Privacy Policy

How we use your information

This privacy notice tells you what to expect when Mad Dog Casting Limited (Mad Dog 2020) collects personal information. It applies to information we collect about:

• visitors to our websites;
• people who register as a Support Artist
• complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
• people who use our services, e.g. who subscribe to our newsletter or request a publication or enquire about our services;
• people who notify under the Data Protection Act; and
• job applicants and our current and former employees.

This Privacy Policy relates to our online services available via our website at http://www.maddog2020casting.com (Website), our mobile applications Mad Dog 2020 Castr (Castr App) and Mad Dog 2020 Extras (Extras App) and any of our other online or mobile products, content and services from time to time (collectively, the Service).

This privacy policy addresses information provided to Mad Dog 2020. In the event that Mad Dog 2020 engages with a third-party service provider, to whom we may pass your personal information or to whom you may be expected to provide your personal information, your information will be handled by that third-party service provider as if it were being handled by Mad Dog 2020. This may include but not be limited to external training organizations, external auditing organizations, external certification organizations, external personnel benefits advisers and statutory authorities i.e. HSE. Exceptions to this arrangement are specifically stated within this privacy policy.

Please also read our Terms of Use, which govern your use of the Service.

By using the Service, you consent to the collection, storage and use of your personal information as described below. If you do not agree to this Privacy Policy, please do not use the Service and (where applicable) please uninstall the relevant application.

DATA PROTECTION COMPLIANCE

The Service is controlled by us from our offices in the United Kingdom (UK). Personal information collected from the Service is processed in accordance with the Data Protection Act 2018 (the Act) and the General Data Protection Regulation (GDPR), which regulates the processing of personal data in the UK. We are registered as a data controller in accordance with the Act (registration number Z9166917) and we comply with UK and GDPR data protection and privacy laws.

If you choose to use the Service from outside the UK, you do so at your own risk, with the understanding that personal information collected from the Service may be collected, stored and used in a country whose privacy laws may be different and less protective than those of your home country.

THE INFORMATION WE COLLECT FROM YOU AS A SUPPORTING ARTIST

When you use the Service (in particular when you register as an artist via the Website or the Extras App), you may be asked to provide personal information that identifies you personally (including personal data and sensitive personal data, as defined in the Act). This may include photographs of you, your full name, gender, date of birth, national insurance number, email address, postal address, telephone number, car information, union status, stage name, bank account details, a copy of your passport or work visa, body measurements, information about your hair, tattoos and piercings, ethnic origin, ethnic look, languages spoken and diary availability. We may also require you to undertake a DBS check where you are an artist potentially attending on a set at which under 18s may be present and to provide details of your DBS check status to us.

From time to time, you may be asked to submit particular items of personal information in order to receive or use certain parts of the Service or for the purposes further described in this Privacy Policy. By entering your details in the fields requested, you enable us to provide you with the products, content or services you select. If you do not provide us with the personal information requested, some parts of the Service may not be available to you.

Whenever you provide such personal information (whether directly to us or to others collecting it on our behalf) or when we receive it with your permission from third parties (such as social network operators), we will protect that information in accordance with this Privacy Policy.

We may also collect certain anonymous usage data, such as pages visited, and features used within the Service. This information does not identify you personally and generally is not aggregated with your personal information. If it is aggregated with personal information in a way that makes you personally identifiable, we will protect the aggregated information as personal information under this Privacy Policy. We generally use such usage data to improve our services to you and to customise and enhance your experience of the Service.

HOW WE USE PERSONAL INFORMATION

We may use personal information collected from the Service to enable your efficient use of the Service, as well as for marketing, promotions, research, analysis, product service and development related to the Service and our other products and services. Where permitted, we may occasionally use your personal information to contact you by telephone, email, SMS or otherwise in writing to inform you about the Service and our other products and services.

