Our contact details
Name: RAY TALENT AGENCY I.K.E.
Address: Karidi 4, Thisio 118 51, Athens, Greece
Phone Number: +30 216 9395562
Ray Talent Agency (RAY) is committed to protecting and respecting your privacy. This Policy explains why we collect personal information about people we represent and those who work with and for us. It also explains how we use it and the conditions under which we may disclose it to others. March, 2024.
The type of personal information we collect
RAY is a talent agency, which represents professional actors and creatives across the genres of TV, Film, Theatre, Musicals, Voice Over, Radio, Commercials and Casting both nationally and internationally.
The personal information we collect includes or can include:
- Personal contact details such as name, title, home and work addresses, telephone numbers, email addresses, emergency contact information, including next of kin.
- Personal data about you such as date of birth, gender, nationality and/or citizenship status, race.
- Personal data which may identify you such as your driving licence, passport, utility bill(s), electronic signatures, photographs, videos, voice, body measurements, skin, hair and eye colour and other personal characteristics.
- Personal data to process any payments RAY may need to make to you or arrange on your behalf such as bank account details, tax status information, National Insurance number, VAT numbers and/or unique tax number, tax codes, details of any interest in and connection with any intermediary through which your services are supplied, details of your assets and beneficiaries, such as information contained in your will or where you have transferred your beneficial interest in your work or other rights to other individuals and/or companies.
- Personal data relating to your work such as your calendar, education, headshots, portfolio, resume, career history including work/engagement/project/employment records, job titles, work history, working hours, holidays, training records and professional memberships, Equity number, Equity pension details, details of the projects/engagements you are or have been involved in, including your filmography and credits, manuscripts, scripts, books, contracts, details of contractual negotiations conducted on your behalf with third parties including payment and fee details, and royalty payments, merchandising, commercial tie-up rights, advertising, intellectual property rights and other information relating to exploitation of your rights, disputes, disciplinary and grievance information relating to projects/employment/work you are or have been involved in with third parties, and details of your other professional advisers.
- Personal data relating to your relationship with RAY such as agency agreement, terms of business, copies of right to work documentation, references, samples of work and submissions (in any form including without limitation tapes, images and documents), and information included in a CV or cover letter or as part of the process of applying for a job).
- Any other necessary information which enables RAY to promote your career and facilitate work prospects.
You have the right to request a copy of any information we hold for you.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you (or third parties authorised on your behalf) via email, telephone, written correspondence and all other methods of communication.
We may also receive personal information indirectly, from the following sources in the following scenarios:
- Where data is collected from your employees, other companies with whom you may have a relationship such as other agencies, law firms, accountants, companies with whom you work or organisations with whom you have had dealings, government agencies, and information or service providers;
- Public sources or social media (e.g. IMDB, Wikipedia, LinkedIn, Spotlight);
- Information generated about you from third parties in fulfilling RAY’s contractual obligations to you.
We use the information that you have given us for the following purposes:
- Making a decision about whether RAY takes you on as a client.
- Determining the terms of our agency agreement with you.
- Keeping you up to date and reporting to you.
- Creating a profile on the RAY website so that RAY can easily forward your details onto third parties such as casting directors and producers and to transfer your profile onto a third-party database such as Spotlight to find and put you forward for new roles and projects.
- Submitting you for work opportunities.
- Discussing and negotiating the terms of your engagement on projects with third parties, salary and/or fees.
- Discussing within the RAY office, verbal communication and/or email with casting directors, directors, producers and other creatives involved with the process of pursuing employment on your behalf.
- Discussing with lawyers/legal departments, accountants if applicable.
- Executing our obligations arising from any contracts entered into by you and through RAY on your behalf.
- Collect and receiving payments on your behalf, undertaking invoicing, collecting and paying VAT and deducting RAY commissions and accounting to you and your professional advisers.
- Notifying you of any changes on the services we provide.
- Discussing with you the services we provide.
- Dealing with legal disputes involving you and/or Ray.
- Updating client records.
- Monitoring and keeping records of our communications with you.
- For some direct communications mainly for the purpose of promoting projects in which RAY’s clients are involved.
- Accounting and auditing of RAYs business.
- Complying with any obligations under employment and/or employment agency laws.
Ray will only use your personal data for those situations listed above, unless RAY reasonably considers that it needs to use it for another reason and that reason is compatible with the original purpose.
RAY may engage third-party service providers to perform certain functions, such as payment processing, data storage, marketing, or IT services. These service providers will have access to clients' personal information as necessary to perform their duties, but they are not permitted to use it for any other purposes.
The lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting info@raytalentagency.com
(b) We have a contractual obligation. If you are an individual client or employee or other individual with a direct contractual relationship with RAY, whether express or implied, RAY is entitled to process the personal data it requires in order to fulfil its obligations to you under such contract
(c) We have a legal obligation. In certain circumstances RAY may be obliged to process your personal data to comply with its legal obligations including, without limitation, processing required for accounting and tax purposes. RAY may process your personal data, without your knowledge or consent, where this is required or permitted by law.
(e) We have a legitimate interest. RAY may process your personal data on the lawful basis that it is in its legitimate interests and/or those of a third party to do so. This will primarily apply when RAY provides services to its clients and/or in the effective and management of its business.
RAY may have to share your personal data with third parties, including third-party service providers. A situation where RAY will often provide your personal data to third parties is where it is necessary for the performance of its contractual relationship with you. If you are client, an example of this would be where you are put forward for new projects or where certain categories of your personal data are required by a third party in respect of a project you have been engaged on.
So that RAY can easily forward your profile onto third parties such as casting directors and producers you will have a profile created on the RAY website. RAY’s website is hosted by Hetzner (www.hetzner.com). RAY may place your name, artist/performer profile on a third-party casting database such as Spotlight.
