Privacy Policy

WEBSITE VISITORS, CLIENTS, OTHER BUSINESS PARTNERS & TALENT

Updated 30 April 2026

ABOUT THIS POLICY

This privacy policy sets out how Loop Talent Ltd (“Loop Talent”, also “we”, “us”, and “our”) collects and uses the personal data of individuals who interact with our business. Loop Talent is a boutique agency and diary service representing Heads of Department and crew working in Film, HETV Drama, Commercials and Music Promos. We match our Talent with producers, line producers and other clients, and we manage availability and bookings on behalf of the Talent we represent.

This single privacy policy covers three groups of people we interact with. Where processing differs between groups, it is flagged in the relevant section. References to “you” should be read in the context of whichever group you fall into.

• Website Visitors: Anyone who visits our website at https://looptalent.co.uk/ (“Website”), for example to view our content, submit an enquiry via our contact form, or otherwise engage with our online presence.
• Talent: The members of crew, cast, and other professionals represented by Loop Talent, together with prospective Talent we are in discussions with. This includes (for example) Directors of Photography, Production Designers, Production Managers, Line Producers, and other HODs and crew for Film, HETV Drama, Commercials and Music Promos.
• Business Contacts: Our clients, producers, production managers, production companies, and other industry contacts (such as other agents, casting directors, and service providers) who engage with Loop Talent to enquire about, book, or work with the Talent we represent, or with whom we otherwise have a commercial relationship.

Please read this privacy policy together with any other privacy notice, data protection notice, fair processing notice or contractual clauses we may provide on specific occasions (for example, at the point of signing a representation agreement or submitting your details to us). This policy supplements those other notices and is not intended to override them, except where expressly stated.

CONTENTS

1. Important Information and Who We Are
2. Types of Personal Data We Collect & Use
3. How We Collect Personal Data
4. How We Use Personal Data
5. Marketing
6. Disclosures of Your Personal Data
7. Security & International Transfers
8. Data Retention
9. Your Legal Rights
10. Other Information

1.             IMPORTANT INFORMATION AND WHO WE ARE

Loop Talent Ltd is a company incorporated in England and Wales (Co. Reg. No. 11582936) with its registered offices at Audley House, 13 Palace Street, London, England, SW1E 5HX.

If you have any questions about this privacy policy or wish to exercise your legal rights, please contact us at hello@looptalent.co.uk or by phone at +44 203 488 6599.

We act as a data controller in respect of the personal data described in this policy. This means we are responsible for deciding how and why your personal data is processed, and we are accountable for ensuring that processing complies with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018. If you have any questions about this policy, including any request to exercise your legal rights (Section 10), please contact us using the details in Section 11 (Contact Details).

Our services and Website are not intended for children and we do not knowingly collect or process personal data belonging to children. On the rare occasion that we are asked to represent Talent under the age of 18, separate arrangements (including parental/guardian consent, child performance licences and safeguarding provisions) will apply and a specific fair processing notice will be issued at that time.

2.          TYPES OF PERSONAL DATA WE COLLECT & USE

“Personal data” means any information about a living individual from which that person can be identified. We may collect, use, store and transfer different kinds of personal data about you, which we have grouped together as set out below. Not every category applies to every person — this is explained in more detail in section

• Identity Data such as first name, last name, any preferred/professional name, and (where relevant for Talent) date of birth.
• Professional Data such as your job title, employer, role or specialism; and, for Talent, your CV/biography, credits list, on-set experience, relevant training, professional accreditations, and memberships of guilds or professional bodies.
• Contact Data such as email address, telephone number(s), and (where relevant) billing or correspondence address. For Talent, this may also include emergency contact details and next of kin information where appropriate.
• Financial & Payment Data such as bank account details, sort code and account number, invoicing details, tax identification (National Insurance number and/or UTR), payroll or PAYE information (if applicable), VAT status, and pension information (where relevant). For Business Contacts, this includes invoicing details and payment history.
• Transaction Data such as records of enquiries, quotes, bookings, invoices, payments made or received, commission, and the details of productions or engagements.
• Technical Data related to your use of our Website or IT systems, such as internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and device identifiers.
• Usage Data such as information about how you interact with our Website, including pages visited, links clicked, and time spent on the Website.
• Marketing Data such as your preferences in receiving marketing from us, your communication preferences, and whether you have opted in or out of specific channels.
• Project Data (Business Contacts and Talent) such as production schedules, casting/call sheets, meeting notes, storyboards, correspondence, shot lists, and planning documents to the extent they include personal details.
• Legal & Compliance Data such as information relating to regulatory compliance, contract disputes, tax and audit records, rights management, contractual obligations, and compliance with applicable health, safety and/or safeguarding requirements.

