Privacy Information Notice pursuant to the UK GDPR and Data Protection Act 2018.
VAULT Agency (“VAULT”, “we”, “our”, or “us”) is committed to protecting the privacy and security of personal data in accordance with applicable data protection laws.
This Privacy Notice explains how we collect and process personal data in relation to our model application and scouting activities (“Scouting”), which are aimed at identifying and developing new talent for modelling and related professional opportunities.
This Privacy Notice applies to individuals who submit applications to VAULT Agency or who may be identified as potential talent during the scouting process. Where applicable, it also applies to parents or legal guardians of individuals under the age of 18.
VAULT processes personal data in accordance with the following principles:
- lawfulness, fairness, and transparency
- purpose limitation
- data minimisation
- accuracy
- storage limitation
- integrity and confidentiality
It is important that you read this notice carefully so that you understand how and why we process your personal data and what rights you have under data protection law.
Data Controller
The Data Controller responsible for processing personal data is: VAULT Agency.
VAULT determines the purposes and means of processing personal data in accordance with applicable data protection laws.
Contact for Data Protection Matters
For any questions regarding this Privacy Notice or to exercise your data protection rights, please contact: info@vaulttheagency.com
Types and Sources of Personal Data
Personal data refers to any information relating to an identifiable individual.
Processing includes operations such as collecting, storing, organising, using, sharing, or deleting personal data.
The personal data processed by VAULT during the Scouting and application process may include:
Common Categories of Personal Data
- full name
- age or date of birth
- gender
- email address
- telephone number
- city and country of residence
- photographs or videos
- body measurements
- social media profiles
- portfolio images or other visual material
- any additional information voluntarily provided during the application or scouting process
Special Categories of Personal Data
VAULT does not intentionally collect special categories of personal data (such as health information).
However, if such information has been made publicly available by the individual, it may be processed where necessary during the scouting process.
Sources of Personal Data
Personal data may be collected from:
- information submitted directly through model application forms
- email enquiries or contact forms
- interactions with VAULT staff at events or castings
- public social media profiles where individuals have chosen to make their information publicly available
- referrals from modelling agents or industry professionals
Purposes of Processing, Legal Basis, and Retention Period
VAULT processes personal data for the following purposes.
Identifying and Evaluating New Talent
VAULT processes personal data in order to identify and assess potential models and creative talent.
This may include:
- reviewing applications submitted through the VAULT website
- examining publicly available social media content
- collecting information during in-person scouting activities
- contacting potential talent to discuss opportunities
- evaluating suitability for representation
Legal Basis:
Legitimate interest in identifying and developing talent for modelling and related services.
Retention Period:
Personal data will be retained only for the time necessary to evaluate potential representation and, in any case, no longer than six (6) months from the date of application, unless a longer retention period is required by law or necessary for legal claims.
Responding to Enquiries and Requests
VAULT processes personal data when individuals voluntarily contact the Agency or submit application forms.
Legal Basis:
Processing necessary for pre-contractual steps taken at the request of the data subject.
Retention Period:
Personal data will be retained for the time necessary to respond to the request and assess the application.
Compliance with Legal Obligations
VAULT may process personal data in order to comply with applicable laws and regulatory requirements.
Legal Basis:
Compliance with legal obligations.
Retention Period:
Data will be retained for the period required by applicable laws.
Marketing Communications
Where individuals provide consent, VAULT may process personal data in order to send:
- agency updates
- announcements
- promotional information about VAULT services
Consent may be withdrawn at any time.
Retention Period:
Personal data will be retained until consent is withdrawn or for a maximum of three (3) years from the date consent was provided.
Recipients of Personal Data
Personal data may be shared with the following categories of recipients when necessary:
- authorised employees or collaborators of VAULT Agency
- service providers acting on behalf of VAULT (such as IT providers or website hosting services)
- professional advisors
- public authorities where required by law
Personal data is shared only where necessary and in accordance with applicable data protection laws.
International Data Transfers
In some cases, personal data may be transferred to service providers located outside the United Kingdom or the European Economic Area.
Where this occurs, VAULT ensures that appropriate safeguards are in place, including:
- adequacy decisions recognised by the UK Government
- the UK International Data Transfer Agreement (IDTA)
- contractual safeguards approved under UK data protection law.
Rights of Data Subjects
Under applicable data protection laws, individuals have the right to:
- obtain confirmation of whether personal data is processed and access such data (right of access)
- request correction of inaccurate or incomplete data (right of rectification)
- request deletion of personal data where permitted by law (right of erasure)
- request restriction of processing in certain circumstances
- request transfer of personal data to another controller (right to data portability)
- object to certain types of data processing
To exercise these rights, please contact: info@vaulttheagency.com
Right to Lodge a Complaint
If you believe that your personal data has been processed unlawfully, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk