Privacy Policy - Roberts & Day

This Privacy Notice explains how Roberts & Day Management (“we”, “us”, “our”) collects, uses, and protects your personal data before you become a client, throughout our relationship, and after it ends. This Notice does not form part of your agency agreement with us.

Roberts & Day Management
Unit 2, Television Centre
101 Wood Ln
London W12 7FA

We act as the data controller, meaning we determine how your personal data is used and are responsible for safeguarding it in accordance with the General Data Protection Regulation 2016 (“GDPR”).

[If applicable: We have appointed a Data Protection Officer (“DPO”), who can be contacted at the above address, marked for their attention.]

1. What Personal Data We Process

Depending on your relationship with us, we may collect, store, and use the following categories of data:

Identity & Contact Information

Name, title, addresses, telephone numbers, email addresses
Date of birth, age, gender, nationality, citizenship
Next of kin, emergency contacts
Copies of ID such as passport or driving licence

Professional & Career Information

CVs, submissions, references
Career history, credits, filmography, publications, manuscripts
Work/engagement records, schedules, training, relevant memberships
Casting materials (headshots, measurements, appearance details)
Calendars, availability, and project notes
Agency client engagement information and right-to-work documents

Financial Information

Bank details, tax status, National Insurance number
Payment information, royalties, commissions, contractual income
Intellectual property rights, merchandising and commercial agreements

Legal & Contractual Information

Contracts, negotiation records, disputes, grievances
Information relating to business affairs, assets, beneficiaries, and will-related matters (where relevant)

Sensitive or Special Category Data (processed only where lawful grounds permit):

Health information (including mental health)
Race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions
Biometric or genetic data
Trade union membership
Criminal convictions or alleged offences

We only collect sensitive data where required for your professional engagements, where you have made such data public, or where you have given explicit consent.

2. How We Obtain Your Personal Data

We collect data:

Directly from you during the submission, onboarding, and client relationship process.
From authorised third parties (e.g., referees, previous agents, legal representatives).
Through our ongoing work on your behalf (e.g., negotiation records, schedules).
From publicly available sources such as IMDb, Spotlight, LinkedIn, or media reports.

3. How and Why We Use Your Personal Data

We use your personal data primarily to act as your agent and to manage our business. Below are the grounds that permit us to process your data.

A. Necessary for Performance of Our Agreement (or to take steps before entering it)

This includes:

Assessing and deciding whether to represent you
Creating and maintaining your artist/performer profile
Recommending you for projects, sending submissions to third parties
Negotiating terms of engagement (fees, royalties, benefits, schedules, publicity, etc.)
Managing your professional affairs, collecting payments, and issuing invoices
Reporting to you and maintaining communication
Managing contract renewals, amendments, or termination

B. Necessary for Our Legitimate Business Interests

For example:

Business operations, auditing, accounting, and planning
Record-keeping and client management
Monitoring communications for regulatory or business purposes
Market analysis and internal statistics
Limited direct marketing (where legally permitted)

C. Compliance With Legal Obligations

Such as:

Employment agency regulation requirements
Tax and financial reporting
Disclosure obligations required by law or regulatory bodies

D. Consent

We will request your explicit consent where required, such as:

Certain health information required by productions or insurers
Criminal convictions information where mandated by third-party projects
Optional direct marketing
Transfers of your data outside the UK/EU in situations not otherwise covered by legal safeguards

You may withdraw consent at any time (see section on “Your Rights”).

4. How We Handle Special Category and Criminal Data

We only process this information where:

You have given explicit consent
It is necessary to protect your vital interests or another person’s
You have made the information public
It is required for legal claims or court proceedings
It is required for reasons of substantial public interest

5. Sharing Your Personal Data

We may share your data with:

Third parties involved in projects or potential engagements (e.g., casting directors, producers, co-agents)
Service providers who support our business operations (e.g., database hosts, accounting services)
Third parties where required by law or regulatory obligation

We only share what is necessary and ensure such parties safeguard your data.

[If applicable: Your artist/performer profile may be stored on casting databases hosted by [provider] or shared with third-party casting services such as [TBC].]

We will not share your personal data in ways you would not reasonably expect under our agreement.

6. International Transfers

Although we are UK-based, some work may require sharing your data with organisations outside the UK/EU.

Where this is necessary for a project you are engaged in, we will rely on lawful derogations under GDPR.

If the transfer is not necessary for performance of your agreement and no adequacy decision or safeguards are in place, we will obtain your explicit consent before transferring your data.

7. Consequences of Failing to Provide Data

If you choose not to provide essential information, we may not be able to represent you or fulfil our contractual or legal obligations (e.g., payments, submissions, compliance requirements).

8. Keeping Your Data Secure

We use appropriate technical and organisational measures to protect your personal data from unauthorised access, alteration, or loss. Access is strictly limited to individuals who need it for legitimate business reasons and who are bound by confidentiality obligations.

We follow formal procedures for responding to suspected data breaches and will notify you and regulators where required.

9. Data Retention

We only retain your personal data for as long as necessary to fulfil the purposes described in this Notice and to meet legal, accounting, or reporting obligations.

[Retention periods are set out in our Retention Policy, available from [POSITION] or [LINK].]

After your relationship with us ends, your data will be kept in accordance with:

[TBC number] years, after which it will be securely destroyed; or
Our Retention Policy; or
Applicable laws and industry standards.

Where possible, we may anonymise data so it can no longer identify you.

10. Your Rights

You have the following rights under GDPR:

Access your personal data
Correct incomplete or inaccurate data
Request erasure where no legitimate reason for processing remains
Object to processing based on legitimate interests or for direct marketing
Restrict processing in certain circumstances
Request data portability to another party
Withdraw consent at any time where processing is based on consent

To exercise any of these rights, please contact:
Matthew Roberts, Roberts & Day Management, in writing.

We may request proof of identity before acting on your request.

11. Fees

There is no fee for exercising your rights unless a request is clearly unfounded or excessive, in which case we may charge a reasonable amount or decline the request.

12. Complaints and Contact Information

[If applicable: Our DPO can assist with any questions regarding this Notice or your data.]

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at any time.

13. Updates to This Privacy Notice

We may update this Notice occasionally. Significant changes will be provided to you directly, and updated versions may also be posted through other appropriate channels.

If you have any questions about this Privacy Notice, please contact:
Matthew Roberts, Company Director