Talent Only Data

• Showreel & Portfolio Data (Talent only) such as your showreel, sample footage, stills, portfolio, headshots, or other audiovisual or visual materials that demonstrate your work. This may include your image, voice or likeness, to the extent these appear in material you provide to us.
• Credits & Availability Data (Talent only) such as your production credits, past engagements, current availability, dates you are on hold or booked, fees/rates, insurance and equipment information, and preferences (for example, types of production you are and are not available for).
• Engagement Data (Talent only) such as the terms of your representation or engagement (including any representation or deal memo, commission rates, notice periods), any contractual obligations, NDAs, release forms, and where we are required to sight it, your right-to-work documentation, immigration status, or copies of your passport, visas or work permits.

Special Category Data

Loop Talent will only process sensitive personal data (also known as “special category data”) where it is strictly necessary and permitted by law, and always in compliance with UK data protection law. This may include:

• Union and professional body membership. For example, whether you are a member of BECTU, Directors UK, the GBCT, the ACO, the Production Guild of Great Britain, or similar. We use this where it is directly relevant to the nature of your engagement, negotiation of rates, or compliance with union agreements, and we treat it as special category data on the basis that it may reveal trade-union membership.
• Health and accessibility information. You may tell us about accessibility needs, dietary requirements, or fitness-to-work considerations so that we can pass relevant information to a production to facilitate a safe and efficient working environment. We process this only with your explicit consent and only share what is strictly necessary with the hiring production.
• Criminal and background check information. Where a production requires it (for example, if a production is filming in a secure or regulated environment), you may be asked to provide a self-disclosure declaration or to undergo a basic background or right-to-work check. We process this only where we have a lawful basis for doing so and only retain it for as long as is necessary for the specific engagement.
• Diversity data. Loop Talent does not routinely collect data regarding race, ethnicity, religion, sexual orientation or similar characteristics. Where a production invites Talent to self-identify for diversity and inclusion reporting purposes (for example, under a BFI Diversity Standards process), participation is optional and the information you choose to share is treated as special category data and processed only with your explicit consent. For more information, please see our Equal Opportunities, Diversity & Inclusion Policy at https://looptalent.co.uk/equal-opportunities-diversity-inclusion-policy/.

Aggregated and Statistical Data

In the interests of transparency, we sometimes collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate Usage Data to calculate the percentage of users accessing a specific part of our Website, or aggregate booking data to understand trends in production demand.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you (for example, a representation agreement), and you fail to provide that data when requested, we may have to delay, cancel or modify our arrangement with you. We will tell you if this is the case at the time.

3.          HOW WE COLLECT PERSONAL DATA

We use different methods to collect personal data from and about you, including through:

• Your interactions with us. You may give us your personal data by corresponding with us by phone, email, or otherwise interacting with our business. This includes personal data you provide when you email or call our office, submit our ‘Contact Us’ form on the Website, enquire about booking one of our represented Talent, submit yourself or your showreel for consideration, enter into a representation agreement with us, or engage with our social media accounts (for example, Instagram or LinkedIn).
• Automated technologies or interactions. As you interact with our Website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
• Third parties and publicly available sources. We may receive personal data about you from various third parties and public sources where the context requires, as set out below:
  • Identity, Contact, Professional, Credits and/or Showreel Data may be collected from publicly available or industry sources (such as IMDb Pro, Companies House, the Production Guild, BECTU, Directors UK, or LinkedIn), or from casting directors, other agents, producers, or other industry contacts who put your name forward.
  • Technical Data may be collected from analytics providers and search/technology providers (for example, Google).
  • Contact, Financial and Transaction Data may be collected from providers of technical, payment and accounting services.

4.          HOW WE USE PERSONAL DATA

The law requires us to have a proper reason (a “lawful basis”) for collecting and using your personal data. We rely on one or more of the following lawful bases:

• Performance of a contract where we need to perform the contract we have entered into, or are about to enter into, with you — for example, a representation agreement with Talent, or a booking agreement with a Business Contact.
• Legitimate interests where it is necessary for us to conduct and develop our business, subject always to a balancing exercise that considers and respects the impact on your rights. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
• Legal obligation where the processing is necessary for us to comply with a legal or regulatory obligation (for example, anti-money-laundering, tax, and right-to-work checks).
• Consent where you have given us clear, active agreement to process your personal data for a specified purpose (for example, subscribing to a mailing list, or sharing special category data about your accessibility needs).

