Introduction
This privacy notice provides information on how Avanti Media Limited receives and processes your personal data when you apply to take part in the production Gospel Singer of the Year (“the Programme”).

We keep our privacy notice under regular review. This version was last updated on 16 July 2021.

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 relationship with us.

The Programme is not intended for children or young people, and we do not seek to collect data relating to children or young people. If during the filming process you provide us with information regarding children or young people, you confirm that you have:

• parental responsibility for the child or young person;
• consented to the processing of the child or young person’s personal data as set out in the Avanti Contributor Privacy Policy
• shown the child or young person a copy of our Child and Young Person’s Privacy Policy and
• ensured that the child or young person is aware of their rights in respect of their personal data including the right to withdraw consent to processing of their personal data once they are competent to make this decision.

It is important that you read this Gospel Singers of the Year Privacy Notice together with the Avanti Contributor Privacy Policy which contains more detailed information about our data processing, together with any other privacy policy or fair processing policy we may be provided you on specific occasions when your personal data is being collected or processed in connection with the Programme so that you are fully aware of how and why your personal data is being used. This privacy notice supplements other notices and privacy policies and does not override them.

Any reference to “we”, “us” and “our” is to Avanti Media Limited (company no. 03120908). Unless otherwise stated below, we are a joint “data controller” of your personal data together with the BBC. You can contact us at  mair.davies@avantimedia.tv or write to the Data Protection Officer, Avanti Media Limited, Tagomago Park, Unit 2&3, Dowlais Road, Cardiff CF24 5TW for more information about how we process your data or if you have any questions about this privacy policy or our privacy practices.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with any concerns before you approach the ICO so please contact us in the first instance.

The data we process about you
When you apply to take part in the Programme, the BBC will share personal data with us and we may use personal data, or personal information about you, including personal information called ‘special category data’ at various stages in the production. If you are confirmed as a semi-finalist or reserve for the Programme, we may collect and use further personal data or personal data about you, including special category data.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). Special category data is personal information which is more sensitive than other personal data and can include information about a person’s: health; race; ethnic origin; political opinions; sex life; sexual orientation; or religious beliefs.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

If you are selected as a semi-finalist or reserve to take part in the Programme we may also collect and use information about the criminal convictions and/or offences which you have committed (if any).

 
Where do we get this data?
During the application process, personal data is shared with us by the BBC. If you are selected as a semi-finalist or reserve for the Programme, we will collect personal data about you. This data is most likely to have originally come from you (for example, on your application form, from your video audition or, if you are selected as a semi-finalist or reserve, from interviews with you). If you are selected as a semi-finalist or reserve and where authorised by UK laws, we may also carry out our own background checks, which may include internet and social media searches and/or a basic check of any unspent convictions on your criminal record via a DBS-registered organisation such as uCheck, Disclosure Scotland or Access NI.

 
How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
• where we have your explicit consent;
• where there is substantial public interest in that the processing is necessary for equality of opportunity or treatment;
• where it is necessary for the performance of a contract we have entered into with you; and
• where we need to comply with a legal obligation.

We will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

 
What data do we receive and collect about you and the purposes for which we will use it
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

We may receive, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

We rely on substantial public interest to process special category personal data contained in your application to take part in the Programme on the grounds that the processing is necessary for equality of opportunity or treatment. If you are selected as a semi-finalist or reserve, we will ask for your consent to process your special category and/or criminal records data. However, if you are selected as a semi-finalist or reserve there may be circumstances where we use your special category and/or criminal records data (or make such data available to third parties) without your consent, for example:

1. where there is substantial public interest in the processing;
2. where you clearly make your data public, for example, following the first broadcast of any data which you disclosed on camera;
3. in the event of a medical emergency; and/or
4. in relation to a legal claim and/or court order.

 
Who uses this data and whom do we share it with?
This data will be used by our employees and staff who are working on the Programme on a need-to know basis. It may be shared internally with our Business Affairs, Health and Safety, and Insurance teams. Where necessary, it may also be shared externally with our professional advisers, our panel of judges, the BBC, our insurer, the insurer of the BBC and medical professionals working with us, such as our medical team, our independent doctor and our independent psychiatrist. If the data is included in the editorial content of the Programme with your consent, it will be shared with anyone who views the Programme and/or clips of the Programme throughout the world.

