1. Introduction

Stroud Talent is committed to protecting and respecting your privacy. This policy explains how we collect, use, share and protect personal information relating to website visitors, applicants, represented performers and their parents or guardians.

This policy applies to information collected through www.stroudtalent.co.uk, application and contact forms, email, telephone, casting platforms and the delivery of our talent agency services.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is Stroud Talent. If you have any questions about this policy or how we use personal information, please contact us:

Email: info@stroudtalent.co.uk
Telephone: 07732 795276

2. Information we collect

2.1 When you use our website or contact us

When you visit our website, certain technical information may be collected automatically, such as your browser type, device information, the pages you visit and how you arrived at the website. We use this information to understand website usage and improve the site and our services.

If you complete a contact form, email or telephone us, we may collect your name, email address, telephone number and any other information you choose to provide as part of your enquiry.

2.2 When you apply for representation

Applications must be submitted or approved by a parent or legal guardian where the performer is under 18. We may collect:

•  the young performer’s name, date of birth, age, height and general location;

•  parent or guardian name, relationship to the performer and contact details;

•  performing arts training, skills, experience, professional credits and current or previous agency representation;

•  recent photographs, self-tapes, audition videos and links to material hosted through Google Drive, WeTransfer or another sharing platform;

•  information about availability, travel, school support and any access or support needs relevant to professional opportunities; and

•  any other information provided within the application or subsequent correspondence.

If an application is made through Google Forms, Google processes the information on our behalf as a service provider. Applicants who provide links to material hosted by another service should also review that provider’s privacy information and sharing settings.

2.3 When a performer becomes a client

If representation is offered and accepted, we may collect and maintain additional information needed to provide agency services, including:

•  professional headshots, profiles, showreels, voice reels, skills, measurements and Spotlight or other casting-platform information;

•  audition, casting, recall, availability, booking, contract and professional credit information;

•  records of communications with performers, parents or guardians, casting professionals and production teams;

•  information needed for child performance licences, school permissions, chaperone arrangements, safeguarding and welfare;

•  payment, commission, invoicing and other financial records relating to professional work; and

•  relevant feedback, development information and attendance at agency masterclasses or review meetings.

We may also receive information from Spotlight and other casting platforms, casting directors, production companies, photographers, schools, local authorities or other organisations involved in an audition, booking or licence application.

3. How we use personal information

We may use personal information to:

•  respond to enquiries and assess applications for representation;

•  communicate with applicants, represented performers and their parents or guardians;

•  create and manage performer profiles and provide sole-representation agency services;

•  identify suitable opportunities and submit performers for auditions, castings and professional work;

•  manage self-tapes, auditions, recalls, bookings, contracts, payments and commission;

•  support child performance licence applications, school permissions, chaperone arrangements and safeguarding responsibilities;

•  monitor development, provide relevant guidance and organise agency masterclasses or review meetings;

•  meet legal, financial, insurance, safeguarding and regulatory obligations;

•  protect our legal rights and manage complaints or disputes; and

•  maintain and improve our website and services.

4. Our lawful bases for using personal information

We only process personal information where we have a lawful basis to do so. Depending on the purpose, we may rely on:

•  steps taken at your request before entering into a contract, including reviewing an application for representation;

•  performance of our contract when providing representation and related agency services;

•  our legitimate interests in operating and improving the agency, communicating with families, assessing suitability, managing professional opportunities and protecting our business, provided these interests do not override the rights and interests of the child or family;

•  compliance with a legal obligation, including accounting, child performance licensing, safeguarding and other regulatory responsibilities; and

•  consent where this is appropriate, including certain marketing communications, publicity uses of photographs or video, and some uses of health or other special category information. Consent can be withdrawn at any time, although this will not affect processing that has already taken place lawfully.

5. Children’s information and special category data

Most performers represented by Stroud Talent are children or young people. We take particular care with their personal information, collect only what is reasonably needed and consider their best interests when deciding how information should be used or shared.

Applications for performers under 18 must be completed or approved by a parent or legal guardian. Children have data protection rights in their own name. Depending on the child’s age and understanding, we may respond to a request from the child directly or involve their parent or guardian where appropriate.

We may need to collect limited information about health, disability, ethnicity or other matters that may amount to special category data, for example where it is relevant to access needs, safeguarding, licensing, casting requirements or safe participation in professional work. We will only collect and use this information where necessary and where both an appropriate lawful basis and an additional condition under data protection law apply. Where required, we will ask for explicit consent.

