Privacy notice
Last updated: 16 September 2026
What is a privacy notice?
At Ignis Artists Agency, we understand that your privacy is important to you and you care about how your personal information is used. We are committed to protecting the privacy and security of the information you share with us.
A privacy notice explains what personal data we collect about you, why and how we collect it, how we use it, and how you can manage it.
Personal data includes any information that can identify you, such as your name, address, email address or phone number.
Some types of personal data receive extra legal protection and are known as sensitive personal data (or special category data). This includes information about your race or ethnicity, religious or philosophical beliefs, sexual orientation, gender, and health.
Personal data can also include details related to criminal activity, allegations or investigations. This is known as criminal offence data.
By using Ignis Artists Agency's services, you accept the terms of this Privacy Notice. By using our services you consent to us processing your personal information as set out in our Privacy Notice and within your related Terms
Definitions
In this Privacy Notice:
"you" means the user of Ignis Artists Agency’s services as a co-operative artist agency
"we/us/Ignis Artists Agency" means Ignis Artists Agency, whose registered office address 5 South Charlotte Street, Edinburgh, EH2 4AN
"services" means any of the services available from Ignis Artists Agency
What personal information do we collect?
We will collect personal information from you when you join our agency, apply to join our agency and/or have been a member of our agency, or otherwise use our services.
We may also collect information from you if you access or use our website, social media accounts, or communicate with us directly for example by email.
We may process data including the following personal information about you, where supplied: Name, gender, date of birth, address(es), email, telephone number(s), social media account information, information pertaining to disability and ethnicity, IP address, photographs, video and audio clips, career history, access requirements and emergency contact details.
As a member or ex-member of Ignis Artists Agency we may also hold personal information relating to your tax or finances in order to allow us to process payments on your behalf as your agent, or to distribute repeat fees or similar, once you have left our agency. This information may include, where supplied, National Insurance numbers, bank account details, Unique Tax Reference (‘UTR’), passport details, previous addresses, previous bank account details.
Please note that some of our services involve promotional tools, for example your profile on Ignis Artists Agency’s website as a current member, and personal data included in these public profiles may be accessible by the public via wide circulation or redistribution, and via our historical archives. Therefore you should never include any personal data on your Ignis Artists Agency profile that you would wish to remain private.
Why do we collect your information?
Ignis Artists Agency follows data protection laws and needs a valid lawful basis to process your personal data. In most cases, we process it for one of the following reasons:
To comply with legal obligations: We process data about you under this legal basis when we need to comply with UK legislation, such as those related to employment for tax purposes, the Equality Act, or health and safety regulations in the workplace.
To perform a contract with you: If you are a member of Ignis Artist Agency or a freelancer/contractor, we process your data to enter into or carry out the contract we have with you.
For the purposes of Ignis Artist Agency’s legitimate interests: Sometimes we will process your data because we have identified a ‘legitimate interest’ in doing so. We assess this by weighing our needs against the impact of processing your data. This process ensures that our interests do not override your privacy rights and the protection of your personal data.
To protect your vital interests or those of another person: On rare occasions, we may need to access or share your personal data to protect your life or that of another person. For example, in an emergency situation where we cannot gain your consent or where to do so could endanger life. We will only rely on vital interests in extremely limited circumstances when no other legal basis is available.
To comply with employment or social security law: If you are a member of staff or are working with Ignis Artist Agency on a freelance basis, we may use your data to carry out our obligations or exercise our (or your) rights under employment, social security and social protection law. For example, to check your entitlement to work.
When you have given consent: We may seek your consent for specific purposes involving your personal data. We will do this where no other lawful basis applies and to give you the highest level of control over how your data is used by us. For example, you will be asked to specifically consent to the processing of your data if we wish to use your image in marketing or promotional materials.
Sometimes, we collect sensitive personal data. We only collect, store, and use this data when absolutely necessary, and in most cases, we will only process it with your explicit consent. If you provide sensitive data that we haven’t requested, we may retain it in line with our data protection practices and legal requirements. We regularly review how we process this data and assess any risks and ensure we meet the necessary conditions.
We may also occasionally collect criminal offence data when necessary, such as for safeguarding responsibilities or when required by law. We ensure that any processing of this data meets strict data protection requirements.
How will we use your personal information?
Please note: by law, a co-operative agency must hold a record of its members and directors, including their legal name, date of birth, and residential address. Furthermore, for tax and financial purposes, a co-operative agency is required to retain personal information relating to members and ex-members for at least six tax years.
Agency artists (current and past)
We (or third party data processors acting on our behalf) may collect, store, use and share your personal information for the following purposes:
To ensure that we perform to our best as your agent, as per our contract with you.
To provide you with Ignis Artists Agency’s Services as an agency representing actors, directors and writers, including making your public profile information available to other the industry (casting directors, directors, producers) and the public.
To enable us to book you work as an actor, director or writer which is accurate and appropriate.
To enable us to distribute monies that are due to you for acting, directing or writing work procured through Ignis Artists Agency, both as a current and ex-member.
To answer your enquiries or otherwise communicate with you.
To vet your professional background, but only when you are applying/joining as a Ignis Artists Agency Member.
Internal record keeping (for financial end of year statements) and historic financial accounts as required by law.
To notify you of our clients and any other services that we think will be of interest to you (you can unsubscribe from these communications at any time).
To support any access requirements you may have.
To improve our services.
To verify your identity.
To facilitate the historical archiving of all public profiles/titles both in print and digital formats.
