LoudSpeaker Agency PRIVACY NOTICE - GDPR
LoudSpeaker Agency PRIVACY NOTICE – GDPR
LoudSpeaker Agency Limited is committed to protecting the privacy and security of your personal data. This
Privacy Notice describes how we and our subsidiaries, affiliates, and related entities (collectively “we,” or
“us”) collect and process personal data in line with the UK General Data Protection Regulation (UK GDPR) the
Data Protection Act 2018, and the Data (Use and Access) Act 2025 (DUAA)
This Privacy Notice also explains your rights under applicable data protection law, including your right to
complain to the UK Information Commissioner’s Office (“ICO”), your rights in relation to automated decision-
making, and your rights regarding international transfers of your personal data.
This Privacy Notice describes the categories of personal data that we collect, how we use your
personal data, how we secure your personal data, when we may disclose your personal data to third
parties, and when we may transfer your personal data outside of your home jurisdiction.
This Privacy Notice also describes your rights regarding the personal data that we hold about you
including how you can access, correct, and request erasure of your personal data.
We will only process your personal data in accordance with this Privacy Notice unless otherwise required
by applicable law. We take steps to ensure that the personal data that we collect about you is adequate,
relevant, not excessive, and processed for limited purposes.
Collection of Personal Data For purposes of this Privacy Notice, personal data means any information
about an identifiable individual. Personal data excludes anonymous or de-identified data that is not
associated with a particular individual. To carry out our activities and obligations to you, we may collect,
store, and process the following categories of personal data, which we require/some of which we
require for the purpose of administering our relationship with you:
• Personal contact details such as name, title, addresses, telephone numbers, and personal
email addresses.
• Date of birth.
• Gender.
• Beneficiary and emergency contact information.
• Government identification numbers such as social insurance or other national
insurance number, driver’s license number, or other identification card number.
• Passport and driving license details (for the purpose of providing identification and
booking travel for professional purposes).
• Bank account details.
• Performance references
• Insurance information.
• Location of work.
• Education and training.
• Work records (including professional memberships, references, work history, and proof of
work eligibility).
• Photographs for suitability and identification purposes.
• Photographs and Showreels for marketing purposes.
• Other personal details that you otherwise voluntarily provide to us.
• Technical and usage information where you interact with our website, systems, or
electronic communications, including IP address, browser type, device identifiers,
and website usage analytics.
• Records of communications with you, including emails, telephone calls, video calls,
messages, and correspondence where relevant to our business relationship,
compliance obligations, or dispute resolution.
The personal data listed in this notice is mandatory in order for us to administer our relationship.
Failure to provide or allow us to process mandatory personal data may affect our ability to accomplish
the purposes stated in this Privacy Notice.
Use of Personal Data We will process your data lawfully, fairly and transparently for contract
performance and business administrations, compliance with legal obligation and legitimate interests
(eg; fraud prevention, IT security, safeguarding and emergency situations) and for the purpose of
securing ongoing work as outlined in our talent representation agreement.
Where required under applicable law, we will identify the lawful basis relied upon for each category of
processing, including performance of a contract, compliance with a legal obligation, legitimate
interests, or consent.
We may process your personal data for the following legitimate business purposes and for the
purposes of performing the contract with you:
• Payment administration.
• Dealing with you/your agency
• Business management and planning.
• Processing insurance related claims.
• Accounting and auditing.
• Conducting performance reviews and determining performance requirements.
• Assessing qualifications for a particular job or task.
• Gathering evidence for regulatory, disciplinary action or termination.
• Complying with applicable law.
• Complying with health and safety obligations.
• Communicating with clients, production companies, venues, broadcasters, promoters,
labels, publishers, and other industry contacts in connection with representation
services.
• Managing bookings, scheduling, travel, publicity, press, marketing campaigns, and
related professional activities.
Where processing is based on consent, you may withdraw consent at any time.
We may also process your personal data for our own legitimate interests, including for the following
purposes:
• To prevent fraud
• To ensure network and information security, including preventing unauthorised access to
our computer and electronic communications systems and preventing malicious software
distribution.
• To defend, establish, or exercise legal claims.
Data Subject Rights You have the right to: – Access your personal data – Rectify inaccuracies – Request your
data to be erased at any time – Restrict or object to processing – Request portability of your data in certain
circumstances – Withdraw consent at any time where processing is based on consent – Lodge a complaint
with the UK Information Commissioner’s Office (“ICO”).
Right to Data Portability Where processing is based on your consent or on the performance of a contract,
and is carried out by automated means, you have the right to receive the personal data you have provided to
us in a structured, commonly used, and machine-readable format. You may also request that we transmit
that data directly to another controller where technically feasible.
