This Privacy Notice describes how we collect, store, transfer and use personal data when you interact with us and tells you about your privacy rights and how the law protects you. 

We are THAT’S WHAT THEY SAID LTD of 85 Coleridge Street, Hove BN3 5AA. THAT’S WHAT THEY SAID LTD is a "data controller". This means that we are responsible for deciding how we hold and use personal data about you. We are required under the General Data Protection Regulation 2016 (the “GDPR”) to notify you of the information contained in this Privacy Notice.

THAT’S WHAT THEY SAID LTD respects your privacy and is committed to protecting your personal data. (collectively referred to as “That’s What They Said”, “we”, “us” or “our” in this privacy notice).

We use your data to provide and improve the service. By using the service, you agree to the collection and use of information in accordance with this policy.

1. What kinds of personal data about you do we process? 

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, maiden name, last name, image, marital status, title, date of birth, gender, nationality, citizenship status and copy of passport.

• Contact Data includes postal address, email address and telephone numbers.

• Work related Data includes career history, 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

• Financial Data includes National Insurance, VAT and bank account details.

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

• Special Categories of Personal Data 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 and criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with voiceover work). In this case, we may have to cancel a job you have with us but we will notify you if this is the case at the time.

2. What is the source of 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: 

• Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms (e.g. our new artist form) or by corresponding with us by post, phone, email or otherwise

• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

• Third parties or publicly available sources. We may receive personal data about you from third parties and public sources such IMDB, Wikipedia, LinkedIn, Spotlight.

3. How will we use your personal data and what are our legal grounds for processing your personal data? 

We use your personal data primarily for the purpose of acting for you as your agent.  The situations in which we may use your personal data are set out below along with the legal grounds we will rely upon to process your data.  Some of the legal grounds for processing will overlap and there may be several grounds which justify our use of your personal data.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• Where we need to perform the contract we are about to enter into or have entered into with you.

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.  In this case, we make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.  We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

• Where we need to comply with a legal obligation that we are subject to.

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.

Please note that we may process your personal data without your knowledge or consent, where this is required or permitted by law.

4. How we use particularly sensitive personal data about you and what are our legal grounds for processing this type of personal data

Special categories of particularly sensitive personal data and personal data relating to criminal convictions and offences require higher levels of protection. We need to have a further legal ground for collecting, storing and using this type of personal data. We may process special categories of personal data in the following circumstances:

• With your explicit consent

To collect, hold and disclose data concerning your health to third parties e.g. where disclosure of your health records or a medical examination is a condition of your engagement on a project

To hold and disclose any criminal records information relating to you (including alleged offences) e.g. where disclosure of such information to a third party is a condition of your engagement on a project.

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

• Processing is necessary to protect your vital interests or those of another natural person

To collect, hold and disclose data concerning your health to third parties e.g. where disclosure of your health records is necessary for a medical emergency.

• The personal data we wish to process has manifestly been made public by you
  

• Processing is necessary for the establishment, exercise or defence of legal claims or whenever Courts are acting in their judicial capacity

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing.

We may use your Contact Data to send you information about our services (for example in the form of newsletters) which may be relevant to you and you have not opted out of receiving that marketing.

We will not share your personal data with any third party for marketing purposes.

Opting out

You can ask us to stop sending you marketing messages or newsletters by contacting us at any time at paige@thatswhattheysaid.co.uk

Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of services provided by us to you.

5. When do we share your personal data with other organisations or individuals?

We may share your personal data with the following third parties:

• agencies and broadcasters wishing to engage voiceover talent;

• those who provide a service to us (such as our IT providers);

• our professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services;

• HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.

We may also share your personal data with third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

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

If you fail to provide certain information when requested, we may not be able to perform the agency client agreement 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). 

7. What should you do if your personal data changes?

You should tell us, so we can update our records.  It is important that the personal data we hold about you is accurate and current.  Please keep us informed if your personal data changes during your client relationship with us.

8. How do we keep your data secure?

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

9. For how long do we retain your personal data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of the agency client agreement and satisfying any legal, accounting, or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Once you are no longer a client of the agency we will retain your personal data in accordance with applicable laws and regulations.

10. Rights of Access, Correction, Erasure, and Restriction

Under certain circumstances, you have rights under data protection laws in relation to your personal data.  You have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

If you want us to establish the data’s accuracy.

Where our use of the data is unlawful but you do not want us to erase it.

Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.

You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

• Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us at paige@thatswhattheysaid.co.uk

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes to this Privacy Notice 

We reserve the right to update this Privacy Notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data. 

QUESTIONS ABOUT OUR PRIVACY PRACTICES OR THIS PRIVACY POLICY

If you have any questions about this privacy notice or our privacy practices, please contact us at paige@thatswhattheysaid.co.uk 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.