This Privacy Notice explains how Swoon Management collects, uses, stores and shares personal information and image when you apply to us, communicate with us, or are represented by us.
We are committed to handling personal information responsibly and in accordance with applicable UK data-protection legislation.
Who we are
Swoon Management
Email: mail@swoonmanagement.com
If you have any questions about how we use your personal information or wish to exercise your data-protection rights, you can contact us using the details above.
2. Information we collect
Depending on whether you are applying to us or are represented by us, we may collect:
Name
Age
Contact details
Height
Measurements
Shoe size
Dress size
Eye colour
Nearest town
Photographs, digital media (including stills and motion) and portfolio imagery
Information provided as part of an application or representation
Correspondence between you and the management
Information relating to modelling opportunities, castings, placements and bookings
We aim to collect information that is relevant and necessary for assessing, representing and placing talent.
3. How we use your information
We may use your personal information and images to:
Assess applications and suitability for representation
Communicate with applicants and represented talent
Manage our relationship with represented talent
Provide our mother-agency and talent-placement services
Secure placements and modelling opportunities
Put talent forward for relevant casting and modelling opportunities
Confirm direct bookings where applicable
Present and propose talent to relevant industry contacts
Share relevant information and imagery with our fashion network, casting contacts, placing agents and clients where appropriate
Showcase and promote represented talent through our website and social media
Maintain appropriate management records
4. Our lawful bases for using your information
Data-protection law requires us to have a lawful basis for processing personal information. The lawful basis we use depends on what we are doing with the information.
Agreement
Where you are represented by us, we may process information where it is necessary to provide the mother-agency, representation and placement services agreed with you.
This includes managing your representation, securing placements and opportunities, communicating with relevant industry contacts and carrying out other activities necessary to provide our agreed services.
before entering into an agreement (pre-contractual)
When you apply to us, we may process your information to assess your application and take steps towards potential representation before an agreement is entered into.
Consent
Where we ask you to agree to a specific use of your information, we may rely on your consent.
For example, before representation, you may be given the opportunity to agree to us sharing your digital media and relevant details with contacts within our fashion network for feedback regarding your potential representation.
Where we rely on consent, you can withdraw your consent at any time by contacting us.
Legitimate interests
Where appropriate, we may process information where this is necessary for our legitimate interests as a mother agency, provided those interests are not overridden by your rights and interests.
This may include the administration and day-to-day operation of our management, maintaining appropriate records, protecting our business and communicating with individuals in relation to our services.
5. Sharing your information and images
Where appropriate and in accordance with the purpose for which the information was collected and, where applicable, your agreement with us, we may share relevant information and likeness with relevant industry contacts, including:
Our fashion network
Casting contacts
Placing agents
Clients
Other relevant fashion and modelling industry contacts
We only share information that is relevant to the particular purpose.
For applicants who have not yet entered into representation with us, we may share their information and images for feedback where they have specifically agreed to this.
6. images and promotional use
Images provided to or created for the purpose of representation may be used to propose, showcase and promote represented talent.
This may include:
Sharing images with relevant industry contacts
Displaying selected images on our website
Displaying selected images on our social-media channels
Promoting and showcasing our represented talent
The use of images for these purposes is also addressed in our management agreement.
7. Third-party services
We may occasionally use trusted third-party services to transfer or store personal information and imagery where necessary for the purposes described in this Privacy Notice.
This may include services such as Google Drive or WeTransfer.
We take reasonable steps to ensure that personal information is handled securely and in accordance with applicable data-protection requirements.
Where a service involves processing or transferring personal information outside the UK, we will take appropriate steps and safeguards as required by applicable data-protection law.
8. How we keep your information secure
We take reasonable measures to protect personal information against unauthorised access, loss, misuse or disclosure.
Information may be stored on our computer systems and email accounts and, where necessary, through trusted third-party services used to store or transfer files.
9. How long we keep your information
We do not keep personal information for longer than necessary.
Unsuccessful applications
Where an application is unsuccessful and we do not have a further reason to retain the information, we will normally delete the application information and associated imagery within 30 days.
Represented talent
When representation ends, we will typically delete personal information and imagery relating to the representation, unless we have a legal or legitimate reason to retain particular information for longer.
Where information needs to be retained for a specific reason, we will retain it only for as long as necessary for that purpose.
10. Your data-protection rights
Depending on the circumstances and the lawful basis on which we process your information, you may have rights including:
The right to ask what personal information we hold about you
The right to ask us to correct inaccurate or incomplete information
The right to request deletion of your personal information where applicable
The right to request restriction of processing where applicable
The right to object to certain processing
The right to receive certain personal information in a portable format, where applicable
The right to withdraw consent where we are relying on consent
Your rights may be subject to legal conditions and exceptions.
If you wish to exercise any of your rights, please contact us using the details above.
Where we rely on your consent, you may withdraw that consent at any time. You can do this by contacting us using the same contact details.
11. Your right to complain
If you have concerns about how we have handled your personal information, we encourage you to contact us first so that we can try to resolve the matter.
12. Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes to our practices, services or legal requirements.
The latest version will be made available on our website.