In order to market your work abroad RAY may, after discussion with you, engage a suitable co-agent or you may decide to be represented by a co-agent. In this situation, RAY will seek your consent before providing any of your personal data to such co-agent.
Under 18?
RAY is dedicated to protecting the privacy of children aged under 18. If you are aged under 18‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.
Your duty to inform RAY of any changes
It is important that the personal data RAY holds about you is accurate and current. Please keep RAY informed if your personal data changes so that RAY can update its records. Please email: info@raytalentagency.com.
Storage of your personal information
Your information is securely stored.
In addition, RAY limits access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.
RAY will notify you and any applicable regulator of a suspected data security breach where it is legally required to do so.
We shall retain your personal information on our systems only for as long as our period of representation, or as long as necessary for the relevant activity, or as long as it is set out in any relevant contract you hold with RAY or a third party. We will then dispose your information by deleting and/or removing it from our website. Cloud or other storage facility.
Cookies
The website www.raytalentagency.com may use cookies in order to identify visitors / users of certain services and pages of www.raytalentagency.com. Cookies are small text files that are stored on each visitor’s hard drive. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. They do not receive or collect any information on any documents or files on the computer of the visitor. Cookies are used exclusively to facilitate the access of visitors to certain services on www.raytalentagency.com, and for statistical purposes, in order to determine the areas where the services of www.raytalentagency.com are useful or popular, or for marketing purposes. Visitors of www.raytalentagency.com may edit the settings on their browser, to receive warnings on the use of cookies for certain services of www.raytalentagency.com, or to block the use of cookies altogether. In the event that a visitor / user of the relevant services and pages of www.raytalentagency.com does not wish to consent to the use of cookies for their identification, they will have no further access to those services.
Ray also uses cookies to track and analyse visits to this site with the aim of constantly improving Ray’s services and ensuring that Ray are adequately supporting the growing number of visitors to this website. These may include third party cookies set by some of Ray’s partners.
Cookies from third parties including analytics partners may also be used by Ray to help Ray understand how visitors engage with this website and Ray’s services, to analyse how effective the website and services of Ray are. Ray use Google Analytics to monitor and improve this website. Cookies are also utilised by the social media sites Ray connect to, but we cannot accept any responsibility for any processing by these sites.
If you access this website through a mobile device, we might also collect additional information such as a unique device identifier and location information. When you use this website, other parties such as analytics providers may also collect information about your online activity.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information where there is no good reason for RAY continuing to process it. You also have the right to ask RAY to delete or remove your personal data where you have exercised your right to object to processing.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances, for example if you want RAY to establish its accuracy or the reason for processing it.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. However, RAY may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, RAY may refuse to comply with the request in such circumstances If you make a request, we have one month to respond to you.
Please contact us at info@raytalentagency.com if you wish to make a request.
What if you do not want to share your personal data with RAY?
If you fail to provide certain information when requested, RAY may not be able to honour its obligations to you, whether contractual, legal or otherwise, such as paying you or, if you are a client, putting you forward for new projects.
RAY shall not sell or rent your information to any third parties.
RAY may pass your information to third party providers including, but not limited to, agents sub contactors and other associated organisations for the purposes of providing our services to you. However, when we use third party service providers, we shall only disclose the information that is essential to deliver our service. RAY shall never release personal information to non-work related third parties, unless you have explicitly requested RAY to do so, or unless we are required to do so by law.
Non-sensitive details (email addresses etc.) are usually transmitted over the Internet and this can never be guaranteed to be 100% secure. We cannot guarantee the security of any information you transmit to us, and you do so at your own risk. RAY shall continue to make best efforts in ensuring your data is secure on our systems.
Third Party Links
The RAY website may contain links to other websites run by other organisations (Spotlight, Vimeo etc.). This privacy policy only applies to the RAY website, so you may wish to read the privacy statements on other websites/platforms where your details are held. RAY is not responsible for the practices and privacy policies of any other sites even if accessed via the RAY website. The same rule applies if you accessed the RAY website from a third-party portal. RAY is not responsible for the practices, privacy policies, owners and operators of any other sites, so we encourage you to check any third-party sites for their data protection policies.
EU / International Data Transfers
RAY works at an international level which means that the information which you provide to us maybe transferred to countries outside of the European Union (“EU’), for example when we are submitting you for projects that are filmed/broadcast outside of the EU. These countries may not have similar data protection laws to Greece or the EU. By submitting your personal data, you are agreeing to the transfer, storing and processing of such data.
If you use Ray services whilst you are outside of the EU, your information may be transferred outside the EU to provide you with those services.
RAY reserves the right to update this Privacy Notice at any time.
Consent
In agreeing to being represented by RAY, by using RAY’s services and providing personal information to RAY, you consent to the collection, use, and disclosure of your personal data and to the terms outlined in this policy in regards to RAY holding and processing your personal data.
Your right to withdraw consent
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email info@raytalentagency.com. Once RAY has received notification that you have withdrawn your consent, RAY will no longer process your personal data for the purpose or purposes you originally agreed to, unless RAY has another legal ground for doing so.
Children’s privacy
RAY’s services are not directed to individuals under the age of 18, unless a parent or legal guardian is supplying the information for work purposes. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete that information.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at Ray Talent Agency I.K.E., Karidi 4, Thisio 118 51, Athens, Greece - info@raytalentagency.com.
You can also complain to the supervisory authority if you are unhappy with how we have used your data:
Hellenic Data Protection Authority
1-3 Kifissias Avenue
Athens 115 23
Greece
T: (+30) 210-6475600
W: www.dpa.gr