PRIVACY NOTICE

PRIVACY NOTICE

FOR PROGRAMME APPLICANTS

 

 

  1. Introduction
  2. Who we are and how to contact us
  3. What information we use and what we do with it
  4. The legal bases we rely on
  5. Who we share your information with
  6. International transfers
  7. How long we keep your information
  8. How to access your information and other rights

 

  1. Introduction

FremantleMedia Limited is committed to protecting your personal information. If you’re thinking of applying to participate in one of our programmes, this privacy notice explains what we do with your personal information.

We may make changes to this privacy notice from time to time, so please check back periodically.

  1. Who we are and how to contact us

FremantleMedia Limited is the data controller responsible for your information. We’re an English company (with company number 00276928) and our registered office address is 1 Stephen Street, London W1T 1AL.

If you have any questions about this notice or want to exercise your rights, please email us at privacy.officer@fremantle.com. You can also write to us at our registered office address, marked for the attention of our privacy officer.

  1. What information we use and what we do with it

We ask you for, and use, your personal information when you apply to participate in one of our programmes (and if we go on to select you as a participant or contributor). We use that information in a number of different ways. The table below sets out what we do with your information.

We might not always ask you for all of the information listed in the table, as some types of information may not be relevant to the particular programme you’ve applied for.

Some important don’ts at any stage

Please don’t give us:

 

 

 

 

 

 

 

 

Stage 1: Applying to participate (including telephone casting)

Information we use How we use it Why we use it
Name, contact details, email
address.
To contact you about your
application.We may also share this information with a global news database service to compile information about you which is publicly available from various sources such as newspapers, websites, blogs. We may also undertake online searches of information which you have made public (including on social media) and/or verify information you have supplied with your family members and/or employers.
If we can’t contact you, we  won’t be able to invite you to an  audition.

To decide whether to enter into  a contract with you, mindful  that we have a business need to  check that you are who you say  you are, and that what you tell  us about yourself is correct. We  also need to protect our  commercial and reputational  interests (as well as those of the  broadcaster and our partners),  and to safeguard the welfare of  our employees, freelancers,  audience members, and  contributors/contestants.

Information about you which  we consider is likely to be  relevant in assessing whether  you’ll be a suitable contributor.

It includes your date of birth,  and information about your  work; your home and family life;  your interests and personality;  any previous TV appearances; as  well as other information  relevant to the programme  you’ve applied for.

We review this information to  assess whether we think you’ll  be a suitable contributor and  that you meet our age eligibility  requirements. To decide whether to invite you  to the next stage of the  application/casting process,  which may include an audition.

If you’re selected to participate  in the programme, we may also  use this information to perform  our contract with you.

Information about you and your  past experiences that we obtain  from searches that we conduct  with various authorities such as  your current and former  employers (including your  employment records),  associates, friends, family  members, educational  institutions, government  agencies (including government  records and any motor vehicle  records relating to you), any  branch of the military (including  military records relating to you),  any references provided by you,  any civil records, and any credit  reporting agencies (including credit and consumer reports relating to you).

 

We review this information to  assess whether we think you’ll  be a suitable contributor and to  verify any information that you  have supplied to us.

 

To decide whether to enter into  a contract with you, mindful  that we have a business need to  check that what you tell us  about yourself is correct. We  also need to protect our  commercial and reputational  interests (as well as those of the  broadcaster and our partners),  and to safeguard the welfare of  our employees, freelancers,  audience members, and  contributors/contestants.

 

Health or medical conditions If, you disclose information about your health or medical conditions on your application form or during the casting process we will record and review that information as part of our assessment of your application.

 

 

To take precontractual steps at  your request (i.e. when you ask  us to consider your application)  and if you’re selected to  audition or participate in the  programme, to safeguard your  welfare and make sure you are  able to perform the services  under your contract with us and  to enable us to make any  reasonable adjustments.

You don’t have to volunteer any  information about your health  or medical conditions at this  stage.

We will only use this information if you have given us your permission.

Criminal convictions or offences If you disclose information about any criminal convictions or offences on your application form or during the casting process we will record and review that information as part of our assessment of your application.

We will only record and review information about your criminal convictions or offences with your consent.

 

To take pre-contractual steps at your request (i.e. when you ask us to consider your application), and to decide whether to enter into a contract with you, mindful of our need to safeguard the well-being of our employees, freelancers, audience members, and contributors/contestants.

 

You don’t have to give us information about your criminal convictions or offences at this stage.

We will only use this information if you have given us your permission.

Religious or philosophical beliefs If you disclose information about your religious or philosophical beliefs on your application form or during the casting process, we will record and review that information as part of our assessment of your application.

We will only record and review information about your religious and/or philosophical beliefs with your consent.

