Privacy Policy

At ML International Talent Limited we process personal data for 4 main reasons:

  1. To act as agents to our clients and associated functions in that role;
  2. In the performance of a supplier contract;
  3. For the prevention or detection of crime;
  4. If we have permission from the user, or where otherwise allowed by law, to market services to them.

Who we share information with?

We will not share your information with third parties UNLESS

  • it is necessary in the performance of our contractual obligation to you;
  • they are a third party data processor acting on our instruction;
  • we are required by law.

Clients

The agency is the data controller for the information you provide for the duration of our client/agent relationship unless otherwise stated.

In the negotiation stage we will process some of your personal data by consent to explore the possibility of our professional relationship. If that relationship does not proceed to a mutually agreed contract, we will retain only such data as we are required to by law and in accordance with our retention policy.

When you become our client, we will collect contact information such as name, location, job title, e-mail address and telephone number. We may also hold information including, but not limited to, copies of passports, National Insurance numbers, all contact details including those of next of kin, driving licenses, bank account details, dates of birth and VAT information.

In addition, we will process financial information which can include, but is not limited to, pension details and social security numbers, account details and visa details (for working abroad.)

We will process this data because the processing is necessary for the performance of our mutually agreed contract.

In relation to the special category data we hold about you we will process this in accordance with Article 9(2) (a) of the GDPR, i.e. that we have your explicit consent to the processing of such data.

In certain circumstances we may hold information about criminal convictions or offences which you may have incurred. If this is the case, we will process this data in accordance with Article 10 of the GDPR (and/or any subsequent legislation contained in the Data Protection Bill). In any event we will only process the information if it is required.

Where we store your personal data?

The majority of our client data is stored on our data system. Most members of staff have access to this system to enable them to act on your behalf. Where there is special category data or information relating to criminal convictions this will be kept by the agent and/or assistant in a secure place where access is restricted.

The Agency is the data controller for the information you provide during the contractual application process unless otherwise stated.

What will we do with the information you provide to us?

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfill legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the United Kingdom Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for and why?

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information that is asked for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t.

Application Storage

We ask you to send us a current Spotlight Link which will include your personal details including name and contact details, as well as your previous experience, education, referees and any other information relevant to the role you have applied for. Our HR director and her team will have access to all of this information.

Shortlisting

Our hiring managers shortlist applications for interview. They will receive all information supplied at that time.

If you are unsuccessful following assessment for the position you have applied for, we may ask if you would like your details to be retained in our talent pool for a period of six months. If you say yes, we would proactively contact you should any further suitable vacancies arise.

Conditional offer

If we make a conditional contractual offer, we will ask you for further information so that we can carry out our references checks. You must successfully complete our references checks to progress to a final offer. We are required to confirm the identity of Talent, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – documents required must be scanned/e-mailed/posted.
  • Proof of qualifications – documents required must be scanned/e-mailed/posted.
  • You will be asked to produce a criminal records declaration to declare any unspent convictions.
  • We will contact your referees, using the details you provide in your application, directly to obtain references.
  • We will also ask you to complete a questionnaire about your health. This is to establish your fitness to work as well as for your well-being – this will be required per individual production company.
  • If we make a final offer, we will also ask you for the following:
  • Bank details – to process job payments.
  •  Emergency contact details – so that we know who to contact in case you have an emergency at work.

The Agency is the data controller for the information you provide for the duration of our contractual relationship unless otherwise stated. If you have any queries about the process or how we handle your information please contact us.

In the negotiation stage we will process some of your personal data by consent to explore the possibility of our professional relationship. If that relationship does not proceed to a mutually agreed contract, we will retain only such data as we are required to by law and in accordance with our retention policy.

We will process this data because the processing is necessary for the performance of our mutually agreed contract.

Where information is kept

HR data is kept in electronic and hard copy files securely and accessed only by the HR director and her team.

Use of data processors

We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period that we instruct.

Use of other third parties

Some third parties with whom we share your data are data controllers in their own right in which case they will have their own retention periods.

We have contracts with all third parties to ensure the security of your data that we share with them.

How long is the information retained for?

If you are successful, the information you provide during the application process will be retained by us as part of our contractual agreement for the duration of the agreed contract. This includes your criminal records declaration, fitness to work, records of any security checks and references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained after the closure of that recruitment campaign.

Visitors to our website

We do not use cookies on our website so do not track any personal information about visitors to our website.

Others

There may be other individuals with whom we do business and for whom we hold personal data, such as those who work for supplier companies. We process this information in accordance with our contracts with those organisations.

Updating your personal information

You can update your personal information on your Spotlight Account.