We will not use your personal information for marketing or promotional purposes without having first obtained your consent to do so. In any further marketing or promotional communications, we send to you, we will give you the opportunity to withdraw your consent to receiving such communications in the future. To do so, please follow the unsubscribe instructions on the communications you receive. If you have opted in to allow us to share your personal information with third-party providers of products, content or services that we believe may be of interest to you, and you wish to opt out of further direct communications from any such third party, please contact that third party directly.

We may also use your personal information for the purposes of:

• processing and administering your registration;
• where you are an artist, submitting your details to third parties who may wish to engage your services;
• performing any contracts concluded between you and us (including our Terms of Use), including providing you with the part(s) of the Service that you have requested, along with any support services and any related information and communications;
• running competitions and other promotional events;
• notifying you of new employment and product opportunities;
• conducting surveys as to the quality of the Service or of parts of it;
• customer service correspondence (such as notifying you of changes to our products, content or services);
  processing details of your personal interests and preferences submitted to us via the Service;
• processing details of your use of the Service; and
• any other general or special use that you may permit under any particular request for permission that we may make from to time.

We reserve the right to monitor your account and records to check any complaint or allegation of abuse, infringement of third-party rights or any other unauthorised use of the Service.

INFORMATION SECURITY

We take every reasonable precaution to protect against the loss, misuse or alteration of your personal information and to ensure that it will be processed in accordance with this Privacy Policy. Any payment transactions will be encrypted. Where we have given you (or you have chosen) an account password that enables you to access certain parts of the Service, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet, mobile networks or wireless technology is not always completely secure, nor is any method of electronic storage. Once we have received your information, we use strict procedures and security features to try to prevent unauthorised access. You acknowledge and accept, however, that others may nevertheless attempt to intercept or otherwise access the personal information you provide to us and that any transmission or storage of your information is at your own risk.

One easy and important way to protect your personal information is to keep your account password confidential and to close your browser when you are away from your device.

You can check and edit the personal information we hold about you at any time via the Service or by contacting us by email or post (details below).

WITHDRAWAL OF CONSENT/OPTING OUT

If, at any time, you wish us to stop using your personal information or to correct any factual inaccuracies, just contact us by email or post (details below). Be sure to state “CONSENT WITHDRAWAL” in the subject line and to include your full name, registered Artist ID (if any) and email address in the message. We will try to make the requested changes in our active databases as soon as reasonably practicable. Please note that residual data may be retained on back-up media or for other technical or administrative reasons, or where we are required by law to retain data for a certain period of time.

ACCESS TO YOUR INFORMATION

If you would like a copy of the personal information that we hold about you, just contact us by email or post (details below). Be sure to state “Copy personal information” in the subject line, and to include your full name, registered Artist ID (if applicable) and email address in the message. If requested, we will use reasonable efforts to supply, correct or (as appropriate) delete information about you on our files.

Children’s Online Privacy Protection

Mad Dog 2020 does not knowingly collect personal information from persons who are under 16 years of age. By agreeing to use our products or services, you represent that you are 16 years or older.

People under the age of 16 should not use the Service or provide any personal information to us through the Service. Where we become aware that a user is under the age of 16, we will promptly take steps to terminate that user’s account and delete that user’s data.

The Service is not directed to children under the age of 16 but children aged 16 or over may use the Service with the supervision of their parent or guardian, where appropriate. We encourage parents or guardians to take an active interest in their children’s use of online or mobile platforms, including the Service. Their involvement is essential to help ensure a safe and rewarding experience for their children. Parents or guardians should be aware that there are software tools available that screen objectionable content and allow you to prevent children from disclosing their personal information without your permission.

Visitors to our websites

When you browse this website, you do so anonymously, unless you have previously indicated that you wish Mad Dog 2020 to remember your personal information or login and password. We use a third-party service, Google Analytics, to collect standard Internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies

Mad Dog 2020 use cookies on our web site to enhance the experience of users and to try to show appreciation to repeat and returning users. You can read more about how we use cookies on our Cookies Policy page.

Mobile Applications

When you download and use Mad Dog 2020’s mobile applications, we automatically collect information on the type of device you use, operating system version, device status and the device identifier to provide and improve our mobile applications.