6. When we share personal information

We only share personal information where it is necessary, proportionate and lawful. Depending on the circumstances, this may include sharing relevant information with:

•  Spotlight and other casting platforms used to manage performer profiles and submissions;

•  casting directors, producers, production companies, theatres, broadcasters, advertising agencies and other organisations offering professional opportunities;

•  local authorities, schools, licensed chaperones and production teams where information is needed for a child performance licence, school permission, welfare or safeguarding;

•  IT, website, email, form, cloud-storage and file-sharing providers that process information on our behalf, including Squarespace and Google;

•  professional advisers such as accountants, legal advisers, insurers and banking or payment providers;

•  the police, emergency services, safeguarding professionals, regulators or other authorities where required or permitted by law; and

•  another organisation if the agency is restructured, transferred or sold, subject to appropriate confidentiality and data protection safeguards.

A performer’s full application or personal information will not be shared more widely than is reasonably necessary. Information used for casting submissions will be limited to what is relevant to the opportunity.

7. International transfers

Some service providers and casting platforms may store or process personal information outside the UK. Where this involves a restricted international transfer, we will take reasonable steps to ensure that an approved transfer mechanism or other appropriate safeguard is in place as required by UK data protection law.

8. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including to meet legal, financial, insurance, safeguarding and contractual requirements.

Application information for performers who are not offered representation will be retained only for as long as needed to complete the assessment, communicate the outcome and deal with any reasonable follow-up questions or legal issues. Information about represented performers will normally be kept for the duration of the agency relationship and for an appropriate period afterwards where records are required for accounting, safeguarding, insurance, contractual or legal purposes. Information that is no longer required will be securely deleted or destroyed.

9. How we protect personal information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration or disclosure. Access is limited to people and service providers who need the information for the purposes described in this policy.

No internet transmission or storage system can be guaranteed to be completely secure. When submitting photographs, self-tapes or documents through a sharing service, parents and guardians should use appropriate privacy settings and provide access only to the intended recipients.

10. Photographs, video and publicity

Photographs, self-tapes, showreels and other performance material may be used to assess applications, maintain casting profiles and submit represented performers for suitable professional opportunities. Where photographs or video are to be used publicly for Stroud Talent’s own website, social media or marketing, we will use an appropriate lawful basis and obtain consent where required. Declining optional publicity consent will not affect an application or representation.

11. Marketing

We will only send marketing communications where permitted by law. Where we rely on consent, you can withdraw it at any time by using the unsubscribe option in the communication or by contacting info@stroudtalent.co.uk. Service messages about an application, representation, auditions or bookings are not marketing communications.

12. Your data protection rights

Depending on the circumstances, you may have the right to:

•  ask for confirmation that we process your personal information and request a copy of it;

•  ask us to correct inaccurate or incomplete information;

•  ask us to delete personal information where the law allows;

•  ask us to restrict how we use personal information;

•  object to processing based on legitimate interests or to direct marketing;

•  receive certain information in a structured, commonly used and machine-readable format; and

•  withdraw consent where consent is the lawful basis for processing.

These rights are not absolute and exemptions may apply. We do not make decisions about applications or representation solely by automated means.

To exercise a right, please contact info@stroudtalent.co.uk or telephone 07732 795276. We may need to verify your identity before responding. We will usually respond within one month and will not normally charge a fee.

13. Cookies and website analytics

Cookies are small files saved on your device when you visit a website. They may be used to remember preferences, enable website functions and understand how visitors use the site.

Our website may use essential cookies and, where enabled and permitted, analytics cookies to help us understand matters such as how visitors reach the website, which pages they view and what they click. Non-essential cookies will be handled in accordance with the choices presented through the website’s cookie controls.

Further information about Google’s privacy practices is available at https://policies.google.com/privacy. You can also manage or delete cookies through your browser settings. General information is available at www.aboutcookies.org and www.allaboutcookies.org.

14. How to complain

If you have concerns about how we have handled personal information, please contact us first at info@stroudtalent.co.uk or on 07732 795276 so that we can investigate.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Further information about the ICO and its complaints process is available at https://ico.org.uk/make-a-complaint/

15. Review

This policy was last updated on 29 September 2026. We may update it from time to time to reflect changes in the law, our services or our privacy practices.