Privacy policy.
GDPR - DATA PROTECTION PRACTICES REGARDING PERSONAL DATA PROCESSING
Personal data register description
Name and contact information of the register controller/representative:
Helsinki Casting Ltd, Business ID 2871105-8
Address: Hämeentie 31, 00500 Helsinki
Alternative name: Helsinki Casting Ltd
CEO: Katri Aksola
Phone: +358 44 3331764
Email: katri@helsinkicasting.com
Contact person for registry matters: CEO. See above.
Register name: Faces by Helsinki Casting - register
The Faces by Helsinki Casting register system is maintained by Taito United Oy. The system hosting is on Google Cloud.
The purpose of the register:
The company's business consists of role casting, personnel leasing, and production services. Role casting refers to placing individuals in suitable roles. Personnel leasing refers to placing individuals in suitable job descriptions. Production services refer to providing various services and resources to assist production companies in the audiovisual industry, which may be needed for the production and marketing of their productions.
Personal information is used to assess the suitability of the registered person or the resource they provide for the roles, job descriptions, and other needs of the client related to the services offered.
The personal information collected by Helsinki Casting Ltd includes information about natural persons who have provided their personal information for possible casting or work performance. The information collected by Helsinki Casting Ltd only comprises information provided by the person themselves or by an authorized agent/representative/guardian of the person.
The personal information stored in the register of Helsinki Casting Ltd includes:
Name
Date of birth and personal identification number
**Gender identity
Contact information (phone number and email address)
Place of residence
Information related to appearance and characteristics
Family connections and civil status
Information related to language skills
Information related to profession, skills, and hobbies
Information related to performance experience and education
Profiles on social media services
System log data
Goods reported by the registered person
*Ethnic origin
*Information related to health"
*Some of the data to be stored is classified as sensitive information, and the basis for the controller to retain the information is its necessity for casting assignments.
Sensitive information is collected only to the extent required by the business.
The information is essential for casting because it is based partly on the person's appearance and functional characteristics. For this reason, it is important for Helsinki Casting to be able to find individuals representing certain ethnicities, disabilities and indigenous peoples. Representation and inclusivity are key values of Helsinki Casting, and the information will never be used for anything other than casting.
The registered person's family relationships and information on marital status are voluntary and may be essential, for example, if the person has expressed interest in casting for reality tv.
**The gender-related sections have been constructed as inclusively as possible, and we understand that, for example, a trans woman is a woman and a trans man is a man.
A person who does not want to disclose their trans background can declare their gender as their true gender without further explanation. We respect everyone's right to self-determination. However, we have provided the opportunity to declare one's gender as a trans woman/trans man if the person wishes, as we want to be able to cast a trans role with the right trans person.
The data controller has the right, but not the obligation, to retain all material sent by the registrant to the service related to a specific role application, which includes pictures, videos and audio recordings. The basis for retention is to improve the quality of services by accumulating information related to casting.
Access to registered information is limited to Helsinki Casting employees and subcontractors whose access is based on an employment contract or a commission agreement. Helsinki Casting maintains a register of persons who have access to the database, and the need for individuals to access the register is based on performing work duties.
Deleting Personal Information from the Register:
The registered individual has the right to withdraw their consent and remove their information from the register at any time by deleting their profile on the Faces service. In this case, all information given to the register is automatically removed, except for any agreements made or information regarding payments made for a specific production or assignment.
Note: Uninstalling the Faces by Helsinki Casting application from the phone does not remove registered information, the profile must be deleted by pressing the "delete profile" button and confirming the deletion.
Disclosure of personal data and transfers of personal data outside the EU/EEA:
Customer registry information is not disclosed to external recipients. Mailchimp email service and Google Workspace services or equivalent service companies in the United States may be used as part of customer communication and project management. In this case, the personal data contained in the register will be transferred outside the European Union. However, personal data is protected in accordance with the requirements of the Personal Data Act through the US/EU Privacy Shield arrangement. For more information about the system, please contact the data controller in writing or electronically - the contact details are provided at the beginning of this description.
