Privacy Policy – Pence Talent Ltd

Pence Talent Ltd (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This policy explains how we collect, use, and safeguard your personal information when you interact with us, in compliance with the UK General Data Protection Regulation (UK GDPR).

Pence Talent Ltd.
Effective Date: 02.06.2023

1. Introduction

This Privacy Policy explains how Pence Talent Ltd. (“we”, “us”, or “our”) collects, uses, and protects personal data in connection with our website, www.pencetalent.com, and our business activities.We are committed to handling personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).

2. Data Controller

Pence Talent Ltd. is the data controller responsible for your personal data.

Contact details:
Email: talent@pencetalent.com
Address: Perk Accounting, 31 Cattle Market St, Norwich NR1 3DY, United Kingdom

3. Scope of This Policy

This policy applies to personal data relating to:

  • Visitors to our website

  • Individuals who contact us

  • Talent we represent or engage with

  • Clients, prospective clients, and industry partners

  • Brands, agencies, broadcasters, and collaborators

4. Categories of Personal Data

We may collect and process the following categories of personal data:

4.1 Information provided directly

  • Name and contact details (such as email address and telephone number)

  • Information submitted via our website contact form

  • Correspondence and communications

4.2 Professional and business information

  • CVs, social media profiles, and media kits

  • Employment or business details

  • Project and collaboration information

4.3 Operational and transactional data

  • Communication history

  • Pitch materials and proposals

  • Campaign and production information

  • Contracts and agreements

  • Talent analytics and performance data

  • Creative content (including video and still imagery)

  • Feedback, concepts, and intellectual property

  • Financial information, including invoices and payment records

4.4 Website and technical data

Basic usage data relating to how visitors interact with our website. Information collected through cookies and similar technologies. We do not intentionally collect special category (sensitive) personal data unless required and agreed as part of a specific engagement.

5. Methods of Data Collection

We collect personal data through:

  • Website contact forms

  • Direct communications (including email and messaging platforms)

  • Professional onboarding and business relationships

  • Contracts and agreements

  • Ongoing project and collaboration activity

  • Cookies and analytics technologies

Third party platforms used to support our operations, including cloud storage, communication, and workflow tools

6. Purposes of Processing

We process personal data for the following purposes:

  • To respond to enquiries and communications

  • To represent talent and manage professional relationships

  • To identify, develop, and secure commercial opportunities

  • To pitch talent and services to brands, agencies, and partners

  • To manage collaborations, campaigns, and productions

  • To deliver creative and strategic services

  • To administer contracts, invoicing, and payments

  • To maintain records of business activities

  • To operate, maintain, and improve our website and services

7. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

7.1 Legitimate interests

Processing is necessary for the purposes of our legitimate interests, including:

  • Operating and developing our business

  • Communicating with relevant individuals and organisations

  • Promoting and representing talent

  • Improving our services and website

7.2 Contract

Processing is necessary for the performance of a contract or to take steps prior to entering into a contract, including:

  • Talent representation agreements

  • Client and partnership arrangements

7.3 Legal obligation

Processing is necessary to comply with legal obligations, including:

  • Financial record keeping

  • Tax and regulatory compliance

We do not generally rely on consent as a primary legal basis, except where specifically required.

8. Cookies and Website Technologies

Our website uses cookies and similar technologies to ensure functionality and to understand how visitors interact with the site. We may implement analytics and behavioural tools, including services such as Hotjar, to analyse user engagement (for example navigation patterns, clicks, and scrolling behaviour). Our website is hosted on Squarespace, which may use essential cookies necessary for the operation of the site. Users can control or disable cookies through their browser settings.

9. Disclosure of Personal Data

We do not sell personal data.We may share personal data where necessary with:Brands, agencies, broadcasters, and commercial partnersClients and collaboratorsService providers supporting our operations (including hosting, storage, and communication platforms)Professional advisers, including legal and accounting providers.

Such disclosures may include:

  • Talent profiles and supporting materials

  • Contact detailsPitch documents and proposals

  • Campaign deliverables and related communications

All third parties are expected to process personal data securely and in accordance with applicable laws.

10. International Transfers

Personal data may be transferred to, and processed in, countries outside the United Kingdom where our service providers operate. Where such transfers occur, we ensure appropriate safeguards are in place, including the use of standard contractual clauses or equivalent protections.

11. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including:

  • Website enquiries: typically up to 12 months

  • Talent, client, and partner data: for the duration of the relationship and for a reasonable period thereafter

  • Financial and contractual records: in accordance with legal requirements

  • Retention periods may vary depending on the nature of the data and legal obligations

12. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Use of secure, cloud-based systems

  • Multi factor authentication

  • Access controls and restricted permissions

  • Secure handling and storage of business data

13. Data Subject Rights

Under UK GDPR, individuals have the right to:

  • Access their personal data

  • Request correction of inaccurate or incomplete data

  • Request erasure of personal data

  • Restrict or object to processing

  • Request data portability

  • Withdraw consent where applicable

Requests can be made by contacting us at talent@pencetalent.com.

14. Complaints

If you have concerns about how your personal data is handled, please contact us in the first instance. You also have the right to lodge a complaint with the Information Commissioner's Office.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The most current version will be available on our website.

16. Contact

For any questions regarding this Privacy Policy or our data practices, please contact:

Email: talent@pencetalent.com