Extra People Juniors Privacy Policy
Effective Date: 1st March 2025
1. Introduction
1.1 Extra People LTD ("we," "us," or "our"), with a registered office at Sherwood House, 41 Queens Road, Farnborough, Hants, GU14 6JP, UK (registered in England and Wales under Company Number 05901254), provides this website and related services, including its children's division, Extra People Juniors. By using our Site(s) and Services, you agree to the terms below and our 'Site Terms and Conditions,' which may be updated periodically.
1.2 We are committed to protecting the privacy of all users, including Artists, Agents, and parents/guardians of child performers. This policy explains how and why we collect personal information and how we intend to use it, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Definitions
Artist: An individual registered on our Site(s) as a background artist, actor, or performer.
Hirer: Someone seeking to book an Artist through Extra People.
Content: Information, materials, and applications within our Site(s).
Services: Services provided by Extra People Ltd, which may be updated from time to time.
Site(s): The website(s) located at www.extra-people.com.
You/Your: The individual, firm, company, or organization browsing and/or using the Site(s), including parents/guardians of child performers.
3. Information We Collect
3.1 We collect personal information during registration, application processes, and use of our Site(s) and Services. This may include:
Personal Information: Name, contact details, demographic information, date of birth, appearance details, allergies, dietary requirements, skills, talents, and other information relevant to registration and casting.
Information for Children Under 16: For children under 16, we also collect parent/guardian contact information and their relationship to the child.
Technical Information: Data about your website usage, such as IP address, device identifiers, and traffic log data (using cookies), to analyze website traffic and improve our services.
Financial Information: Bank details for payment processing.
Identification Documents: Scanned passport and visa (if applicable), and a share code from gov.uk for foreign nationals, to confirm eligibility to work.
Optional Information: Basic disclosure certificate and additional photographs.
3.2 Avoid including sensitive personal data on your public profile if you wish it to remain private.
4. How We Use Your Information
4.1 We use your information to:
Provide and Improve Services: Manage registrations, provide and improve services, contact you about casting opportunities, process payments, and respond to inquiries.
Communicate with Clients: Share relevant information with clients for casting purposes, ensuring accurate and appropriate bookings.
Fulfill Legal Obligations: Comply with legal requirements, including disclosures to prevent fraud and comply with court orders.
Administer Accounts: Contact you regarding service updates, account status, or important notices.
5. Legal Basis for Processing
We process your data based on:
Contractual Obligations: To fulfill our services as requested.
Legal Obligations: To comply with the law.
Legitimate Interests: To manage our relationship with you and improve services.
Consent: Where you have provided consent, such as for marketing.
6. Data Sharing
We may share your information with:
Clients: For casting purposes.
Legal Authorities: When required by law.
Service Providers: Third-party service providers who assist us with data processing, such as Entertainment Partners for platform and payroll services. We ensure these providers comply with data protection laws as explained below:
EP Casting Portal Data Processing and Data Protection:
1.1 Entertainment Partners ("EP") processes the Artist's personal information in accordance with the applicable Data Protection Legislation and is designated as the Data Processor under such legislation.
1.2 Any requests or inquiries under the Data Protection Legislation must be sent via email to juniors@extra-people.com .
1.3 EP is committed to protecting the Artist’s privacy and handling their data in an appropriate manner. For a full understanding of EP’s practices regarding data processing via The Casting Portal, please refer to EP’s Privacy Policy at https://www.ep.com/legal/privacy-notice/.EP Casting Portal Data Security:
2.1 EP maintains a "security first" approach, employing an extensive layered security model to protect customer data.
2.2 EP operates a global security program for end-to-end protection using enterprise policies, people, and technologies.
2.3 From the perimeter to the endpoint, EP’s protections and security teams work diligently to safeguard the systems that deliver secure products and services to casting companies.
2.4 For more details on the security protections deployed by EP, please refer to their Security Features policy at https://www.ep.com/legal/security-features
7. Data Retention
We retain personal data for 6 years from the date of your removal from the agency, or longer if required by law.
8. Data Security
We implement strict security measures to protect your information, including firewalls, virus-checking procedures, and access controls. You are responsible for keeping your login details secure. While we strive to protect your data, online data transmission always carries some inherent risk.
9. Your Rights
You have the right to:
Access: Request a copy of your personal information.
Rectification: Request correction of inaccurate or incomplete information.
Erasure: Request deletion of your personal information in certain circumstances.
Restriction of Processing: Request restriction of data processing.
Data Portability: Request transfer of your personal information to another controller.
Objection: Object to data processing for marketing or other purposes.
Withdrawal of Consent: Withdraw your consent for processing based on consent.
Complaint: Lodge a complaint with the Information Commissioner's Office (ICO).
To exercise any of these rights, please contact us at expjuniors@extra-people.com .
10. Information Accuracy
While we strive for accuracy, we cannot guarantee the accuracy, validity, or completeness of information provided by you or third parties on our Site(s).
11. Data Access and Sharing
Extra People bookers use your data for casting purposes. We may share some data with production companies for casting and with our software partner, Entertainment Partners, for payment processing. We may also share data with HMRC as required by law.
12. Removing Your Data
You can remove your data by deactivating your online profile or emailing expuniors@extra-people.com . Note that some data may be retained for legal reasons.
13. Withdrawing Consent
You can withdraw consent for data processing at any time. This may affect our ability to offer you work.
14. Complaints
If you have a complaint about our data handling practices, please email expjuniors@extra-people.com or write to us at: The Directors, Extra People Ltd, Sherwood House, Queens Road, Farnborough, Hampshire, GU14 6JP.
15. Data Transfers Outside the EEA
Your personal information may be accessed by third parties outside the European Economic Area (EEA). By registering and using the Site(s), you consent to these transfers.
16. Website Analytics
We use IP addresses and cookies to analyze trends, administer the Site(s), track user movements, and gather demographic information.
17. Cookies
We use cookies to enhance your experience and provide information to website owners. For details, please see our 'Cookie Policy.'
18. Cookie Management
You can manage cookie preferences through your browser settings.
19. Marketing
With your consent, we may send you marketing communications. You can opt out at any time.
20. Other Website Links
Our Site(s) may contain links to other websites. We have no control over these websites and are not responsible for their privacy practices.
21. Changes to this Policy
This Privacy Policy is subject to regular review and may be updated at any time. Please check back for the latest version.
22. Contact Us
If you have questions about this privacy policy, please contact us at expjuniors@extra-people.com .