We may share your pre-recorded application video with our panel of independent judges for them to decide whether you will be selected as a participant or contributor to the Programme.

Any third parties with whom we share your data will be required to comply with current data protection and privacy laws.

In the case of the BBC, our insurer, and/or medical professionals working with us, they will be the “data controller” of your personal data (either alone, jointly or in common with us) and will be required to maintain their own records. Where that is the case, we may refer you to those professionals to exercise your rights over your data.

 
How long do we keep this data?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider 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 for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Details of retention periods for different aspects of your personal data are set out in the table below.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

 
Sending data internationally
We do not transfer your data to third party service providers outside of the United Kingdom and European Economic Area.

Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors 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.

We have put in place procedures 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.

 
What are my data subject rights and how can I use them?
Under certain circumstances, you have rights under data protection laws in relation to your personal data including rights to:

• request access to your personal data
• request correction of your personal data
• request erasure of your personal data
• object to processing of your personal data
• request restriction of processing your personal data
• request transfer of your personal data
• right to withdraw consent.

For more information on your rights and how to use them or if you wish to exercise any of the rights set out above, contact mair.davies@avantimedia.tv.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these 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 that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than one month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Where we are processing your personal data, including special category data and/or criminal records data in reliance on your consent, you can withdraw your consent at any time. Please contact mair.davies@avantimedia.tv or write to the Data Protection Officer, Avanti Media Limited, Tagomago Park, Unit 2&3, Dowlais Road, Cardiff CF24 5TW if you wish to withdraw your consent.

However, if you later withdraw your consent, then we may not be able to proceed or continue with your participation in the Programme. Withdrawing your consent may not mean that we stop processing your personal data if we are not processing your personal data in reliance on your consent.

Your personal details are very important to us and you understand that the information you supply will be handled and stored according to current data protection and privacy legislation, and the privacy notices referred to above.

Please ensure you have read and fully understood this Special Category Data Notice.

Introduction
This privacy notice provides information on how Avanti Media Limited receives and processes your personal data when you upload your life drawing to be featured in Life Drawing Live (“the Programme”).

We keep our privacy notice under regular review. This version was last updated on 10 September 2021.

The Programme is not intended for children or young people, and we do not seek to collect data relating to children or young people. If you do provide us with information regarding children or young people, you confirm that you have:

• parental responsibility for the child or young person;
• consented to the processing of the child or young person’s personal data as set out in the Avanti Contributor Privacy Policy
• shown the child or young person a copy of our Child and Young Person’s Privacy Policy and
• ensured that the child or young person is aware of their rights in respect of their personal data including the right to withdraw consent to processing of their personal data once they are competent to make this decision.

This Life Drawing Live Privacy Notice supplements our Avanti Contributor Privacy Policy which contains more detailed information about our data processing. This notice, together with any other privacy policy or fair processing policy that may be provided to you on specific occasions when your personal data is being collected or processed in connection with the Programme, is provided to you so that you are fully aware of how and why your personal data is being used. This privacy notice supplements other notices and privacy policies and does not override them.

Any reference to “we”, “us” and “our” is to Avanti Media Limited (company no. 03120908). Unless otherwise stated below, we are a joint “data controller” of your personal data together with the BBC. You can contact us at  mair.davies@avantimedia.tv or write to the Data Protection Officer, Avanti Media Limited, Tagomago Park, Unit 2&3, Dowlais Road, Cardiff CF24 5TW for more information about how we process your data or if you have any questions about this privacy policy or our privacy practices.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with any concerns before you approach the ICO so please contact us in the first instance.

The data we process about you
When you upload your life drawing through BBC’s Uploader, the BBC may share personal data with us, including your name, username and location along with any identifiable metadata contained within your digital image.

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

 
Where do we get this data?
The Programme will invite you to upload a digital image of your life drawing along with your given name and geographical location using BBC Uploader. The digital image you provide, along with your username and location is shared with us by the BBC and may constitute your personal data.

How we use your personal data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

• where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
• where we have your explicit consent;
• where there is substantial public interest in that the processing is necessary for equality of opportunity or treatment;
• where it is necessary for the performance of a contract we have entered into with you; and
• where we need to comply with a legal obligation.

