PRIVACY POLICY

1. Overview & Data Controller

Virr Collective Ltd ("we", "us", or "our") is committed to protecting the privacy and security of your personal data. This Privacy Policy explains how we collect, use, store, and share personal information when you visit our website (www.virrcollective.com), submit applications for representation, or utilize our independent advisory and consultancy services.

For the purposes of UK data protection legislation (including the UK General Data Protection Regulation / UK GDPR and the Data Protection Act 2018), Virr Collective Ltd is the Data Controller responsible for your personal data.

2. Information We Collect

Depending on your interaction with Virr Collective, we may collect and process the following categories of data:

• Identity Data: Full name, professional stage/screen names, date of birth, age, and photographic headshots.
• Contact Data: Email address, telephone number, physical address, and emergency contact details.
• Professional Performance Data: Spotlight profile links, showreels, voice reels, CVs, union affiliations (e.g., Equity, SAG-AFTRA), training background, and professional credits.
• Special Category Data: Physical characteristics (height, eye color, vocal range), ethnicity/diversity data, and health or disability information required for accessibility or specific casting criteria (processed only with your explicit consent or where required by casting directors).
• Financial Data: Bank account and VAT details (for represented clients receiving performance royalties or performance fees, or consultancy payment processing).
• Technical & Usage Data: IP addresses, browser types, operating systems, and page interaction data collected via standard web cookies.

3. How We Collect Data

We collect personal data directly from you when you:

• Submit a representation application via our online submission forms.
• Email us directly regarding advisory services, consultancy bookings, or general inquiries.
• Sign a representation agreement or consultancy booking contract.
• Interact with our site through automated cookies or server logs.

4. Legal Basis for Processing

We process your personal data under the following lawful bases established by UK GDPR:

• Contractual Performance: Processing required to negotiate, execute, or manage representation agreements or consultancy sessions.
• Legitimate Interests: Necessary for our legitimate business interests in operating a talent agency, pitching performers to casting directors, and reviewing incoming talent submissions.
• Legal Obligation: Compliance with UK employment, tax, accounting, and company law obligations.
• Consent: Where you have provided explicit consent (e.g., submitting special category diversity data or agreeing to direct marketing).

5. How We Use Your Data

Your information is strictly utilized to operate our core business activities, including:

• Evaluating talent representation submissions and contacting prospective clients.
• Submitting represented clients to casting directors, production houses, and project creators across stage, screen, and commercial campaigns.
• Delivering independent 1-2-1 advisory sessions, profile audits, and contract reviews.
• Processing payments, royalty distributions, and invoicing.
• Maintaining statutory corporate and financial records.

6. Disclosure & Third Parties

We do not sell, rent, or trade your personal information. However, we may share your data with trusted third parties where necessary for operations:

• Industry Stakeholders: Casting directors, producers, directors, production companies, and venue managers for securing performance work.
• Industry Platforms: Casting databases including Spotlight, Tagmin, or similar industry-standard submission systems.
• Service Providers: IT infrastructure, website hosting, secure cloud storage, and accounting software suppliers.
• Legal & Regulatory Authorities: HMRC or law enforcement agencies if mandated by law.

7. International Transfers

Where casting opportunities or IT cloud infrastructure require transferring data outside the UK or European Economic Area (EEA)—for example, US-based production companies or international tours—we ensure appropriate safeguards (such as UK International Data Transfer Agreements or Standard Contractual Clauses) are enforced to protect your data.

8. Data Security & Retention

We maintain robust technical and organizational security measures to protect against accidental loss, unauthorized access, or disclosure.

Retention Periods:

• Unsuccessful Submissions: Data from representation applications is retained for up to 6 months before secure deletion.
• Represented Clients: Retained for the duration of representation plus 6 years following contract termination for legal and accounting compliance.
• Consultancy Clients: Session notes and transactional records are retained for up to 3 years following the service completion.

9. Your Legal Rights

Under UK data protection law, you hold rights regarding your personal data, including:

• Access: Request a copy of the personal data we hold about you (Subject Access Request).
• Correction: Request rectification of inaccurate or incomplete data.
• Erasure: Request deletion of your personal data where there is no lawful reason for us to retain it.
• Objection / Restriction: Object to processing based on legitimate interests or request processing restrictions.
• Withdraw Consent: Withdraw previously granted consent at any time.

To exercise any of these rights, please email info@virrcollective.com. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Cookies & Analytics

Our website utilizes essential functional cookies necessary for site performance and navigation. We may also use basic, anonymous web analytics cookies to monitor traffic patterns and improve site experience. You can adjust your browser settings to refuse non-essential cookies.

11. How to Contact Us

If you have any questions about this Privacy Policy or wish to make a data request, please reach out to our team directly: