Privacy Policy

Who we are, our business and why we collect data

The Actors' Exchange Limited (AXM), the data controller, of Unit 302, Jam Studios, Biscuit Factory Business Complex, 100 Drummond Road, London SE16 4EQ, collects personal data from and/or about contacts related to its business of representing actors to the entertainment industry. Data processing is carried out by contractors, chiefly Talent Systems Europe Limited trading as Spotlight and Tagmin. This data relates primarily to the agency's own clients but we also hold details of other industry professionals needed in the course of our work. These professionals include casting directors, producers, TV, film and commercial directors, production personnel, theatre management team members and others.

Data Protection

AXM undertakes to protect this data and the privacy of those to whom it relates in accordance with the General Data Protection Regulations (GDPR) 2018 and the Data Protection Act 2018, which require that personal data must be:

• —Used lawfully, fairly and in a transparent way.
• —Collected only for valid purposes, that may include, in the case of its members, providing contact details, personal information, and official documentation to authorised companies or individuals in the process of promoting or representing its members in the acting profession.
• —Supplied relevant to the purposes of the Agency to act on behalf of its members.
• —Kept secure and confidential.
• —Kept only for as long as necessary for AXM to discharge its responsibilities, with regard to handling the interests of its members both current and past.

Why do we hold data?

The personal data of AXM members is required in order for AXM to provide its services. As a membership-based, small business, AXM is also required by law to keep a record of its members' names, addresses and dates of birth. The personal data of other industry contacts is required to maintain professional relationships and carry on the business of an actors' agency.

Data subjects have the right at any time to request the deletion of their personal data and to withdraw consent for its use. While members of AXM specifically consent to the holding of their data, data relating to industry contacts is maintained in accordance with our legitimate interest. Personal data will be deleted once the purpose for which we hold the data has ended. Some personal data of former members may be retained in order to process payments received. Data subjects including members, former members and industry contacts may, at any time, request a copy of all information about them that we hold, and to have that information corrected.

What data do we hold?

The data the agency will hold relating to members may include personal likenesses, names (inc spouse or partner), addresses (postal and email), phone numbers, National Insurance Number, Passport information, bank details, date of birth, marital status and disability, together with any other information needed to represent the member to the industry.

Data relating to industry contacts is restricted to that which is needed to maintain a working relationship i.e. contact details, job title, industry function etc. We will collect only the personal data that is needed for contracts and contact information for employers of AXM members that may require it, in relation to the acting profession: personal data will not be supplied to third parties not connected to our professional services without the consent and permission of the member(s) or contacts concerned. Industry contact information is used within AXM and not supplied to third parties.

Who can use this data?

Access to, and use of, personal data, is provided only to AXM members and to any non-member who has been engaged by AXM to provide professional agency services. The data is kept and stored in devices that require authorised sign in. Access is via password protected programs.