Privacy Policy

Who is responsible for your information?

PK Models & School Limited, trading as PK Agency and PK Performing Arts, is the data controller for the personal information described in this policy.

Company number: 07508835
Email: info@pkmodelagency.co.uk
Address: Unit D Lancaster House, Grange Business Park, Enderby Road, Whetstone, Leicester, LE8 6EP

What this policy covers

This policy covers personal information collected through our website and across both parts of our organisation:

• PK Agency: applications for representation, talent profiles, Tagmin accounts, availability, castings, self-tapes, submissions, auditions, professional bookings, contracts, invoices and payments.
• PK Performing Arts: enquiries, class trials, monthly blocks, enrolments, waiting lists, payments, registers, attendance, permissions and parent communications.

Agency representation and professional bookings are also governed by the relevant agency agreement and talent terms. Client organisations engaging talent may receive separate client terms.

Information we may collect

• Parent or guardian details: name, email address, telephone number, postal address and relationship to the child.
• Student details: name, date of birth, class, attendance, start date and booking history.
• Talent profile details: professional or stage name, age or date of birth, location, appearance, measurements, clothing and shoe sizes, skills, accents, training, credits, experience, representation status and availability.
• Agency media: headshots, portfolio images, showreels, voice reels, audition recordings, self-tapes and other materials supplied for representation or a professional opportunity.
• Agency administration: applications, casting submissions, messages, auditions, recalls, pencils, offers, bookings, contracts, licences, call sheets, invoices, payment records and client feedback.
• Identity and work documentation: where needed, evidence of identity, right to work, chaperone or child-performance licensing information, National Insurance or tax details, and bank information needed to administer professional earnings.
• Health and support information: medical conditions, allergies, injuries, disabilities, learning differences or additional needs that you choose to tell us about for safe participation.
• Permissions: School Terms acceptance and photography or video choices.
• Payment and order information: product, amount, payment status, order reference and subscription status. Full card details are handled by the payment provider and are not stored by us.
• Communications: emails, form submissions, attendance messages, queries, complaints and notes needed to manage the service.
• Website information: IP address, browser or device information, security logs and cookie choices.

Most information comes directly from the individual, talent or their parent or guardian. We may also receive information from an authorised family member, Tagmin, Spotlight or another industry platform, casting directors, production companies, clients, photographers, payment providers, class-management services or professionals involved in supporting a child.

Why we use information and our lawful bases

Where we rely on legitimate interests, those interests include providing reliable agency and school services, identifying suitable professional opportunities, maintaining accurate records, communicating with talent, clients and families, protecting the organisation and maintaining a safe environment. We consider the effect on adults and children before relying on this basis.

Children's information

Most student information is provided by a parent or guardian. Children have their own data-protection rights, and we treat their information with particular care.

• We collect only information that is relevant to providing the class and keeping the child safe.
• Health information is treated as special-category information and receives additional protection.
• Where we rely on explicit consent for health information, the consent can be withdrawn by contacting us. Withdrawal does not make earlier use unlawful, but it may affect what support we can safely provide.
• Photography and video permission is requested separately and may be changed by contacting us.
• In a safeguarding situation, we may use or share information without consent where the law permits or requires this and it is necessary to protect a child or another person.
• For represented children using Tagmin, account access and communications are managed through their parent or legal guardian as required by the platform and the agency relationship.

Emails, texts and marketing

We use contact details to send necessary information about agency representation, availability checks, auditions, castings, professional bookings, payments, class bookings, attendance, timetable changes, performances, safeguarding and administration. These service messages are part of providing the agency or school service and are not optional marketing.

We do not use the Early Years booking form as consent for general marketing. If we offer optional promotional emails in future, we will request a separate choice and provide a straightforward way to unsubscribe.

Who may receive information?