Principles of Register Protection
Personal data is protected using technical and organizational methods against accidental or intentional unauthorized and/or illegal modification, access, destruction, and other inappropriate processing.
Security measures include, among other things, appropriate firewall arrangements, physical protection of servers (e.g., locked rooms and backup), encrypted data transmission, and organizational access restrictions. Personnel of the register holder who handle personal data are trained in privacy and security issues.
Rights of the data subject:
6.1. the right to access their personal data and to request a copy of it;
6.2. the right to have incorrect, outdated, and/or incomplete personal data corrected;
6.3. the right to have their personal data erased, if:
a. the personal data is no longer necessary for the purposes for which it was collected or otherwise processed;
b. the data subject withdraws consent on which the processing is based and there is no other legal ground for the processing;
c. the data subject objects to the processing of their personal data:
i. for direct marketing purposes; or
ii. based on the legitimate interests of the controller, unless the controller demonstrates compelling legitimate grounds for the processing;
d. the personal data has been unlawfully processed; or
e. the personal data must be erased for compliance with a legal obligation under the law of the European Union or of a member state, such as Finland, applicable to the controller;
6.4. the right to restrict the processing of their personal data if:
a. the accuracy of the personal data is contested by the data subject, for a period enabling the controller to verify the accuracy of the personal data;
b. the processing is unlawful and the data subject opposes the erasure of the personal data and requests the restriction of their use instead;
c. the controller no longer needs the personal data for the purposes of the processing, but the data subject requires them for the establishment, exercise, or defense of legal claims; or
d. the data subject has objected to processing based on the legitimate interests of the controller, pending verification whether the legitimate grounds of the controller override those of the data subject;
6.5. the right to receive their personal data that they have provided to the controller in a structured, commonly used, and machine-readable format and the right to transmit those data to another controller, where the processing is based on consent or on a contract; and
6.6. the right to lodge a complaint with a supervisory authority – typically the data protection ombudsman in Finland – about processing their personal data.
7. Storage period of personal data
The data controller stores the personal data in the register without a specific time limit, as the registered person may want to receive role offers even after several years. The information is also kept to enable Helsinki Casting to continuously improve the quality of its services.
The data controller requests the registered person to update their information at reasonable intervals to ensure that it remains accurate for the intended use. The data controller may, at its discretion, delete the registered person's information and user profile if more than two years have passed since the last interaction or logging in to the Faces by Helsinki Casting register.
8. How we update this privacy policy
We regularly review our privacy policy based on changes in business, technology, applicable laws, and best practices, and may update this privacy policy accordingly. If we make significant changes to this privacy policy, we will notify you through your registered contact information, such as email (sent to the email address specified in your account) or by posting on the Helsinki Casting website or by notifying you through the application, so you can review the information we collect and how we use it. Such changes to the privacy policy will be effective from the date of the notice or as otherwise stated on the website. We recommend that you check this page regularly to stay informed about our privacy practices. Your continued use of the website, mobile device, and/or other device constitutes your agreement to the updated privacy policy. If required by applicable laws, we will seek your express consent when collecting additional personal information from you or when using or disclosing your personal information for new purposes.
If you have any comments or questions regarding this privacy policy or regarding Helsinki Casting's collection, use, or disclosure of your personal information, please contact us at the email address provided at the top of this page.
When we receive requests for access to or download of personal information or privacy-related requests, we have a competent team to help solve your problem. If your question itself relates to a significant problem, we may ask you for additional information. If you are not satisfied with the response you received from us regarding your personal information, you can file a complaint with the relevant data protection authority in your jurisdiction. When you contact us, we will provide information about the relevant complaint channels that may be applicable to your specific situation.
Thank you for taking the time to read our privacy policy!