Hello, I’m Katie from The Artist Book Casting

Last updated: [Oct 2025]

1. Who we are

The Artist Book Casting Ltd (“we”, “us”, “our”) is a UK-based casting agency. Our website address is: [www.theartistbookcasting.co.uk].

We respect your privacy and are committed to protecting any personal information you may share with us.

2. Information we collect

We do not collect personal details such as your name, email address, or contact information through this website.

However, our website automatically collects limited information about visitors through Squarespace Analytics, including:

• IP address (anonymised and not linked to you personally)
  

• Pages visited and time spent on each
  

• Browser type, device type, and operating system
  

• General location (city or region, not exact address)
  

This helps us understand how people use our site and improve its design and content.

3. Cookies

Squarespace uses a small number of cookies and similar technologies to make the site work properly and to provide analytics.

These cookies may:

• Enable basic site functionality (essential cookies)
  

• Collect anonymous data on site traffic and performance (analytics cookies)
  

When you visit our site, you’ll see a cookie banner where you can manage your cookie preferences. You can also control or delete cookies directly in your browser settings at any time.

4. How we use this information

We use the data collected through Squarespace Analytics to:

• Understand website traffic and visitor behaviour
  

• Improve our website’s performance and usability
  

We do not use this information to personally identify you, and we do not use tracking for advertising or marketing purposes.

5. Sharing your information

Your analytics data is processed by Squarespace, which provides our website hosting and analytics services.

Squarespace may store this data securely on servers located outside the UK but complies with international data protection standards.

We do not sell, rent, or share your information with any third parties for marketing purposes.

6. Data retention

Squarespace Analytics retains anonymised data for as long as necessary to provide analytics services. This data cannot be used to personally identify you.

7. Your rights

Under UK data protection law (UK GDPR), you have the right to:

• Request access to any personal data we may hold about you
  

• Ask us to correct or delete your data
  

• Withdraw consent for cookies at any time
  

If you have any questions about this privacy policy or how we handle your data including requests about your data, please contact us.

8. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will appear on this page with a new “last updated” date.

1. Who We Are

The Artist Book Casting Ltd (“we”, “us”, “our”) is a UK-based casting agency that sources and supplies extras and supporting artists to the film and television industry.

We are the Data Controller for your personal data. This means we determine the purposes and means by which your personal data is processed. Your data is collected on our behalf by the Entertainment Partners UK casting portal, a UK-based service and part of the Entertainment Partners group, who act as our Data Processor — collecting and handling your data under our instruction and solely for our casting purposes.

All personal data is held and processed within the United Kingdom.

Contact details:

• The Artist Book Casting Ltd

• 24 Burford Court Rances Lane, Wokingham, Berkshire, England, RG40 2LJ

• Email: info@theartistbookcasting.co.uk

• Phone: 07518311902

2. How We Obtain Your Personal Data

We do not collect your personal data directly. Your data is collected via the Entertainment Partners UK casting portal, which operates as our Data Processor. The Entertainment Partners UK casting portal is a UK-based platform and is part of the wider Entertainment Partners group. It collects and manages your data on our behalf, acting solely on our documented instructions and for the casting purposes set out in this notice.

By registering your details on the casting portal for film extras and supporting artist work, you acknowledge that your data will be passed to us as the Data Controller and used as described in this notice.

If you have any questions about how the Entertainment Partners UK casting portal collected your data, please contact them directly. For questions about how we use your data, please contact us using the details in Section 1.

3. What Personal Data We Hold

Through the Entertainment Partners UK casting portal, we receive and hold the following categories of personal data for casting purposes:

Identity & Contact Information

• Full name, date of birth, and gender

• Home address, email address, and telephone number

• National Insurance number (for payroll purposes)

Professional & Casting Information

• Photographs and headshots

• Physical characteristics (e.g. height, build, hair and eye colour)

• Skills, experience, and performance credits

• Availability and scheduling preferences

Financial Information

• Bank account details for payment of fees

• Tax information where required by HMRC

Special Category Data

Some productions may require extras with particular characteristics. Where relevant, we may hold:

• Ethnicity (where relevant to a specific production role)

• Health or disability information (e.g. to facilitate reasonable adjustments on set)

We only hold special category data where explicit consent has been given, either directly to us or to the Entertainment Partners UK casting portal on our behalf. You are never obliged to provide this information.