For special category data (see above – for example, union membership, health information, or diversity data) we rely on your explicit consent, or, where applicable, the processing conditions in Article 9(2) UK GDPR and Schedule 1 of the Data Protection Act 2018 (for example, where processing is necessary for the establishment, exercise or defence of legal claims, or for employment).

The table below describes the ways we use your personal data, the categories of data involved, who each purpose applies to, and the lawful basis or bases we rely on. Where more than one lawful basis is listed, we may rely on any of them depending on the circumstances.

Click here to Jump to Talent – Only Data

5.          MARKETING

Direct marketing. You will only receive marketing communications from us if you have requested information from us, have engaged with us in a business context (for example, as a producer who has booked crew through us), or have otherwise indicated that you are content to receive such communications. We may analyse Identity, Contact, Technical, Usage and Transaction Data to form a view of which communications, services or industry updates may be of interest to you.

Third-party marketing. We will obtain your express consent before we share your personal data with any third party for their own direct marketing purposes.

Opting out. You can ask us to stop sending marketing communications at any time by following the opt-out link in any marketing communication we send you or by contacting us using the details in Section 11. If you opt out of marketing communications, you will still receive communications that are essential for doing business with you — for example, messages relating to a booking, invoice, or ongoing engagement.

6.          DISCLOSURES OF YOUR PERSONAL DATA

Where necessary, we may share your personal data with the parties set out below, strictly for the purposes set out in the tables in Section 4 (How We Use Personal Data). We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We only allow our third-party service providers process your personal data for specified purposes and in accordance with our instructions.

• Producers, line producers, production managers and production companies.
  For Talent, we share the personal data necessary to put you forward for roles and manage bookings (including Identity, Contact, Professional, Credits, Showreel, Availability and Engagement Data). Once a production engages a Talent directly, that production will typically become an independent controller of your personal data for its own purposes (for example, payroll, insurance, health and safety, and production records), and their own privacy notice will apply to their processing.
• Other agents, casting directors and industry contacts. Where appropriate and with your agreement (for Talent), we may pass on or receive information to/from co-agents, or other industry contacts in connection with a specific opportunity.
• Email, diary and cloud storage providers. For sending and storing information essential to our business. Loop Talent uses Google and Microsoft for these and similar purposes.
• Payment, invoicing and accounting service providers. For processing payments and commission, issuing invoices, and maintaining our accounting records (including our accountants and any bookkeeping software).
• Website hosting and IT providers. For hosting the Website, maintaining network security and troubleshooting. Our Website is hosted by WordPress.
• Marketing and communications tools. We may use email marketing or CRM platforms (such as Mailchimp and HubSpot) to send industry updates or invitations, and to manage our contacts. We will only share your personal data with such providers where you have opted in or where we are otherwise permitted to by law.
• Social media platforms. We may post content on social media platforms (e.g., Instagram and LinkedIn). Where posts include personal data (for example, featuring the name of Talent or a Business Contact, credit or image), we will obtain consent beforehand and, where relevant, confirm the production is happy for the credit to be announced.
• Professional advisers. Including our lawyers, accountants, auditors, and insurers, where necessary for the conduct of our business and the protection of our legal interests.
• Regulators, law enforcement and public authorities. Where we are required to share personal data with a regulator (such as the Information Commissioner’s Office), HMRC, or other public authority to comply with a legal obligation or defend our legal rights.

• Third parties in connection with business transactions. If we sell, transfer or restructure all or part of our business or assets, the acquiring or receiving party may process your personal data in line with this policy.

7.          SECURITY & INTERNATIONAL TRANSFERS

Data Security

We have put in place appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, alteration, disclosure or destruction. These measures include encryption in transit, password protections, multi-factor authentication on key systems, role-based access controls, and staff training.

We limit access to your personal data to those employees, contractors and other third parties who have a legitimate business need to use it. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

International Transfers

Most of our business is conducted within the United Kingdom. However, from time to time we may transfer your personal data internationally to third parties who provide services to us (for example, cloud storage, email hosting, or marketing tools) or to productions and industry contacts located outside the UK.

In some instances, the destination country may have laws that do not provide the same level of data protection as the UK. Whenever we transfer your data internationally, we will ensure that appropriate safeguards are in place. This means we will either:

• only transfer your personal data to countries that have been deemed by the UK Government to provide an adequate level of protection for personal data (such as countries within the European Economic Area); or
• use specific contractual terms approved for international transfers of personal data (such as the UK International Data Transfer Agreement (IDTA), the International Data Transfer Addendum to the European Commission’s standard contractual clauses, or the UK Extension to the EU-U.S. Data Privacy Framework where transferring personal data to the United States).

