Who is this for?
This Privacy Notice is for "contributors", by this we mean:
Talent (such as actors, musicians, presenters, writers and composers), people applying to be in our film, other people providing contributions to our film (like people being interviewed or people giving us photos to use or people letting us use their property as a filming location), and agents or representative representing contributors.
This Privacy Notice explains what personal data we collect and what happens to it.
If you are engaged as a freelancer by Baulk then you should instead refer to the Baulk Crew Privacy Notice.
The Information We Collect
As a contributor you provide information about yourself. This is called “personal data”.
You provide personal data in the application form, talent contract, consent form and correspondence with us about your contribution, including (where relevant):
Your name; Email address; Address.
If you have a talent contract, you may also have provided us with other types of personal data, including:
Mobile phone number; date of birth; gender; residence status; nationality; pension number; financial details including bank account information; National Insurance number.
You also provide personal data as part of your contribution. This could be your image, voice, photos of yourself, views of your property and other information contained in your contribution that identifies you.
How we use your personal data
Baulk is the "data controller" and decides how your personal data is used. This is called "processing data".
The data controller is required to have a legal basis to process personal data. We are processing your personal data for:
The performance of the contract and relationship between you and us, including rights management, making payments, contacting you or your agent about the engagement and other purposes for the exploitation of your contribution;
our legitimate interest in considering your application to be in a film or publication and the performance of your contribution as journalistic, artistic or literary material. We consider that, on balance, this processing is not disproportionate to your rights and freedoms and any impact this processing may have on you.
Background Screening
We may carry out background screening of contributors using publicly available sources, including online sources, in order to determine your suitability to act as a contributor and/or for safeguarding purposes. The screening may include information relating to:
Your name, age, address, and employment details; criminal convictions and court proceedings; your participation in previous productions; information from public registers, such as Companies House or the Insolvency Register; information from your social media profiles where publicly available, or with your consent; including Facebook, Twitter, Instagram, TikTok and LinkedIn.
In certain circumstances, we may carry out a Disclosure and Barring Service (DBS) criminal records check or ask you to complete a self-disclosure form. For example, we might do this where we have a legal obligation to do so for child safeguarding purposes, or where we feel it is necessary to protect your safety and wellbeing or that of other contributors. We may also conduct such checks where we consider it is necessary to avoid bringing the film into disrepute.
Filming in Public Places
We may carry out filming in public places. In general, there is less of an expectation of privacy in public places therefore we do not usually obtain consent for filming. However, there may be circumstances in which people can reasonably expect privacy in a public place. We will always balance the public interest in freedom of expression with the legitimate expectation of privacy by individuals and we will display clear signage to indicate where filming is taking place, as appropriate, and in line with relevant editorial guidelines and advice.
We intend to retain your contribution in perpetuity. We will keep your talent contract, consent form and personal data concerning your contribution for the duration of copyright in your contribution.
Children as contributors
If you are the parent or guardian of a child thirteen years old or under and they are the contributor, please make sure that you discuss the information we provide and where necessary explain to them what will happen to their personal data. Where appropriate, for example if appearing on a film or because they are giving information to us directly, we will normally ask you to provide written consent before we collect personal data about your child.
If you have concerns about your child’s personal data that we have collected and how it will be used, please contact us using the contact details below.
To enable the production team to make decisions in respect of whether to cast your child or use their contributions, we will also need to collect specific identifying information about your child, for example, in order to complete contributor release forms.
Child Performance Licences
A child may need a child performance and activities licence if they are acting as a contributor to Baulk.
As the organisation in charge of running the event or production, we are responsible for applying to the child’s local council for a child performance licence. If you are the child’s parent/legal guardian we will let you know if a license is needed and ask them to complete the application form.
When applying for a child performance license, we will need to collect a range of personal information as part of the application process. This is necessary to comply with our legal obligations under child performance licensing, child protection and child safeguarding legislation.
The personal information we need to collect from you includes the following:
Name, home address and contact details of the child and the child’s school; details of medical conditions the production team need to be aware of during filming and rehearsals; details of the child’s involvement in the production; details relating to any absence from the school and how educational requirements will be met.
The above list is not exhaustive, and full details of the information required will be provided to you. If you have any further questions, please get in touch with your point of contact in the Production Team. Alternatively, you may wish to contact your local council for further information.
How we keep your data secure
We maintain appropriate procedures and technical safeguards within our systems to help protect against loss, misuse or unauthorised access, disclosure, alteration or destruction of the information we hold about you. If you believe that your personal information under our control has been compromised, please contact us immediately using the details in the Contact section below.
Where We Store and Use Your Information
We use external service providers who provide business and production services. For example, storage solution companies, payment providers and post-production specialists. In providing these services to us, they may have access to your personal data. These companies may be located in, or use IT equipment located in, countries outside the UK. For example, many technology services are owned by or use the services of US-based companies.
We will only transfer your personal data to countries outside the UK or European Economic Area (the ‘EEA’) that have been deemed to provide an adequate level of protection for personal data by the UK Government, or by using specific contracts approved by the UK Information Commissioner which give personal data the same protection it has in the UK and Europe.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK/EEA.
Sharing your information
Where you are represented by a third party, Baulk will also share personal data with your agent or representative in order for Baulk to meet the purposes set out in this privacy notice.
For these purposes your personal data may be shared within Baulk and with third parties including payment management providers, unions and industry representative bodies (Equity, Musicians Union, Incorporated Society of Musicians, Writers Guild of Great Britain and Directors UK) or distribution agents nominated by a union, research partners, producers and distributors. Otherwise, we will only share your personal data where we have an appropriate lawful basis to do so.
Your rights
Data protection law gives you certain rights in relation to your personal data.
You can request access, rectification and erasure of your personal data that we hold or to restrict its uses and, in certain circumstances, you can object to processing of your personal data. Rectification means correcting errors in your personal data.
If your request is about your contribution itself, we will consider the impact of your request on:
Our (actual or potential) publication of your contribution as journalistic, artistic or literary material; and the performance of the contract between you and us.
We are committed to being transparent and fair in our handling of personal information and we will always endeavour to comply with best practice and applicable privacy and data protection laws. However, as a creator and producer of film/publications, we may rely on an exemption from the requirements of data protection law in respect of personal data we process for journalistic and/or artistic purposes.
Right to Complain
If you have a concern about how Baulk uses your personal data or how we deal with any complaints, you should contact us in the first instance via the contact details below.
If you feel we have not resolved your concern 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).
Further details are available at: www.ico.org.uk/concerns
Contacts
Our Data Protection Officer is responsible for overseeing questions in relation to this Privacy Notice.
If you have any questions about this, including any requests to exercise your legal rights, please contact the Data Protection Officer using the details below.
By email: info@baulk.co
We're regulated by the Information Commissioner's Office. You can also contact them for advice and support.
Baulk Privacy Policy v1 - Last updated 05 July 2023