We will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

 
What data do we receive and collect about you and the purposes for which we will use it
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

We may receive, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

 
Who uses this data and whom do we share it with?
If your life drawing is featured on Life Drawing Live, the name and location you provide via BBC uploader might be disclosed to the public. The digital image that you upload via BBC uploader could be printed off and discussed on the Programme or displayed on screen during the live Programme.

Your data will be used by our employees and staff who are working on the Programme on a need-to know basis. It may be shared internally with our Business Affairs, Health and Safety and Insurance teams. Where necessary, it may also be shared externally with our professional advisers, the BBC, our insurer, the insurer of the BBC. If the data is included in the content of the Programme, it will be shared with anyone who views the Programme and/or clips of the Programme throughout the world.

Any third parties with whom we share your data will be required to comply with current data protection and privacy laws.

In the case of the BBC or insurer, they will be the “data controller” of your personal data (either alone, jointly or in common with us) and will be required to maintain their own records. Where that is the case, we may refer you to those professionals to exercise your rights over your data.

 
How long do we keep this data?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider 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 for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Details of retention periods for different aspects of your personal data are set out in the table below.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

 

Sending data internationally
We do not transfer your data to third party service providers outside of the United Kingdom and European Economic Area.

Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors 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.

We have put in place procedures 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.

What are my data subject rights and how can I use them?

Under certain circumstances, you have rights under data protection laws in relation to your personal data including rights to:

• request access to your personal data
• request correction of your personal data
• request erasure of your personal data
• object to processing of your personal data
• request restriction of processing your personal data
• request transfer of your personal data
• right to withdraw consent.

For more information on your rights and how to use them or if you wish to exercise any of the rights set out above, contact mair.davies@avantimedia.tv.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these 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 that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than one month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Your personal details are very important to us and you understand that the information you supply will be handled and stored according to current data protection and privacy legislation, and the privacy notices referred to above.

Avanti Media Limited is an independent television production company based in Cardiff, producing quality programmes and other content for worldwide distribution.  We are a company incorporated in England under company number 03120908 and our registered office is at Tagomago Park, Unit 2&3, Dowlais Road, Cardiff CF24 5TW.

We are committed to protecting the privacy of others and complying with all relevant data protection laws and regulations.  This Privacy Notice explains how we collect, store, use and transfer information about individuals, including those who are involved in the programmes we make, whether in hard copy or digitally on any of our servers or computers.

In this Privacy Notice ‘Avanti, ‘we’, ‘us’, ‘our’ refers to Avanti Media Limited and ‘you’, ‘your’ refers to potential contributors to our programming.

1. Why do we collect personal information

We collect and process personal information for a number of reasons including:

• producing, exhibiting, exploiting, distributing, publicising, advertising and promoting our programmes by any media (now known or hereafter invented) throughout the world;
• operating and managing our business effectively and lawfully;
• as part of and in connection with our programme-making and other activities;
• responding to queries from members of the public;
• contacting individuals about taking part in our programmes and assessing individuals’ suitability to take part in our programmes;
• making payments to individuals.

2. What personal information do we collect

Contacting us: you may provide your personal information (e.g. name, postal address, email address, telephone number, other contact information) when you contact us by phone, e-mail or otherwise in writing, or where you contact us online.  This may be in connection with you participating in one of our productions, or for some other reason.

Participating in programmes: if you are applying or being considered to take part in one of our programmes it will be necessary for us to collect certain basic information about you including your full name, date of birth, gender, postal address, email address, telephone number and other contact details.  We may also need to carry out identity checks and background checks.  This will be in order to contact you and to assess your suitability for taking part in our programmes.

We may also collect, store, process and transfer personal information about you that is publicly available e.g. press articles, your social media profiles, online searches.

Special Category personal information: Data protection legislation recognises certain “special categories” of personal information, which is information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information for uniquely identifying a person, information concerning health, and information concerning a person’s sex life or sexual orientation.  Information relating to criminal offences and convictions is treated in a similar way.