To submit a data portability request, please contact us in writing at hello@loudspeakeragency.com. We will
respond without undue delay and within one month of receipt of your request. We may extend this period
by a further two months where requests are complex or numerous, in which case we will notify you within
one month of receipt and explain the reason for the delay. Please note that this right applies only where the processing is automated. It does not apply to processing carried out in the public interest or in the exercise of official authority.
DSARs (Data Subject Access Requests) From 2025, organisations are required to conduct reasonable and
proportionate searches. We may pause statutory response times if we need clarification or identity
verification. We reserve the right to refuse manifestly unfounded or excessive requests, or to charge a reasonable
administrative fee where permitted by applicable law.
Collection and Use of Special Categories of Personal Data The following special categories of personal data
are considered sensitive and may receive special protection:
• Racial or ethnic origin.
• Political opinions.
• Religious or philosophical beliefs.
• Genetic data.
• Biometric data.
• Data concerning health.
• Data concerning sex life or sexual orientation.
• Data relating to criminal convictions and offences.
We may collect and process the following special categories of personal data when you voluntarily
provide them for legitimate business purposes, to carry out our obligations to you, for the performance
of the contract, or as applicable law otherwise permits:
• Physical or mental health condition or disability status to ensure your safety in the
workplace and provide appropriate workplace accommodations.
• Race or ethnic origin, religious or philosophical beliefs for any specific
requirements of our clients and for work permit purposes.
• Criminal convictions or background check information where required for
safeguarding, visa, immigration, regulatory, insurance, or client compliance
purposes and where permitted by applicable law.
Where we have a legitimate need to process special categories of personal data about you for
purposes not identified above, we will only do so after providing you with notice and, if required
by law, obtaining your prior, express consent.
Data Sharing
We will only disclose your personal data to third parties where required by law or to our employees,
contractors, designated agents, or third-party service providers who require such information to assist us
with administering the contractual relationship with you, including third-party service providers who
provide services to us or on our behalf. Third-party service providers may include, but not be limited to
data storage or hosting providers. These third-party service providers may be located outside of the UK.
We require all our third-party service providers to implement appropriate security measures to protect
your personal data consistent with our policies and any data security obligations applicable to us. We do
not permit our third-party service providers to process your personal data for their own purposes. We
only permit them to process your personal data for specified purposes in accordance with our
instructions.
Where required under applicable law, appropriate contractual safeguards will be implemented with
third-party processors and service providers.
We may also disclose your personal data for the following additional purposes where permitted or
required by applicable law:
• To other members of our group of companies (including outside of your home
jurisdiction) for the purposes set out in this Privacy Notice and as necessary to perform
our contract with you.
• As part of our regular reporting activities to other members of our group of
companies.
• To comply with legal obligations or valid legal processes such as search warrants or court
orders. When we disclose your personal data to comply with a legal obligation or legal
process, we will take reasonable steps to ensure that we only disclose the minimum
personal data necessary for the specific purpose and circumstances.
• To protect our rights and property.
• During emergency situations or where necessary to protect the safety of persons.
• Where the personal data is publicly available.
• If a business transfer or change in ownership occurs and the disclosure is necessary to
complete the transaction. In these circumstances, we will limit data sharing to what is
absolutely necessary and we will anonymise the data where possible.
• For additional purposes with your consent where such consent is required by law.
Cross-Border Data Transfers Where permitted by applicable law, we may transfer the personal data we
collect about you to other jurisdictions that may not be deemed to provide the same level of data
protection as our laws do, as necessary to perform our contract with you and for the purposes set out in
this Privacy Notice.
Where personal data is transferred outside the UK, we will ensure that appropriate safeguards are in
place in accordance with applicable data protection law, including the use of adequacy regulations, the
UK International Data Transfer Agreement (“IDTA”), or other approved transfer mechanisms where
required.
Data Security We have implemented appropriate physical, technical, and organisational security
measures designed to secure your personal data against accidental loss and unauthorised access, use,
alteration, or disclosure. In addition, we limit access to personal data to those employees, agents,
contractors, and other third parties that have a legitimate business need for such access.
We also maintain procedures to deal with any suspected personal data breach and will notify affected
individuals and regulators where legally required to do so.
Data Retention Except as otherwise permitted or required by applicable law or regulation, we will only
retain your personal data for as long as necessary to fulfil the purposes we collected it for, as required to
satisfy any legal, accounting, or reporting obligations, or as necessary to resolve disputes. To determine
the appropriate retention period for personal data, we consider our statutory obligations, the amount,
nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or
disclosure of your personal data, the purposes we process your personal data for, and whether we can
achieve those purposes through other means. Sensitive data held by us is only held for the duration of a
contract term. You can request for such information to be deleted at anytime in writing to
hello@loudspeakeragency.com
Certain categories of information may be retained beyond the end of the contractual relationship where
necessary to comply with legal, regulatory, tax, accounting, insurance, safeguarding, or dispute resolution
obligations.