4. How We Use Your Personal Data

We use your personal data solely for casting and production purposes. Specifically, we use it to:

• Identify you as a potential extra or supporting artist for film and television productions

• Match your profile to suitable roles and casting briefs

• Submit your details and photographs to production companies and casting teams

• Contact you regarding bookings, call times, and scheduling

• Process your fees and comply with payroll and tax obligations

• Maintain records of your work history with us

We do not use your data for any other purpose, including marketing, profiling unrelated to casting, or sale to third parties.

5. Our Legal Basis for Processing

We rely on the following lawful bases under UK GDPR:

• Contract: Processing is necessary to perform our casting and booking arrangements with you.

• Legal obligation: Certain data (e.g. National Insurance numbers and tax information) must be processed to comply with UK employment and tax law.

• Legitimate interests: We process professional and casting information to operate our agency and match individuals to appropriate roles. We have assessed that this does not override your rights and interests.

• Consent: Where special category data is processed (such as ethnicity or health information), we rely on your explicit consent, which you may withdraw at any time.

6. Our Relationship with the Entertainment Partners UK Casting Portal

The Entertainment Partners UK casting portal is a UK-based casting platform that collects and manages your personal data on our behalf under a formal data processing arrangement.

As our Data Processor, the Entertainment Partners UK casting portal is:

• Only permitted to process your data on our documented instructions

• Contractually bound to keep your data confidential and secure

• Required to assist us in meeting our UK GDPR obligations, including responding to your rights requests

• Prohibited from using your data for their own purposes or sharing it with unauthorised third parties.

We remain fully responsible to you as Data Controller, regardless of the Entertainment Partners UK casting portals involvement in collecting or handling your data.

7. Data Storage and Location

All personal data collected and processed in connection with our casting activities is held and processed entirely within the United Kingdom. We do not transfer your personal data outside the UK.

The Entertainment Partners UK casting portal is a UK-based service and stores all data on UK infrastructure. We have confirmed that no data processed on our behalf is transferred to, or accessible from, servers outside the United Kingdom.

8. Other Recipients of Your Personal Data

Beyond the Entertainment Partners UK casting portal, we may share your personal data with:

• Film production companies, studios, and casting directors — to submit you for roles

• Payroll providers — to process your fees

• HMRC — where legally required to report earnings

• Insurance providers — where required for on-set cover

All recipients are required to handle your data securely and in accordance with UK data protection law. We do not sell your data or share it for any purpose unrelated to casting.

9. How Long We Keep Your Data

We retain your data for as long as you remain in our casting pool and for a reasonable period afterwards. Specifically:

• Active casting records: retained for the duration of your registration plus 3 years

• Financial and payroll records: retained for 7 years to comply with HMRC requirements

• Photographs and casting profiles: deleted within 12 months of you leaving the register, unless you request earlier deletion

When data is no longer required, it is securely deleted or anonymised.

10. Your Rights Under UK GDPR

You have the following rights in respect of your personal data:

• Right of access: Request a copy of the data we hold about you.

• Right to rectification: Ask us to correct inaccurate or incomplete data.

• Right to erasure: Ask us to delete your data where there is no longer a lawful reason to retain it.

• Right to restriction: Ask us to limit processing in certain circumstances.

• Right to data portability: Request your data in a structured, commonly used format.

• Right to object: Object to processing based on legitimate interests.

• Right to withdraw consent: Where processing is based on consent, you may withdraw it at any time without affecting prior lawful processing.

To exercise any of these rights, please contact us at info@theartistbookcasting.co.uk.

We will respond within one calendar month. We may need to verify your identity before actioning a request.

11. Right to Complain

If you are unhappy with how we have handled your personal data, you have the right to complain to the UK supervisory authority:

• Information Commissioner’s Office (ICO)

• Website: www.ico.org.uk

• Helpline: 0303 123 1113

We would welcome the opportunity to resolve your concern directly first.

Please contact us at info@theartistbookcasting.co.uk in the first instance.

12. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. These include:

• Secure, password-protected systems for storing personal data.

• Access controls — only staff who require your data for casting purposes can access it.

• Contractual obligations on the Entertainment Partners UK casting portal and any other processors to maintain equivalent security standards.

In the event of a data breach likely to affect your rights and freedoms, we will notify you and the ICO as required by law.

13. Changes to This Notice

We may update this notice from time to time to reflect changes in our practices or the law.

Significant changes will be communicated to you directly. The latest version is always available on request.