We keep this privacy notice (Privacy Notice) under regular review. This Privacy Notice was last updated on 27 May 2020.
We are the International Casting Directors Association (operating as ICDA e.V.), an association registered in Germany with registration number VR 37441 B and registered office at Saarbrücker Str 24, 10405 Berlin, Germany (ICDA).
This Privacy Notice sets out how we will process your personal data when you use this website and/or become a member of ICDA or referee for a prospective member of ICDA.
Personal data is information about individuals or information from which individuals can be identified (personal data).
How do we collect personal data?
We collect personal data directly from you when you provide it to us in the process of registering as a prospective member. We also collect your personal data through Spotlight and payment services providers (such as ClubCollect). We may also collect your personal data through other individuals, for example, through individuals who are members of ICDA and may share your information on their profile, for example, in descriptions of their work and their collaborations.
What personal data do we collect?
We collect the personal data listed in the Schedule to this Privacy Notice.
How do we use your personal data?
The following is a list of the purposes for which we process your personal data, and the lawful basis on which we carry out such processing:
| Purpose and processing activity | Lawful Basis | Type of personal data |
|---|---|---|
| To set-up, administer and manage your account with us | Necessary for the performance of a contract (Art. 6 sec. 1 lit. b GDPR) | Those listed in the Schedule |
| To complete background checks | Legitimate interests of understanding prospective members’ backgrounds (Art. 6 sec. 1 lit. f GDPR). | Those listed in the Schedule |
| To request information from you in the scope of considering your application to become a member | Consent (Art. 6 sec. 1 lit. a GDPR) | Contact details History of professional engagements |
| To request information from you about a prospective member | Legitimate interests of understanding prospective members’ backgrounds (Art. 6 sec. 1 lit. f GDPR). | Contact details Opinions |
| To take payment from you, fulfill orders and produce invoices for you | Necessary for the performance of a contract (Art. 6 sec. 1 lit. b GDPR) | Contact details Payment related information Billing address |
| To make event related information available to you | Necessary for the performance of a contract (Art. 6 sec. 1 lit. b GDPR) | Contact details |
| To facilitate the sharing of knowledge and expertise within ICDA and the communication between its members | Legitimate interests of facilitating our operations (Art. 6 sec. 1 lit. f GDPR). | Contact details Personal data you share with ICDA towards publication on the website, or communication with other members |
| To seek your views on our products, services and events | Consent (Art. 6 sec. 1 lit. a GDPR) | Contact details |
| To conduct market research | Legitimate interests of better understanding our customers areas of interest and the services they find most useful (Art. 6 sec. 1 lit. f GDPR). | Contact details |
| To deliver personalised advertising communications to you | Legitimate interests of promoting our offerings (Art. 6 sec. 1 lit. f GDPR). | Contact details |
| To send out marketing materials about our goods and services, including information about events or volunteering opportunities | Legitimate interests of promoting our offerings (Art. 6 sec. 1 lit. f GDPR). | Contact details |
| To respond to communications, including customer support queries | Consent (Art. 6 sec. 1 lit. a GDPR). | Contact details Personal data you may share in your queries e.g. opinions |
| To record and analyse customer communications for training purposes | Legitimate interests of improving our customer service (Art. 6 sec. 1 lit. f GDPR). | Contact details Personal data you may share in your queries e.g. opinions |
| To send you service messages and updates about our website and services | Necessary for the performance of a contract (Art. 6 sec. 1 lit. b GDPR). | Contact details |
| To prepare and analyse statistics relating to the use of our website and services by you and other customers, to investigate complaints and to seek and analyse feedback | Legitimate interests of ensuring our services and website are as enjoyable as possible (Art. 6 sec. 1 lit. f GDPR). | Usage data – see our cookies policy for more information Personal data you may share in a complaint or piece of feedback e.g. opinions |
| To run our everyday operations, e.g. communications between employees in connection with the provision of our services | Legitimate interests of running our business (Art. 6 sec. 1 lit. f GDPR). | Those listed in the Schedule |
| To administer and protect our business and the website including troubleshooting, data analysis and system testing | Legitimate interests of running our business, provision of administration and IT services, including network security (Art. 6 sec. 1 lit. f GDPR). | Any of those listed in the Schedule, depending on the circumstances |
| To administer a sale or possible sale of the whole of or part of our business or the restructuring of our business | Legitimate interests of facilitating any such possible or actual transaction or restructuring (Art. 6 sec. 1 lit. f GDPR). | Those listed in the Schedule |
| To consider any job applications we may receive | Consent (Art. 6 sec. 1 lit. a GDPR). | Contact details CV or other descriptions of your professional experience |
We may also process your personal data (a) to comply with a legal obligation we are under (Art. 6 sec. 1 lit. c GDPR).; and (b) for additional purposes in the future, but only if such purposes are compatible with those listed above and if we believe that the same lawful basis applies.
When do we disclose your personal data?
We may disclose your personal data to other parties. Such parties may include companies that process data in and/or are incorporated in territories outside of the EEA and which do not provide the same level of protection to personal data as countries subject to the GDPR (international processors).