We send you push notifications from time-to-time when you elect to receive notifications. To ensure you receive proper notifications, we will need to collect certain information about your device such as operating system and customer identification information. If you no longer wish to receive notifications, you may turn them off at the device level.

We use mobile analytics software to allow us to better understand the functionality of our mobile applications installed on your phone. This software may record information such as how often you use the application, the events that occur within the application and aggregated usage. We link the information we store within the analytics software to personally identifiable information you submit within the mobile application.

TRACKING TECHNOLOGY AND IP ADDRESSES

We may collect and process certain information about your device and your use of the Service for system administration and/or to provide certain parts of the Service, including (where available) your IP address, mobile network information, hardware model, device serial number, unique device identifier, operating system and browser type, as well as details of how and when you access and use the Service. This comprises statistical data about our users’ browsing actions and patterns, and does not, in itself, identify any individual.

We may, however, link IP addresses and other unique identifiers to personal data (such as a user’s country or an Artist ID) and/or non-personal data (such as a user’s access location or usage record) in order to provide certain parts of the Service and/or to enforce our Terms of Use or other user contracts.

Newsletter

We use a third-party provider, Mailchimp, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.

Here is a link to their Privacy Notice:

https://mailchimp.com/legal/privacy/

Security and performance

Mad Dog 2020 uses a third-party service, Marmalade on Toast, to help maintain the security and performance of Mad Dog 2020 website. To deliver this service it processes the IP addresses of visitors to Mad Dog 2020 website.

People who Telephone Us

For customers who call Mad Dog 2020’s service centre to use the customer support service or service desk, we will collect and handle that information for as long as is necessary to ensure the support has been given effectively. If the caller is a registered customer, the data will be handled in accordance with our policy on handling customer data. If not, the information will be retained for 6 months from the date of the call.

When you call Mad Dog 2020 by telephone we collect Calling Line Identification (CLI) information. We use this information to help improve its efficiency and effectiveness.

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not identify any complainants unless the details have already been made public.

Service providers reporting a breach

Public electronic communications service providers are required by law to report any security breaches involving personal data to Mad Dog 2020. If we are advised of any breach that affects the data that we hold about you, we will inform you as soon as possible, and at least within 48 hours.

Job applicants, current and former Mad Dog 2020 employees

Mad Dog 2020 is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us at HR@maddog2020casting.com

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You do not have to provide what we ask for, but it might affect your application if you do not.

Application stage

We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You will also be asked to provide equal opportunities information. This is not mandatory information – if you do not provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way that can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting

Our hiring managers shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

Assessments

We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test, or we might take interview notes. This information is held by Mad Dog 2020.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

• Proof of your identity – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.
• Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies. For your convenience, this will be done at the interview.

You will be asked to complete a criminal records declaration to declare any unspent convictions.

We will provide your email address to the organization that will contact you to complete an application for a Basic or Enhanced Criminal Record check via the Disclosure and Barring Service, or Access NI, which will verify your declaration of unspent convictions.

We will contact your referees, using the details you provide in your application, directly to obtain references.

We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work. This is done through a data processor (please see below).

If we make a final offer, we will also ask you for the following:

• Bank details – to process salary payments
• Emergency contact details – so we know who to contact in case you have an emergency at work
• Membership of an existing pension scheme – so we can send you a questionnaire to determine whether you are eligible to re-join your previous scheme.

Post start date

Some roles require a higher level of security clearance – this will be clear on the advert. If this is the case, then you will be asked to submit information via the vetting process to Gov.uk. Gov.uk will be the data controller for this information.

Our Code of Conduct requires all staff to declare if they have any potential conflicts of interest, or if they are active within a political party. If you complete a declaration, the information will be held on your personnel file.

Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organization apart from us. They will hold it securely and retain it for the period we instruct.

Application System

You will provide the requested information to Gov.uk who provide the Basic DBS check service. You will be directed to Gov.uk’s website and they will hold the information you submit but Mad Dog 2020 will have access to it.