If you would like more information about the safeguards applied to a specific transfer, please contact us.

8.          DATA RETENTION

In line with the UK GDPR principle of data minimisation, we only keep personal data for as long as is reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data; the potential risk of harm from unauthorised use or disclosure; the purposes for which we process the personal data and whether we can achieve those purposes through other means; the applicable legal, regulatory, tax, accounting or other requirements; and, where relevant to Talent, the long-term nature of industry credits and the need to evidence past engagements.

Indicative retention periods

• Enquiries and unsuccessful submissions (e.g., from Website Visitors and prospective Talent we do not end up representing) are typically retained for up to six years and then deleted unless we have a legitimate reason to retain them for longer.
• Talent representation records (including CVs, credits, availability, deal memos and correspondence) are retained for the duration of the representation and for at least six years after the representation ends, to reflect tax and accounting requirements.
• Right-to-work, visa and passport records are retained in line with UK Home Office guidance (typically not less than two years after the end of the engagement).
• Financial and transactional records (including invoices, commission statements, and payment records) are retained for at least six years after the end of the financial year in which they were created, to comply with tax and accounting laws.
• Special category data (such as accessibility information or union membership details) is retained only for as long as is necessary to fulfil the purpose for which it was provided, and then deleted or appropriately restricted.
• Credits and biographical information may be retained for longer periods where we have your consent or where doing so is necessary to evidence industry credits and professional history.
• Dispute or complaint records may be retained for a longer period (typically up to 7 years from the end of our relationship with you) where this is necessary to establish, exercise or defend legal claims.

In some circumstances you can ask us to delete your data as explained below

9.          YOUR LEGAL RIGHTS

Under data protection laws you have the following rights in relation to your personal data:

• Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data we hold about you, so that any inaccurate or incomplete data can be corrected (we may need to verify the accuracy of the new data you provide).
• Request erasure of your personal data in certain circumstances — for example, where there is no good reason for us continuing to process it or where we are required to erase your personal data to comply with local law. We may not always be able to comply with an erasure request; where that is the case, we will explain why.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis. In some cases, we may demonstrate that we have compelling legitimate grounds to continue processing.
• Object to direct marketing at any time and for any reason.
• Request restriction of processing of your personal data in certain circumstances — for example, while we verify its accuracy, where our use of the data is unlawful but you do not want it erased, where you need us to hold the data to establish, exercise or defend a legal claim, or while we verify whether we have overriding legitimate grounds to continue processing.
• Request the transfer of your personal data to you or a third party in a structured, commonly-used, machine-readable format. This right only applies to automated information which you initially provided consent for us to use, or where we used the information to perform a contract with you.
• Withdraw consent at any time where we are relying on consent as the lawful basis for processing. This will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to continue representing you or providing certain services, and we will advise you if this is the case at the time.

If you wish to exercise any of these rights, please contact us.

• You will not have to pay a fee to access your personal data (or to exercise any other right). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive, or we may refuse to comply in such circumstances.
• We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure personal data is not disclosed to any person who has no right to receive it.
• We try to respond to all legitimate requests within one month. Occasionally it may take us longer if your request is particularly complex or you have made a number of requests; we will notify you and keep you updated.

You have the right to make a complaint at any time regarding our use of your personal data, including where you believe we are unlawfully processing your data. For UK residents, data protection complaints are handled by the Information Commissioner’s Office (ICO), the UK regulator for data protection issues. You can find more information at www.ico.org.uk.

For EEA residents, you may complain to your local data protection authority (details are available at https://edpb.europa.eu/about-edpb/board/members_en).

We would, however, appreciate the chance to address any concerns before you approach the ICO or another regulator, so please contact us in the first instance.

10.      OTHER INFORMATION

We keep this privacy policy under regular review. The date of the most recent update appears at the top of this document. It is important that the personal data we hold about you is accurate and current, so please keep us informed if your personal data changes during your relationship with us (for example, a new address, email address, union membership or availability).

This policy does not form part of any representation agreement, engagement contract or other agreement with us unless we have expressly stated otherwise, and it does not create contractual rights or obligations. We may amend this policy at any time, and where changes are material we will take reasonable steps to bring those changes to your attention.

Our Website may include links to third-party websites, plug-ins, or applications. By clicking on those links or enabling those connections, third parties may be able to collect or share data about you. Loop Talent does not endorse, monitor, or assume responsibility for the content, privacy practices, or data processing activities of those third-party websites. When you leave our Website, we encourage you to read the privacy policy of every website you visit.