In order for us to be able to (i) assess your suitability as a contributor to a programme; and (ii) produce, exploit and publicise our programmes; and (iii) ensure your health and safety during your participation in a programme, ensure that you are at all times able to participate in a programme and related publicity, and monitor and manage sickness and/or absence during the production process; we may (should we require or should you provide all or some of the following) collect, store and use the following special categories of personal information about you:

• the results of any background checks (for example searches undertaken by us via Google, Lexis-Nexis and/or on social media platforms);
• a statement of health form provided by you;
• the contents of any letter or other communication provided by your GP relating to the state of your health and/or the results of any medical examination (if necessary);
• information provided by you about your past convictions;
• any other sensitive personal information, for example about your racial or ethnic origin, political opinions, religious beliefs, or your personal life and sexual orientation which you disclose to us at any time or in the course of your participation in a programme.

3. Sharing your personal information

Your personal information is processed by our employees and staff.  Sometimes we use third parties who are contractually engaged to provide services to us that may involve the sharing of personal information e.g. IT services, health and safety services, insurance brokers and underwriters, legal and accountancy services.  We also may need to share your personal information with other organisations from time to time including with:

• companies involved with our business activities e.g. broadcasters, post-production houses, sales agents, distributors, financiers;
• broadcasting regulators e.g. Ofcom;
• the police or other regulatory bodies as required by law in connection with the investigation of crimes.

Although based in the UK, our business is global which means that we may need to transfer your personal information to organisations outside the European Economic Area (EEA).  Where that is the case, we will ensure that adequate safeguards are in place to ensure the safety and security of your personal information and that it is processed in accordance with this Privacy Notice.

We may share special category personal information about you with members of the production team, and with the parties set out above, and (to the extent you provide such information as part of your contribution to a programme and the same is incorporated in a programme and/or we include details of your biography background and past experiences in  a programme) with the public on transmission of the programme in which you appear.

4. The bases for collecting and processing your information

There are a number of lawful bases upon which we may collect and process your personal information including the following:

• if you have entered into a contract with us, we may need to use your information to fulfil the contract and our obligations to you;
• we may be under a legal obligation to process your personal information;
• we may process your personal information with your consent.  Where that is the case, we will tell you and seek your explicit consent before processing your information;
• it may be necessary for us to process your personal information for our own legitimate interests.  Note that we will only do so where our legitimate interests do not override your own legitimate rights and interests.

In respect of special category personal information (defined above) and criminal convictions and offences information concerning you, in addition to one or more of the above lawful bases for the general processing of your personal information, we will only process special category and criminal convictions/offences information in one or more the following circumstances:

• with your express consent;
• where the special category personal information in question has been made public by you (including without limitation as part of your contribution to the programme you intend to take part in);
• as necessary to establish, exercise or defend our legal rights and interests;
• as necessary for reasons of substantial public interest;
• as necessary for archiving purposes.

5. How we store your personal information

We have implemented appropriate measures and safeguards to ensure that your personal information is kept safe and secure e.g. by storing it securely, and by keeping electronic data on secure servers and hard drives with appropriate levels of security including encryption and firewalls.  However the internet is an open system and we cannot guarantee that unauthorised third parties will never be able to defeat those measures.

We will only keep your personal information for as long as we need to.  For those participating in our programmes, we are likely to retain your personal information for as long as is necessary in order to produce, exhibit, exploit, distribute, advertise, publicise and promote the programme in accordance with our legitimate interests and legal obligations.  Personal information that is no longer required will be deleted/destroyed.

6. Your rights

You have a number of rights in respect of your personal information, including the right:

• to request access to the personal information that we hold about you;
• to request that we do not process your personal information for direct marketing purposes;

• to request that inaccurate personal information we hold about you is corrected;
• to request that personal information is deleted;
• to request that your personal information is provided to you in a portable format
• to withdraw your consent to processing where we are relying on your consent as the lawful basis for processing your personal information including special category and criminal convictions/offence data.

Note that most of these rights are not absolute and are limited to certain defined circumstances.  Accordingly, we may not be able to comply with any such request.

If the basis of our processing of your personal information is ‘consent’ you have the right to withdraw your consent at any time.

7. Getting in touch

If you have any questions or concerns regarding this Privacy Notice please contact our data protection manager through our production office.  We will use reasonable efforts to answer your question or address your concerns promptly.