Information is available only to people and organisations that need it for the purposes described above. These may include:

• authorised PK directors, teachers and administrative staff;
• Tagmin, our agency-management platform, which we use for talent profiles, availability, submissions, auditions, self-tapes, bookings, contracts, invoices, payments, reports and communications. Tagmin acts as a processor for agency-managed talent data and also publishes its own Privacy Policy for its platform services;
• Spotlight and other legitimate casting or industry platforms used in connection with representation;
• casting directors, production companies, photographers, theatres, brands, advertising agencies and other genuine clients considering or engaging talent;
• local authorities, chaperones and production safeguarding or licensing teams where child-performance arrangements require it;
• our website and hosting providers, WordPress and WooCommerce;
• Stripe and connected payment services for secure payments and subscriptions;
• form, email and communication providers such as Jotform where those services are used;
• Acuity Scheduling or another class-management system where used for schedules, capacity, registers or attendance;
• professional advisers, insurers, accountants and IT support where necessary;
• regulators, law-enforcement bodies, local authorities, safeguarding partners or emergency services where required or permitted by law.

When we submit talent for an opportunity, we share only information reasonably relevant to assessing suitability and arranging the engagement. A professional profile or selected media may be visible to legitimate industry recipients and, where agreed under the agency relationship, on public portfolio pages.

Service providers acting for us must handle information securely and only for the agreed purpose. Some providers, clients or productions may process information outside the UK, particularly where an opportunity is international. Where required, we use recognised safeguards or another lawful transfer mechanism. You may contact us for more information about a particular transfer.

How we protect information

We use appropriate organisational and technical measures designed to protect personal information. These include controlled access, password protection, reputable service providers, secure payment processing, staff confidentiality and limiting access to people who need the information.

No online system can be guaranteed completely secure. If we become aware of a personal-data breach, we will assess it and notify affected people and the Information Commissioner's Office where the law requires.

How long we keep information

We keep information only for as long as reasonably necessary for the purpose it was collected, including providing the service, maintaining safeguarding and attendance records, resolving queries, and meeting tax, accounting, insurance and legal requirements.

• Active student and parent records are normally kept while the child attends and then reviewed against our legal, insurance and safeguarding requirements.
• Talent records are normally kept while representation is active and then reviewed against contractual, accounting, licensing, safeguarding and legal-claims requirements.
• Agency applications that do not lead to representation are retained only for a reasonable assessment and administration period, unless there is a legal reason or an agreed reason to keep them longer.
• Order, payment and accounting records may be kept for the period required by tax and company law.
• Unsuccessful enquiries and waiting-list details are deleted or reviewed when they are no longer needed.
• Health, safeguarding and incident records may need different retention periods depending on their nature and the applicable guidance or legal requirement.
• Consent records are kept for as long as needed to demonstrate the choice made and any later withdrawal.

When information is no longer required, we delete it securely or anonymise it so that it no longer identifies an individual.

Your data-protection rights

Depending on the information and lawful basis involved, you may have rights to:

• ask for a copy of personal information;
• correct inaccurate or incomplete information;
• ask us to delete information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests;
• receive certain information in a portable format;
• withdraw consent at any time where consent is the basis used; and
• complain to the Information Commissioner's Office.

Your right to object: you may object to processing based on our legitimate interests. Tell us what you object to and why, and we will consider the request carefully. You have an absolute right to object to direct marketing.

These rights are not absolute in every situation. We may need to confirm identity before responding, and we will explain if an exemption applies. To make a request, email info@pkmodelagency.co.uk.

Cookies and website technology

Our website may use cookies and similar technology for essential functions such as security, remembering a shopping basket and completing checkout. Non-essential analytics or advertising cookies should be used only in line with the choices offered by the website's cookie banner.

You can change cookie preferences through the website banner or browser settings. Blocking essential cookies may prevent booking or checkout from working correctly.

Automated decisions and policy changes

We do not currently make decisions about agency representation, professional opportunities or class access solely through automated processing that produces legal or similarly significant effects.

We may update this policy when our services, systems or legal responsibilities change. The latest version and its update date will be published on this page. Where a change is significant, we will take reasonable steps to bring it to the attention of affected families.