.