Under some circumstances we may anonymise your personal data so that it can no longer be associated
with you. We reserve the right to use such anonymous and de-identified data for any legitimate business
purpose without further notice to you or your consent. Once you are no longer engaged by the company,
we will retain and securely destroy your personal data in accordance with applicable laws and
regulations.
Rights of Access, Correction, Erasure, and Objection It is important that the personal data we hold about
you is accurate and current. Please keep us informed if your personal data changes during your contract
with us. By law you may have the right to request access to, correct, and erase the personal data that we
hold about you, or object to the processing of your personal data under certain circumstances. You may
also have the right to request that we transfer your personal data to another party. If you want to review,
verify, correct, or request erasure of your personal data, object to the processing of your personal data, or
request that we transfer a copy of your personal data to another party, please contact
hello@loudspeakeragency.com. Any such communication must be in writing.
We may request specific information from you to help us confirm your identity and your right to access,
and to provide you with the personal data that we hold about you or make your requested changes.
Applicable law may allow or require us to refuse to provide you with access to some or all of the personal
data that we hold about you, or we may have destroyed, erased, or made your personal data anonymous
in accordance with our record retention obligations and practices. If we cannot provide you with access
to your personal data, we will inform you of the reasons why, subject to any legal or regulatory
restrictions.
Formal Complaints Procedure We are committed to handling concerns about the use of personal data
fairly, transparently, and without undue delay. If you have a complaint regarding how we collect, process, store, share, or otherwise use your personal data, you may contact us directly using the contact details provided in this policy.
Complaints may be submitted by email, in writing, or through any electronic contact method made available
by us.
Upon receipt of a complaint:
• We will acknowledge your complaint within 30 days;
• We may request additional information where reasonably necessary to investigate the matter;
• We will investigate the complaint appropriately and keep you informed of progress where relevant;
• We will aim to provide a substantive response without undue delay.
Recognised Legitimate Interests Where permitted under applicable data protection law, including the UK
GDPR as amended by the Data (Use and Access) Act 2025, we may process personal data on the basis of
recognised legitimate interests.
These interests may include, where applicable:
• prevention or detection of crime or fraud;
• safeguarding vulnerable individuals;
• responding to emergencies;
• protecting public or network security;
• business administration, operational management, and service improvement;
• direct business-to-business communications and relationship management.
Where we rely on legitimate interests as a lawful basis, we will ensure that such processing is necessary,
proportionate, and carried out in accordance with applicable legal requirements.
Automated Decision-Making We may use automated systems, tools, or technologies to assist with certain
business operations and decision-making processes. This may include, for example:
• fraud prevention and risk screening;
• application or onboarding assessments;
• service optimisation and matching processes;
• marketing segmentation and audience analysis;
• operational workflow automation.
Where automated decision-making produces legal effects or similarly significant effects on an individual, we
will implement appropriate safeguards as required by applicable law. We do not use solely automated decision-making involving special category data unless a lawful exemption
or explicit legal basis applies.
Right to Contest Automated Decisions Where you are subject to a decision based solely or significantly on
automated processing, you have the right to:
• request meaningful information about the logic involved;
• request human review or intervention;
• express your point of view;
• contest or challenge the decision.
Requests relating to automated decision-making may be submitted using the contact details set out in this
policy.
Children’s Data Whereby we are managing minors under the agreement of a responsible parent or guardian,
we design and apply privacy measures to ensure their protection and support in line with the Age
Appropriate Design Code and DUAA 2025.
Right to Withdraw Consent Where you have provided your consent to the collection, processing, or
transfer of your personal data, you may have the legal right to withdraw your consent under certain
circumstances. To withdraw your consent, if applicable, contact hello@loudspeakeragency.com
Changes to This Privacy Notice We reserve the right to update this Privacy Notice at any time, and we
will provide you with a new Privacy Notice when we make any updates. If we would like to use your
previously collected personal data for different purposes than those we notified you about at the time
of collection, we will provide you with notice and, where required by law, seek your consent, before
using your personal data for a new or unrelated purpose. We may process your personal data without
your knowledge or consent only where required by applicable law or regulation.
Contact Us If you have any questions about our processing of your personal data or would like to
make an access or other request, please contact us at: hello@loudspeakeragency.com
Right to Lodge a Complaint with the ICO You retain the right to lodge a complaint with the UK Information
Commissioner’s Office (ICO) if you are dissatisfied with how we have handled your personal data. The ICO
can be contacted at www.ico.org.uk or by telephone on 0303 123 1113.