Privacy Policy

Last updated: September 2026

At Adhoc Actors, we respect your privacy and are committed to protecting the personal information you share with us.

This Privacy Policy explains what information we collect, why we collect it, how we use it and the rights you have over your personal information.

Adhoc Actors is the data controller responsible for your personal information.

1. Information we may collect

Depending on how you interact with us, we may collect information such as:

Your name and contact details, including email address and telephone number.
Your company or organisation and job title, where relevant.
Information you provide when making an enquiry or discussing a project.
Information relating to an event, production, training session or other project.
Information provided by actors and performers when joining or working through our network.
Casting information, including relevant professional experience, skills, availability and other information needed to match performers to roles.
Information contained in correspondence between you and Adhoc.
Information relating to bookings, invoices and payments.
Information you provide through forms on our website.
Technical information about how you use our website, where this is collected through cookies or similar technologies.

We only collect information that is reasonably necessary for the purposes described in this policy.

2. How we use your information

We may use your personal information to:

Respond to enquiries and requests.
Provide quotations and information about our services.
Plan, manage and deliver projects, events, training and productions.
Select and contact suitable actors and performers for roles.
Communicate with you about bookings, projects and arrangements.
Manage our business relationship with clients, performers and suppliers.
Process invoices and payments.
Improve our services and website.
Keep appropriate business and financial records.
Meet our legal and regulatory obligations.
Protect our business, clients, performers and website from fraud, misuse or other security risks.

We will only use your information where we have a lawful basis for doing so.

3. Our legal basis for processing information

Under UK data protection law, we may process personal information where:

It is necessary to perform a contract with you or take steps at your request before entering into a contract.
It is necessary for us to comply with a legal obligation.
We have a legitimate interest in running and developing our business, provided that this does not unfairly override your rights and interests.
You have given us your consent, where consent is required.

Where we rely on consent, you can withdraw that consent at any time.

4. Information about actors and performers

As part of our work, we maintain information about professional actors and performers so that we can identify suitable people for projects.

This may include names, contact details, photographs, showreels, professional experience, skills, accents, performance characteristics, availability and other information relevant to casting.

We use this information to assess suitability for roles, contact performers about relevant opportunities and manage bookings.

We will only collect and use information that is relevant to our casting and production activities, and we will take reasonable steps to keep it accurate and secure.

Where we need to share relevant performer information with a client or production partner for the purposes of a project, we will do so only where appropriate and necessary.

5. Sensitive personal information

Some projects or casting requirements may involve information that is considered more sensitive under data protection law.

We will only collect or use special category personal data where there is a lawful basis for doing so and where it is genuinely necessary for the relevant project or activity.

We will take particular care with this type of information and will not request sensitive information unnecessarily.

6. Sharing your information

We may share personal information with trusted third parties where this is necessary to provide our services or operate our business.

This may include:

Actors and performers involved in a project.
Clients and production partners.
Event venues and production suppliers.
Technical, creative or other professional suppliers.
Website, hosting, IT and software providers.
Accountants, professional advisers or other service providers.
Government bodies, regulators or law enforcement agencies where we are legally required to do so.

We do not sell your personal information.

Where we use third-party service providers to process personal information on our behalf, we take reasonable steps to ensure that they handle that information securely and in accordance with applicable data protection law.

7. Marketing

We may occasionally contact existing clients or contacts about our services, projects or relevant news where permitted by law.

Where required, we will ask for your consent before sending marketing communications.

You can opt out of marketing communications at any time by contacting us or using the unsubscribe option provided in the communication.

8. Website and cookies

Our website may collect limited technical information about visitors and may use cookies or similar technologies.

Cookies may be used to make the website function properly, understand how visitors use the site and improve our services.

For more information, please see our Cookie Policy.

9. How we protect your information

We take reasonable technical and organisational measures to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

Access to personal information is limited to people and organisations who need it for legitimate business purposes.

However, no method of transmitting or storing information online can be guaranteed to be completely secure.

10. How long we keep your information

We will only keep personal information for as long as it is reasonably necessary for the purposes for which it was collected.

The length of time we retain information will depend on the nature of the information and why we need it.

Some information may need to be retained for longer periods to meet legal, accounting or contractual requirements.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

11. International transfers

Some of the third-party services we use to operate our business or website may store or process information outside the UK.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is carried out in accordance with applicable data protection law.

12. Your rights

Under UK data protection law, you may have the right to:

Ask for a copy of the personal information we hold about you.
Ask us to correct inaccurate or incomplete information.
Ask us to delete your personal information in certain circumstances.
Ask us to restrict how we use your information in certain circumstances.
Object to certain types of processing, including direct marketing.
Ask for your information to be provided to you in a portable format in certain circumstances.
Withdraw consent where we are relying on consent to process your information.

These rights are subject to certain legal conditions and exemptions.

If you would like to exercise any of these rights, please contact us using the details below.

13. Contact us

If you have any questions about this Privacy Policy, how we use your information or your data protection rights, please contact us:

Adhoc Actors
Guy Hepworth / Rebecca Courtney
info@adhocactors.co.uk
www.adhocactors.co.uk

14. Complaints

We hope that we can resolve any concerns you may have directly, so please contact us in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent regulator for data protection.

Further information about making a complaint can be found on the ICO’s website.

15. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our business, the way we process personal information or applicable legal requirements.

The latest version will always be published on our website, with the date of the most recent update shown at the top of the policy.