 

 

To take precontractual steps at  your request (i.e. when you ask  us to consider your application),  and, if you’re selected to  audition or participate in the  programme to enable us to  make any reasonable  adjustments, if any.

You don’t have to volunteer any  information about your religious  or philosophical beliefs.

We will only use this information about your religious  or philosophical beliefs if you  have given us your permission.

Ethnic origin, information about  your sexual orientation or sex  life, or information about your  trade union membership If you disclose information  about your ethnic origin,  information about your sexual  orientation or sex life, or  information about your trade  union membership on your  application form or during the  casting process we will record  and review that information as  part of our assessment of your  application.

We will only record and review  information about your sexual  orientation or sex life, or  information about your trade  union membership with your  consent.

 

 

To take precontractual steps at  your request (i.e. when you ask  us to consider your application).

You don’t have to volunteer any  information about your ethnic  origin, information about your  sexual orientation or sex life, or  information about your trade  union membership.

We will only use this  information about your ethnic  origin, information about your  sexual orientation or sex life or  information about your trade  union membership if you have  given us permission.

Audio visual recordings,  whether submitted by you as  part of your application, or  made available by you publicly  on YouTube or other platforms. We review this information to assess whether we think you’ll be a suitable contributor and that you meet our eligibility requirements. To decide whether to invite you to the next stage of the application/casting process, which may include an audition.

 

Proof of your right to live and work in the UK We check and make a copy of this information to verify that you have a legal entitlement to live and work in the UK. To decide whether to enter into  a contract with you, mindful  that we have a legitimate  business need to check that  you’re able legally to participate  in the programme and  potentially take up any work  opportunities that come about  from that participation.
Proof that you hold a valid passport We check and make a copy of this information to verify that you are entitled to travel to a foreign country if required as part of the programme To decide whether to enter into a contract with you, mindful that we have a legitimate business need to check that you’re able legally to travel overseas if required for the programme.

 

Proof of identity, such as a passport or driving licence We check and make a copy of this information to verify that you are who you say you are, and to verify your age. To decide whether to enter into a contract with you, mindful of our need to safeguard the well-being of our employees, freelancers, audience members, and contributors/contestants.
Audio visual recordings that we  film during the audition process  of you and your family. It  includes recordings of your  performance and answers to  questions we ask about you. We review this information to  assess whether we think you’ll  be a suitable contributor.

We don’t broadcast these  recordings as part of the  programme.

To decide whether to enter into  a contract with you; and, if  you’re ultimately selected to  participate in the programme, to  perform that contract with you.

 

Direct marketing

Information we use How we use it Why we use it
Name and email address and  other information provided by  you in your application form such  as information about your work,  your home and family life, your  interests and personality, any  previous TV appearances. To contact you by email about a  new series of a programme  you’ve previously applied for, or  about other programmes we  think you might be interested in  applying for.

To send you and keep you  updated with information by  email about the programme you  have applied for, including any  programme‐related events,  tours, products including record  releases and casting and  audience tickets.

If we can’t contact you, we won’t  be able to let you know about  new series or programmes you  might want to apply to  participate in, or programme‐ related events, tours or products  or audience tickets.

We’ll only contact you if you’ve  asked us to.

 

  1. The legal bases we rely on

We need to collect and use your personal information because you’ve asked us to consider your  application to participate in the programme. If your application is successful and we select you to  progress to the next stage of the casting process, we’ll enter into a contractual agreement with  you  for your participation in  the programme. That contract is called a ‘contributor agreement’.  Once we’ve entered in to the contributor agreement with you, we’ll also need to use information  about you to perform that contract.

So, we need use your information to take pre‐contractual steps at your request (i.e. when you  ask us to consider your application), and then – if we enter into a contributor agreement with  you – to perform that contract.

 

Where  we  use  your  (nonsensitive)  information  to  let  you  know  about  new  programmes  and  programme-related events and products, we only do  this because you’ve asked us  to  (i.e. with  your consent). Again, you can change your mind at any time by contacting us.

 

We may collect information about you during  the application process  that is sensitive personal information. Sensitive personal information is any information about your racial or ethnic origin,  criminal  convictions,  political  or  philosophical  opinions,  trade  union  membership,  sex  life  or  sexual orientation, religious or philosophical beliefs, genetic or biometric data. Before using your  sensitive  personal information, we will ask you  for your  permission  (i.e. your explicit  consent).  You decide whether you want to give us permission to use that sensitive personal information.  You can also withdraw that permission at any time by contacting us. Please note that if you don’t give us permission to use your sensitive  personal information, your application might fail or you  might not be able to continue to participate in the programme.

 

  1. Who we share your information with

We  share  personal  information  about  participants  with  certain  other  companies  in  relation  to  our  programmes.