Please note that you are also entitled to make a complaint to the Information Commissioner’s Office if you feel any concern of yours relating to the Privacy Notice has not been dealt with properly: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.  https://ico.org.uk/make-a-complaint/

8. Changes to this Privacy Notice

We may update or amend this Privacy Notice from time to time.

Avanti Media Limited
May 2021

Policy for the Protection of Children and Vulnerable People

Avanti Media Limited is an independent television production company based in Cardiff, producing quality programmes and other content for worldwide distribution. We are a company incorporated in England under company number 03120908 and our registered office is at Tagomago Park, Unit 2&3, Dowlais Road, Cardiff CF24 5TW.

We are committed to protecting the privacy of others and complying with all relevant data protection laws and regulations.  This Privacy Notice explains how we collect, store, use and transfer information about individuals, including those who are applying to take part in, or are involved in, the programmes we make, whether in hard copy or digitally on any of our servers or computers.

In this Privacy Notice ‘Avanti’, ‘we’, ‘us’, ‘our’ refers to Avanti Media Limited and ‘you’, ‘your’ refers to potential contributors to our programming.

Applicants to our programmes who apply through a third party website or via links from third party websites or via other platforms (such as Twitter or Facebook) should note that we are not responsible for any links those third party websites and platforms may carry and/or for the privacy and data protection policies those other third party websites and platforms, and we encourage such applicants to review the privacy and data protection policies of those third party websites and platforms to understand how they collect, store, use and share personal information.

1. Why do we collect personal information

We collect and process personal information for a number of reasons including:

• producing, exhibiting, exploiting, distributing, publicising, advertising and promoting our programmes by any media (now known or hereafter invented) throughout the world;
• operating and managing our business effectively and lawfully;
• as part of and in connection with our programme-making and other activities;
• responding to queries from members of the public;
• contacting individuals about taking part in our programmes and assessing individuals’ suitability to take part in our programmes;
• making payments to individuals;
• should you have given consent during the application process, to consider you as a potential contributor for our programmes, other than the programme you have applied to take part in.

2. What personal information do we collect

Contacting us: you may provide your personal information (e.g. name, postal address, email address, telephone number, other contact information) when you contact us by phone, e-mail or otherwise in writing, or where you contact us online.  This may be in connection with you participating in one of our productions, or for some other reason.

Applying to and/or participating in programmes: if you are applying to or being considered to take part in one of our programmes it will be necessary for us to collect certain basic information about you including your full name, date of birth, gender, postal address, email address, telephone number and other contact details and your image.  We may also need to carry out identity checks and background checks.  This will be in order to contact you and to assess your suitability for taking part in our programmes.

Applicants to our programmes may email information to us (whether directly or via a third party website or platform), be contacted by our casting team, submit completed questionnaires and forms (whether directly or via a third party website or platform), provide information or documentation in person or by post, and/or be interviewed or auditioned to participate in our programmes. If you are selected to participate in our programmes you will be asked to sign a contract or release form setting out the terms on which you agree to contribute to/participate in our programmes.

We may also collect, store, process and transfer personal information about you that is publicly available e.g. press articles, your social media profiles, online searches.

Special Category personal information: Data protection legislation recognises certain “special categories” of personal information, which is information revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic information, biometric information for uniquely identifying a person, information concerning health, and information concerning a person’s sex life or sexual orientation.  Information relating to criminal offences and convictions is treated in a similar way.

In order for us to be able to (i) assess your suitability as a contributor to a programme; and (ii) produce, exploit and publicise our programmes; and (iii) ensure your health and safety during your participation in a programme, ensure that you are at all times able to participate in a programme and related publicity, and monitor and manage sickness and/or absence during the production process; we may (should we require or should you provide all or some of the following) collect, store and use the following special categories of personal information about you:

• the results of any background checks (for example searches undertaken by us via Google, Lexis-Nexis and/or on social media platforms);
• a statement of health form provided by you;
• the contents of any letter or other communication provided by your GP relating to the state of your health and/or the results of any medical examination (if necessary);
• information provided by you about your past convictions;
• any other sensitive personal information, for example about your racial or ethnic origin, political opinions, religious beliefs, or your personal life and sexual orientation which you disclose to us at any time or in the course of your participation in a programme.

