Privacy Policy  for Ann Koska Agency Ltd

This privacy policy notice is for Ann Koska Agency Ltd and governs the privacy of those who have joined the agency or are working with / for / on behalf of the agency. The purpose of this policy is to explain to you how we control, process, handle and protect your personal information, including your rights under current laws and regulations .It also lays out how we handle your data as an agency in our role as  data controller. If you do not agree to the following policy you may wish to cease viewing / using this website or leave our agency.

Ann Koska Agency Ltd is a children’s casting and background agency supplying children to work in the entertainment and media industry. In order to provide this service and also to be able to apply for the required performance licences and conform to any legal requirements to do with this we hold and process certain data concerning children, tutors and chaperones.

Policy key definitions:
"I", "our", "us", or "we" refer to the business, [Ann Koska Agency Ltd].
GDPR means General Data Protection Act.
ICO means Information Commissioner's Office.
We are registered with the ICO under the Data Protection Register, our registration number is: Z8397295

What data do we hold?
We hold the following data concerning the child; name, home address, parental contact details, DOB, child’s school name and address, details of previous licences and payments, bank details, talents and skills, measurements and physical description, exam and holiday dates. We also hold photos of the children, copies of passports and birth certificates, school letters and Part 2 forms and medical declarations and for a limited time past child performance licences. We hold bank details, DBS and passport details for tutors and chaperones as well as CVs and contact details

Why we hold this and how long to we hold the data?
We hold details of the children in order to fulfil the requirements of casting directors and productions and allow them to choose the children for their projects and to act as the child’s agent. We also need to apply for the child performance licences as per The Children (Performances and Activities) (England) Regulations 2014 and require some of the documents listed above in order to do this. Ann Koska Agency will retain the Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. Once the child / chaperone/ tutor has left the agency we will destroy any data we hold on them. We will retain and use the Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements

and policies. We also need to supply companies/ parents and councils with details of tutors and chaperones and also prove they have a valid DBS, chaperone licence and can work in the UK. We aim to use the lawful basis of consent, contract and legal obligation to hold this data.

Who do we share this data with?
This data is securely stored in locked filing cabinets in our locked office and on our password protected computers and is shared with persons working for Ann Koska Agency. The names, DOB, measurements, skills and photos and medical declarations of the children are shared with casting agents, Spotlight, producers and assistant directors in order for them to select the children and sign any forms concerning the child performance licence. The documents we hold are used to apply for child performance licences and are sent to the child’s local council in order for them to process the licence for each production. They are also shared with the police and magistrates court if the child is working abroad for a production in order to apply for an international licence. Birth certificates and passports are occasionally shared with accounts teams in order for them to confirm the child’s right to work in the UK and in order for them to be paid correctly. We share the DBS/ CVs and passports of tutors and chaperones with councils, the court, police and production companies and accounts teams in order to proof right and suitability to work and for them to carry out any checks required to issue licences.
Most companies we share data with have their own GDPR policies

You have the right to withdraw consent at any time for this data to be stored or processed. If this is the case please inform us straight away either by email to annkoska@mac.com or via a phone call to Ann Koska Agency. We will then securely destroy documents and personal details we have on file apart from contact details which are required incase of residual payments etc.

Your individual rights
Under the GDPR your rights are as follows:

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and

You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.
We handle subject access requests in accordance with the GDPR. Please do not hesitate to contact us with any queries.