Companies  we’ll  share  your  information  with  include  those  within  the  Fremantle  Group,  our  co‐ producer(s) on  the programme, and the broadcaster of  the programme.  Your information may also be  shared  with  our  insurers,  the  programme’s  insurers,  regulatory  authorities  including  OFCOM,  and  as  required by law. To help us verify information you have provided, we may also  share your information  with  global  news  database  services,  law  enforcement  and  government  agencies,  and  medical  professionals.

We  also  have  a  number  of  trusted  suppliers  who  work  on  our  behalf.  They  have  to  process  your  information in line with our instructions. One such supplier is eTribez Casting Ltd which provides us with a  casting and contestant database management service.

Either  way,  whenever  we  share  your  information,  we’ll  make  sure  that  the  company  we  share  it  with  keeps your information as securely as we do.

  1. International transfers

Sometimes the companies and suppliers we need to share personal information with are located outside  the  European  Economic  Area  (EEA).  The  EEA  includes  all  EU  Member  countries  as  well  as  Iceland,  Liechtenstein and Norway.

Where we do this, we will put in place appropriate contracts to ensure that any transfer of your personal data is lawful and that your information is appropriately protected. If you’d like more information about this, please let us know by contacting our privacy officer.

Please also note that any programme in which you might appear is likely to be distributed internationally.

  1. How long we keep your information

We don’t keep your personal information  for longer than is necessary, bearing in mind the purpose  for  which we collected that information, and any applicable legal or regulatory requirements.

In most cases, if your application is unsuccessful, we’ll delete your personal information  (including your  sensitive  personal  information)  within  6  months  from  when  your  application  is  discontinued.  If  you’re  unsuccessful  but  have  asked  us  to  keep  you  informed  about  new  programmes,  we’ll  keep  your  application  form  (including any sensitive personal information disclosed in  the application  form) on  file  for a further 3 years – though you can change your mind at any time.

If you’re successful, we’ll delete your personal information (including any sensitive personal information)  within 7 years from the end of production of the programme, except for (i) copies of your passport which  we  will  delete  2  years  from  the  end  of  production  of  the  programme  and    (ii)  any  contractual  documentation with you (such as your release form) which we’ll keep for the duration of copyright in the  programme in order to distribute and exploit it.

  1. How to access your information and other rights

You have a number of rights in relation to the information we hold about you.

If you ask us, we’ll confirm whether we’re processing your personal information and, subject to  any  applicable  exemptions,  provide  you  with  a  copy  of  that  personal  information  (along  with  certain other details) within  the  timescales or extended  timescales provided  for  by  the law  for  complex requests, or where applicable, provide you with an explanation as to why we will not be  complying  with  your  request.  If  you  require  additional  copies,  we  may  need  to  charge  a  reasonable fee.

If  the  personal  information  we  hold  about  you  is  inaccurate  or  incomplete,  you’re  entitled  to have it rectified. If you are entitled to rectification and if we’ve shared your personal information with others, we’ll let them know about the rectification where possible and where this would not involve disproportionate effort. If you ask us, where possible and lawful to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

You  can  ask  us  to  delete  or  remove  your  personal  information  in  some  circumstances  such  as  where we no longer need it or if you withdraw your consent (where applicable because that was  the legal  basis  on which we were  processing your  personal information). If you are entitled  to  erasure and if we’ve shared your personal information with others, we’ll take reasonable steps  to inform those others where possible and where this would not involve disproportionate effort.  If you ask us, where it is possible and lawful for us to do so, we’ll also tell you who we’ve shared your personal information with so that you can contact them directly.

You  can  ask  us  to  ‘block’  or  suppress  the  processing  of  your  personal  information  in  certain circumstances such as where you contest the accuracy of that personal information or you object to us. If you are entitled to restriction and if we’ve shared your personal information with others, we’ll let them know about the restriction where it is possible for us to do so. If you ask us, where it  is  possible  and  lawful  for  us  to  do  so,  we’ll also  tell  you  who  we’ve  shared  your  personal  information with so that you can contact them directly.

You have the right, in certain circumstances, to obtain personal information you’ve provided us  with (in a structured, commonly used and machine‐readable format) and to reuse it elsewhere or  to ask us to transfer this to a third party of your choice.

You can ask us to stop processing your personal information, and we will do so, if we are:

You have the right not to be subject to a decision when it’s based on automatic processing, including profiling, if it produces a legal effect or similarly significantly affects you, unless such profiling is necessary for entering into, or the performance of, a contract between you and us.

If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.

If you have a concern about any aspect of our information management practices, including the way we’ve handled your personal information, you can report it to the Information Commissioner’s Office (ICO) in the UK. You can find details about how to do this on the ICO website at https://ico.org.uk/concerns/ or by calling their office on 0303 123 1113.

If you want to exercise any of these rights, please contact us (our contact details are at the top of this notice).