3. Sharing your personal information

Your personal information is processed by our employees and staff.  Sometimes we use third parties who are contractually engaged to provide services to us that may involve the sharing of personal information e.g. IT services, health and safety services, insurance brokers and underwriters, legal and accountancy services.  We also may need to share your personal information with other organisations from time to time including with:

• companies involved with our business activities e.g. broadcasters, post-production houses, sales agents, distributors, financiers;
• broadcasting regulators e.g. Ofcom;
• the police or other regulatory bodies as required by law in connection with the investigation of crimes.

Although based in the UK, our business is global which means that we may need to transfer your personal information to organisations outside the European Economic Area (EEA).  Where that is the case, we will ensure that adequate safeguards are in place to ensure the safety and security of your personal information and that it is processed in accordance with this Privacy Notice.

We may share special category personal information about you with members of the production team, and with the parties set out above, and (to the extent you provide such information as part of your contribution to a programme and the same is incorporated in a programme and/or we include details of your biography background and past experiences in  a programme) with the public on transmission of the programme in which you appear.

4. The bases for collecting and processing your information

There are a number of lawful bases upon which we may collect and process your personal information including the following:

• If you are considering entering into a contract with us we may need to process your information in order to take steps at your request prior to entering into the contract;
• if you have entered into a contract with us, we may need to use your information to fulfil the contract and our obligations to you;
• we may be under a legal obligation to process your personal information;
• we may process your personal information with your consent.  Where that is the case, we will tell you and seek your explicit consent before processing your information;
• it may be necessary for us to process your personal information for our own legitimate interests.  Note that we will only do so where our legitimate interests do not override your own legitimate rights and interests.

In respect of special category personal information (defined above) and criminal convictions and offences information concerning you, in addition to one or more of the above lawful bases for the general processing of your personal information, we will only process special category and criminal convictions/offences information in one or more the following circumstances:

• with your express consent;
• where the special category personal information in question has been made public by you (including without limitation as part of your contribution to the programme you intend to take part in);
• as necessary to establish, exercise or defend our legal rights and interests;
• as necessary for reasons of substantial public interest;
• as necessary for archiving purposes.

5. How we store your personal information

We have implemented appropriate measures and safeguards to ensure that your personal information is kept safe and secure e.g. by storing it securely, and by keeping electronic data on secure servers and hard drives with appropriate levels of security including encryption and firewalls.  However the internet is an open system and we cannot guarantee that unauthorised third parties will never be able to defeat those measures.

We will only keep your personal information for as long as we need to.  For those applying to take part in one of our programmes but who are not selected as a contributor, we will delete your personal information within 60 days of first transmission of the last episode of the programme you applied to take part in, or if you have consented to us retaining your personal information for the purposes of considering you as a potential contributor for our other programmes we will retain your personal information for up to 3 years from first transmission of the final episode of the programme you applied to take part in.  For those participating in our programmes, we are likely to retain your personal information for as long as is necessary in order to produce, exhibit, exploit, distribute, advertise, publicise and promote the programme in accordance with our legitimate interests and legal obligations.  Personal information that is no longer required will be deleted/destroyed.

6. Your rights

You have a number of rights in respect of your personal information, including the right

• to request access to the personal information that we hold about you;
• to request that we do not process your personal information for direct marketing purposes;

• to request that inaccurate personal information we hold about you is corrected;
• to request that personal information is deleted;
• to request that your personal information is provided to you in a portable format
• to withdraw your consent to processing where we are relying on your consent as the lawful basis for processing your personal information including special category and criminal convictions/offence data.

Note that most of these rights are not absolute and are limited to certain defined circumstances.  Accordingly, we may not be able to comply with any such request.

If the basis of our processing of your personal information is ‘consent’ you have the right to withdraw your consent at any time.

7. Getting in touch

If you have any questions or concerns regarding this Privacy Notice please contact Avanti’s data protection manager at our main office. We will use reasonable efforts to answer your question or address your concerns promptly.

Please note that you are also entitled to make a complaint to the Information Commissioner’s Office if you feel any concern of yours relating to the Privacy Notice has not been dealt with properly: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.  https://ico.org.uk/make-a-complaint/

8. Changes to this Privacy Notice

We may update or amend this Privacy Notice from time to time.

Avanti Media Limited
May 2021

Click here to download