Here is a link to their Privacy Notice.

https://www.gov.uk/help/privacy-policy

HR Records

If you accept a final offer from us, some of your personnel records will be held on Bright HR Limited which is an internally used HR records system.

Here is a link to their Privacy Notice:

https://www.brighthr.com/terms

Pensions

Likewise, your details will be provided to Aviva who are the administrators of the company pension scheme, of which Mad Dog 2020 is a member organization. You will be auto-enrolled into the pension scheme and details provided to Aviva will be your name, date of birth, National Insurance number and salary. Your bank details will not be passed to Aviva at this time.

Occupational Health

Vitality Health provide our Occupational Health service. If we make you a conditional offer, we will ask that you complete a questionnaire which will help to determine if you are fit to undertake the work that you have been offered or advise us if any adjustments are needed to the work environment or systems so that you may work effectively.

We will send you a link to the questionnaire which will take you to Vitality Health’s website. The information you provide will be held by Vitality Health, who will provide us with a fit to work certificate or a report with recommendations. You are able to request to see the report before it is sent to us. If you decline for us to see it, then this could affect your job offer. If an occupational health assessment is required, this is likely to be carried out by Health Management.

Here is a link to their Privacy Notice:

https://www.vitality.co.uk/legal/

For how long is the information retained?

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us along with all other recruitment records.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

How we make decisions about recruitment?

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing HR@maddog2020casting.com

Your rights

Under the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), you have rights as an individual which you can exercise in relation to the information we hold about you.

You can read more about these rights here – https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/

Complaints or queries

Mad Dog 2020 tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Mad Dog 2020’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body that oversees data protection law – http://www.ico.org.uk/concerns

Access to personal information

Mad Dog 2020 tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Act or the Regulation. If we do hold information about you, we will:

• give you a description of it;
• tell you why we are holding it;
• tell you to whom it could be disclosed; and
• let you have a copy of the information in an intelligible form.

To make a request to Mad Dog 2020 for any personal information we may hold you need to put the request in writing addressing it to our compliance department or by writing to the address provided below.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the compliance department.

Disclosure of personal information

In many circumstances we will not disclose personal data without consent. However, when we investigate a complaint, for example, we will need to share personal information with the organization concerned and with other relevant bodies.

You can also get further information on:

• agreements we have with other organizations for sharing information;
• circumstances where we can pass on personal data without consent for example, to prevent and detect
• crime and to produce anonymized statistics;
• our instructions to staff on how to collect, use and delete personal data; and
• how we check that the information we hold is accurate and up to date.
• Links to other websites

We may disclose your personal information to any member of our group of companies, which means any company that we own or that is under common ownership with us.

We may disclose your personal information to third parties where:

• they provide products, content or services to us in connection with your use of the Service;
• we sell or buy any business or assets, in which case we may disclose your personal information to the prospective seller or buyer of such business or assets;
• our company or our assets are to be acquired by a third party, in which case we may disclose your personal information to the prospective acquirer and personal data held by us about users of the Service may be one of the transferred assets; and/or
• we reasonably believe that we need to disclose your personal information to other person(s) (a) by order of any court or governmental or regulatory body of competent authority, (b) to comply with any legal obligation, (c) to enforce or apply our Terms of Use or other contracts and/or (d) to protect our, our customers’ or any other third parties’ rights, property or safety (including exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction).

We may also process your personal information to anonymise and aggregate it with other data and to disclose such anonymous and aggregate data to our affiliates and/or business partners.

Except as required or allowed by law or as set out in this Privacy Policy, we will not disclose or dispose of your personal information to any third party without your permission.

Links from our websites

Some pages of our websites contain external links. You are advised to verify the privacy practices of such other websites. We are not responsible for the manner of use or misuse of information made available by you at such other websites. We encourage you not to provide personal information, without assuring yourselves of the privacy practices of other websites.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 23rd May 2018.

How to contact us

If you want to request information about our privacy policy or provide feedback regarding this policy, please email info@maddog2020casting.com or write to Mad Dog Casting Limited, Ealing Studios, The Pavilion Building, Ealing Green, W5 5EP.