OutSpoken Voices - Privacy Policy

OutSpoken Voices - Privacy Policy

OutSpoken cares about your privacy and the personal information you give us. All the information collected by us will be treated as strictly confidential and kept securely. This Privacy Notice explains how we collect and use personal data about you, during the agency client relationship and once the relationship has ended.

We are OUTSPOKEN LTD of 76 Park Avenue North, United Kingdom and we are responsible for collecting personal data about you. This Privacy Notice explains what information we collect about you and why, what we do with that information, and how we handle that information.

Cookies

Here at OutSpoken we want to be as open and transparent as possible. We want to be clear on how we collect and use data related to you. Our Website uses cookies – small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others.

What kinds of personal data about you do we process?

We will collect, store, and use information that could be used to identify you such as:

  • personal contact details like full name, address(es), telephone number(s), personal email address(es), language(s) spoken, country of residence
  • date of birth, gender and/or age, your nationality

We will also collect personal data such as:

  • bank account details and tax status information (only for payment purposes)
  • photographs
  • samples of work and submissions (usually in a form of a voice reel) and information included as part of the client application process
  • career history including work/engagement/project/employment records, project details, job titles, work history, training records and professional memberships
  • contracts
  • payment and fee details including any interest in and connection with any intermediary through which your services are supplied and royalty payments
  • commercial tie-up rights, advertising, intellectual property rights and other information relating to exploitation of your rights
  • details of the projects/engagements have been involved in through OutSpoken
  • casting information such as vocal tone/style/accent, languages spoken

We automatically collect certain information (e.g. your IP address, browser type, domain names, access times, operating system, cookie information, referring website addresses, pages visited, links clicked, text entered) about you when you visit our Website. We use this information to analyse your use of the Website and to improve our services.

What is the source of your personal data?

Most of the personal data we collect, store and use about you will be provided by you while creating a client or voice artist account on our Website. We may also use and store personal data about you from information available from public sources (e.g. IMDB, LinkedIn, Spotlight).

What if you don’t want to share your personal data with us?

If you fail to provide certain information when requested, we may not be able to perform the agency client agreement we have entered into with you or we may be prevented from complying with our legal obligations to you (such as paying you or putting you forward for new projects).

How will we use your personal data and what are our legal grounds for processing your personal data?

We use your personal data primarily for the purpose of acting for you as your agent.  The situations in which we may use your personal data are set out below along with the legal grounds we will rely upon to process your data. Some of the legal grounds for processing will overlap and there may be several grounds which justify our use of your personal data.

The processing of your personal data is necessary for the performance of an agency client agreement or to enable us to take steps at your request prior to entering into an agency client agreement:

  • to decide whether we take you on as a voice artist
  • to determine the terms of our agency client agreement with you
  • to keep you up to date
  • to represent you as a voice artist
  • to put you forward for new projects and castings available on OutSpoken website
  • to create a voice artist profile on our website to enable us to assess your suitability for new projects [and so that we can easily forward your profile onto third parties such as clients looking to book voice artists]
  • to negotiate your intellectual property rights, licence fees and royalty payments
  • to collect and receive payments on your behalf, to undertake invoicing, to collect and pay VAT (if applicable) and to deduct our commission

The processing of your personal data is necessary for our legitimate interests of running an agency business:

  • business management and planning
  • dealing with legal disputes involving you and/or our employees
  • updating client and voice artist records
  • to monitor and keep records of our communications with you, our staff and clients
  • for market research and analysis and developing statistics
  • for some direct marketing communications

How do we keep your information safe?

OutSpoken is committed to keeping your personal information safe and secure. We store the information you provide on computer servers in a controlled, secure environment, with protections from unauthorised access, use or disclosure. In addition, we limit access to your personal data to those employees, agents, and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. Please bear in mind that data communication over the internet is never 100% secure, so whilst we do everything we can to protect your information, we cannot always guarantee its complete security.

When Personal Information (such as a credit card number) is transmitted to other websites, it is protected through the use of SSL encryption (the Secure Socket Layer protocol).

Personal data disclosure

We will not sell, re-use, rent, lease, lend, trade, or otherwise disclose your data to a third party. We only share information with third parties who provide services to us on the understanding that they keep the information confidential and use it only for our agreed purposes. OutSpoken website uses independent online payment providers such as PayPal and Stripe. If the client selects PayPal or Stripe (card payment) as their chosen payment option, when paying for the project, we automatically transmit their data (usually first name, last name, address, email address, IP address, telephone number, mobile phone number) to the relevant payment provider. The user agrees to the transfer of personal data required for payment processing.

Transferring your personal data outside the EU

OutSpoken is a limited company based in the UK, but sometimes we may need to transfer your personal data outside the EU. A common example is where we need to provide your personal data to a client (e.g. a company or organisation outside the EU) as a condition for you providing your services to that client.

How long do we keep your personal data for?

We will not retain your personal information for longer than it’s allowed by law or necessary to fulfil our contractual obligations to you. At any time, you can request for your information to be deleted from our database. Should you wish to exercise your right of erasure, please contact us on justyna@outspokenvoices.com.

Links to third party websites

We link to other websites like Facebook or Twitter. Their privacy policy may differ to our won. Therefore, we strongly advise that you carefully read their privacy policy details.

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 substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

Contact information

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 client relationship with us. Should you have any questions relating to the data we collect, use and store, please contact Justyna at justyna@outspokenvoices.com or write to us on the address below:

OutSpoken Ltd

76 Park Avenue Road

London

NW10 1JY