Third party processors we may share your personal data with include 123 Reg, WordPress and WebToffee.
When we transfer personal data to processors within the EU, we do so on the basis of Article 28, General Data Protection Regulation ((EU) 2016/679) (GDPR) compliant terms.
When we disclose your personal data to international processors, we do so on the basis of their registration with the Privacy Shield Framework (https://www.privacyshield.gov/welcome) or other appropriate safeguards for the purposes of the GDPR (https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/international-transfers/), including standard contractual clauses approved by the European Commission which can be found at: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/standard-contractual-clauses-scc_en.
Information you share on our website’s news page or forums may be shared with other members and/or on our social media accounts for the purposes and the legitimate interests of facilitating our operations and promoting our offerings, for example on Facebook, Instagram, Youtube, and LinkedIn.
To contact these parties please follow the links below:
- https://en-gb.facebook.com/help/
- https://help.instagram.com/search/?query=contact
- https://www.youtube.com/t/contact_us
- https://www.linkedin.com/help/linkedin/answer/79728?trk=microsites-frontend_legal_user-agreement&lang=en
We may share your personal data with and receive personal data from ClubCollect, our payment service and communications platform provider, and SurveyMonkey, our surveys provider.
We may transfer your personal data to international processors or other third parties in the context of a sale or possible sale of the whole of or part of our business or the restructuring of our business.
We may also disclose your personal data to law enforcement agencies in order to assist with any investigations, when we bring a claim or defend ourselves against a claim that requires the disclosure of the personal data, and when we engage professional advisors.
How long do we keep your personal data for?
We will retain your personal data for the following purposes and retention periods.
| Purpose | Retention period |
|---|---|
| User profile | Until you delete your profile or after 2 years of inactivity |
| Marketing | Until you delete your profile or after 2 years of inactivity |
| Payment logs for the processing of subscription orders | Duration of subscription and up to 7 years after the end of a subscription |
| Future employment opportunities with us when a job application has been unsuccessful | 2 years |
| Potential claims | 7 years |
If you unsubscribe from our marketing communications, we will maintain a record of your unsubscribe request and associate it with your email address to ensure you do not receive future communications.
Your communications preferences:
We would love to stay in touch with you, but we completely understand if you do not want to receive communications from us via email. You are able to select your choices for communication when you sign up to our mailing list or register with us. Additionally, we always offer an unsubscribe option at the bottom of every email you receive from us and you are welcome to use it to change your email preferences.
Your rights:
You have the following rights under data protection legislation. If you have any questions about your rights, or you wish to exercise any of these rights, please email info@theicdn.com.
We may require you to provide forms of identity should you wish to exercise one of your rights below.
Access: You are entitled to confirmation that we process your personal data and a copy of such personal data.
Rectification: If the personal data we hold on you is incorrect, you have the right for this to be rectified. You may also update your personal data through your account settings.
Erasure: You can request us to erase your personal data where there is no compelling reason to continue processing.
Restriction: You may request a restriction on the processing we undertake on your personal data. This will only apply where we have no lawful basis to process your personal data, your personal data is inaccurate or to comply with an objection request (see below).
Objection: You may object to our processing of your personal data if our processing is carried out on the basis of legitimate interests. Please note, however, that should we determine that our interests are so compelling as to override your objection we may continue to process your personal data.
You may object to receiving direct marketing at any time.
Portability: You have the right to receive some of your personal data in machine readable format. This right extends to you being able to request that such data is sent to a third-party controller.
Withdrawing consent: If the lawful basis we rely on to process your personal data is consent you have the right to withdraw this consent. Please email us at info@theicdn.com to withdraw consent for the processing of your personal data.
Complaining to a supervisory authority: Further information about your rights can also be obtained from your national data protection regulator – in Germany this is the Federal Commissioner for Data Protection and Freedom of Information (https://www.bfdi.bund.de/EN/Home/home_node.html). If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with your national data protection supervisory authority, although we would ask that you contact us in the first instance.
Your right to be informed: You can contact us to find out more or to ask any questions you may have about our use of your personal data.
Schedule
Personal data we collect:
| Type of personal data | Method of collection |
|---|---|
| Full name | Directly from you or through Spotlight |
| Email address | Directly from you or through Spotlight |
| Password | Directly from you |
| Payment related information | Autogenerated |
| Billing address | Directly from you |
| Phone numbers | Directly from you or through Spotlight |
| City/town | Directly from you or through Spotlight |
| Postcode | Directly from you |
| Country | Directly from you or through Spotlight |
| Job title | Directly from you or through Spotlight |
| Organisation name | Directly from you or through Spotlight |
| Opt-in to marketing updates | Directly from you or through Spotlight |
| CV | Directly from you or through Spotlight |
| Website | Directly from you or through Spotlight |
| IMDb page link | Directly from you or through Spotlight |
| Names of films/TV productions for which you have acted as a casting director or co-producer | Directly from you or through Spotlight |
| Professional credits | Directly from you or through Spotlight |
| Names of referees | Directly from you or through Spotlight |
| Enquiry purposes | Directly from you |
