Privacy policy

Briz Kidz Casting takes your privacy very seriously and it’s important that you to feel safe and confident with using the Agency. To help you understand how your information is processed, here is how we collect, store, process and use your data.

What is our purpose and legal basis for processing?
We collect and process personal information and data to provide the services of an agent under the legal basis of Legitimate Interest (Article 6 (1)(f) GDPR).  We also collect some Special Category Data under Article 9 (b) GDPR.

How do we collect your information?
All information is collected directly from you. This is either through the online registration form prior to our Registration Days, or as a direct registration via email. This usually applies to applications for children under 2yrs old.

We use Google Docs to collect registration details. All data is limited to Briz Kidz personnel and is security protected. All information is deleted within 3 months of the registration day, in line with our Data Retention and Retention Policy.

Direct Registration forms are emailed and returned digitally, although there are times when these are returned by post at parental discretion. Once the information is transferred digitally, all paper copies are deleted, in line with our Data Retention and Retention Policy.

What information do we collect and why?
At the point of registering with Briz Kidz Casting, we ask for specific information needed to create your child’s profile and account. This includes:

The full address of the child including postcode. This is so we can ascertain their council for child performance licence applications, which is required for any work we offer.  
The child’s age and physical attributes including, hair and eye colouring and measurements. Productions can send us very specific casting requirements and all basic requests include age, eye and hair colour.
Photos of the child. The first stage of any casting is based on the child’s profile and their image/look.  It is, therefore, essential that we have up-to-date photos.
Hobbies and interests and any relevant qualifications or training they may have achieved (LAMDA, Ballet exams, Judo Belts etc.). There are times when productions look for children who have special skills for the scene. This can be anything from riding a bike, horse or skateboard to being able to swim, play an instrument or being comfortable around animals. We will always inform you at the start of the casting process if there are any special aspects within the scene or overall storyline.
A copy of the child’s birth certificate is needed as part of the Child Performance Licence Application process. Every child must be licensed to perform with any production. The licence process can take 21 days and therefore, it is really important that we have everything ready for the application.
Parent/legal guardian contact details (mobile and telephone numbers and email address) so we can contact you with casting information. We never approach the child directly.
Bank details. We will ask for the account details of your nominated account for payment of fees. This includes bank name, account name, sort code and account number. This is only required after successful bookings and once we have received payments.

We also collect special category information, including:

Child’s ethnicity. This is required for all casting opportunities as this always forms part of the casting brief.
Medical information including any allergies or conditions the child may have. It is important for us to know any medical conditions, allergies or limitations that the child may have to allow us to cater for their needs at the casting stage. This will not affect casting opportunities, except in certain circumstances and on an individual basis. Please feel free to discuss any concerns with us

How will your data be stored?
Once we have collected your information, we will then process your account with us. This includes creating a profile for your child. All digital copies will be securely stored in line with GDPR requirements. You will also have access to your child’s profile and online folder.

How long will it be stored?
Once your information has been collected and your account fully processed and completed, we will keep your details on file until your contract with Briz Kidz Casting Ltd has ended (either by written notice or once your child turns 17 year old).

For those who have not completed the registration process, all personal details will be securely destroyed within 2 weeks of the Registration Day and you will need to re-register at the next event.

All information collected on Google Docs will be destroyed within 3 months of the Registration Day.

Please ask to see our Data Retention and Disposal Policy for more specific information

Who will it be shared with?
When we are contacted by casting directors or productions, we will send out the profiles of the children that meet their brief. Your child’s profile contains only basic information needed for casting purposes. This includes measurements, ethnicity, hobbies/skills, talents and their first name only.

Once your child has been cast, we need to share your information with production companies and the Local Authority (LA) to process the performance licence application. All children must be licensed and, in order to apply for a licence, your details will be required. Please note that all information is sent securely and treated with the utmost confidentiality by both the production company and the LAs and are not shared outside of their departments.

We will also share specific information with our chaperones, including the name and age of the child, parental contact details and medical information, to ensure the best and appropriate care is taken of your child whilst in our care

We do not share your personal details without your permission or knowledge.

We also share the headshots of the children who have been out working for Briz Kidz Casting. We share these on our social media sites and through our Newsletter at the end of each month. This is a collage of all the children’s headshots only. We do not share any identifying information (such as their names, school or age). If you would prefer we didn’t share your child’s headshot in this way, please let us know. This will not affect any casting opportunities.

How will we contact you?
In the first instance, once we have processed your registration, we will send you a link to your online folder, which contains copies of your registration pack. Along with login details to your child’s profile. All links are security protected.

After this, we will only call or email a parent/guardian when we have a casting opportunity or with availability or skills checks for your child.  We only deal directly with the parent/guardian; we will never contact a child for casting information.

We also have a regular newsletter, which you are invited to subscribe to at the registration day.

What third party platforms do you use?
We use third party platforms to facilitate our communication with you.  All platforms have strict data protection policies that fall in line with GDPR and Briz Kidz’ dedication in looking after the sensitive data we collect and aid us in keeping in touch with our clients.

Google Docs: We use Google Docs to collect registration details. This information is kept secure and deleted within 3 months of the Registration Day.

Mailchimp: This is used to create newsletters and information on casting opportunities. It is also used to collect basic contact details of new clients to send Registration Day information. Minimal data is stored on this site and you can unsubscribe from this list at any point.

Hootsuite: we also use Hootsuite to help with social media. If you send us a message through one of our pages (Facebook or Twitter) it will be stored on Hootsuite for 3months; however, it is not shared with other organisations.

Sync: We store your digital files on a cloud storage platform, which has a high safeguarding and data protection infrastructure, a zero knowledge policy and is compliant with global data protection policies. Its servers are located in Canada, which the European Commission has a finding of adequacy, and considers them to have appropriate data protection safeguards in place, keeping your personal information safe and protected.

What are your rights?
As we are processing your personal data for our legitimate business interests, you have the right, under GDPR to the following:

Right of access (Art. 15 GDPR):
You have the right to ask us for copies of your personal information.

Right to rectification (Art. 16 GDPR):
You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Right to erasure (Art. 17 GDPR):
You have the right to ask us to erase your personal information in certain circumstances..

Right to restriction of processing (Art. 18 GDPR):
You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Right to object (Art. 21 GDPR):
You have the the right to object to the processing of your personal information in certain circumstances.

Right to data portability (Art. 20 GDPR):
You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
 
Please contact us at info@brizkidzcasting.co.uk or call 0333 320 8841 if you wish to make a request.

Briz Kidz is registered with the information commissioner’s office (ICO) and proud to be part of the Your Data Matters campaign. To find out more about your rights, please visit the ICO website.