In addition to the above, we may disclose certain personal data to carefully selected and trusted third parties in the following circumstances:
Those parties assisting us in providing our service to our users (i.e. casting directors, finance departments).
Third parties who provide service enhancements or additional functionality to our users related to how they use our services.
Third parties who are involved in furthering research and technology in areas connected with our service.
Complying with the law, or to enforce our Terms and Conditions or to protect the rights, property, or safety of ourselves, our customers or other third parties,
Wherever possible only information contained within your public profile would be released to such third parties.
The information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA) in certain circumstances. For example, if we contract with service providers based outside the EEA, or if any of our servers are at any time based outside the EEA (including 'cloud' service provision). Where we would have to disclose your personal information to third parties, in any circumstances, we will always take all appropriate steps to ensure that such third parties are responsible and trusted and that your personal information will be treated in accordance with this Privacy Notice, and to UK Data Protection standards or equivalent.
Contacting us
If you contact us directly, we will use your name and contact details to respond to you.
We will continue to hold your data if you have been in contact with us and we have a legitimate interest in keeping you informed about our work, projects, and relevant opportunities. If you have provided sensitive data, which we will only process where necessary and in accordance with our policies, it will be handled in line with applicable data protection regulations.
Receiving our newsletter
If you sign up for Ignis Artist Agency’s newsletter, we will ask for your name, organisation name and email address. This will be used to send you the newsletter approximately every week.
We also request your postcode to help us track the location of our online audience. This allows us to ensure we are reaching a diverse range of people
We collect and store this information based on your consent. You can withdraw your consent at any time by using the unsubscribe link in our newsletters or by contacting us directly.
Completing our surveys
When we undertake surveys, we analyse how our audience uses our products and services so we can develop and improve them. The data collected in our surveys is anonymous unless you disclose personal data in your answers.
Occasionally, depending on the nature of the survey, we ask for and process your name and contact details so that we have the option to ask you for extra information or clarification, if needed.
Applications
If you apply to be a member of Ignis Artists Agency, we will collect your contact details such as name, address, email address, phone number, and any biographical or professional information that you have provided.
We will also ask for access requirements and emergency contact details to ensure our service is accessible and to protect your well-being.
We will collect your personal data via direct email, online application forms (sometimes through a third party service provider), or an alternative accessible format. We store and process your personal data on the basis of legitimate interests. We will only contact you if there is a legitimate business reason for doing so.
Attending our events
When you sign up for an event hosted by us or our partners, you enter into a contract with us. We will collect your name, email address, and any necessary personal data to provide you with event information and support.
If a data-sharing agreement is in place, we may share relevant details with the event organiser to make your experience as positive as possible, to keep you safe and ensure it is accessible to everyone.
If you have purchased a ticket, we will process your financial information and transaction details. This is in order to supply the purchased service and keep accurate financial records.
Using our website
Ignis Artist Agency’s website uses cookies to identify which content is most useful and to improve the overall website experience. A ‘cookie’ is a small data file stored on your device that records how you navigate and interact with our website.
We may use cookies to:
Analyse information about how many people use the website and what pages they tend to visit.
Store information about your preferences to present you with information you will find more relevant and interesting.
To recognise when you return to our website and provide previously used functionality.
We do not use cookies to track your activity on our website for the purpose of targeted advertising.
Cookies do not provide us with access to your computer or any information about you, other than what you have chosen to share with us.
If you do not want our website to store cookies on your device, you can block or remove them. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly. You can read more about cookies and how to manage them here.
Links on our website
Our website contains links to other websites that we think you will find interesting or helpful. Please note that we have no control of sites outside the www.ignisartists.com domain. Clicking on these links may allow organisations to collect or share data about you. If you provide information to a website to which we link to, we are not responsible for its protection and privacy. Always be careful when submitting data to websites, and we encourage you to read the privacy policies of any website you visit.
We are committed to maintaining the security and integrity of our website and welcome any feedback regarding linked sites.
What happens if we can’t collect your information?
If you do not provide Ignis Artists Agency with the required personal data, we may be unable to deliver the requested response, product, or service, or continue our engagement with you.
Data Protection Legislation
As your agent or previous agent, we are your Data Controller. We regard the lawful and correct treatment of your personal information by us as very important to our business. To this end we fully endorse and adhere to data protection law in the UK.
The UK GDPR gives you certain rights over your personal data. You have the right to be told how we use your personal data, and you also have the right to ask us:
to see the information we hold about you,
to change your information if it is not correct,
to use your information in certain ways,
to transfer your information to you or a third party,
to question automated decisions,
to not process or delete your information.
You can withdraw consent at any time where we are relying on it to process your personal data. However, if any processing happens before you withdraw your consent, it will still be considered lawful.
If you would like to access, update, restrict, or delete your personal data, object to how we use it, or withdraw your consent for processing, please make a request via email admin@ignisartists.com
If you have any other access requirements in order to make the request (for example if you would like to make the request via Zoom call) please let us know. We can also provide the requested information or guidance about the process in accessible formats where needed.
We always strive to meet your requests to share or delete your personal data. However, there may be situations where we cannot do so due to legal obligations. If this happens, we will contact you and explain why we are unable to meet your request.
If you believe that the data we hold about you is inaccurate or incomplete, please contact us as soon as possible. We will promptly make the necessary corrections.
Updating Personal Information
If you have provided us with personal information, it is your responsibility to ensure that it is correct and up to date. This will enable us to provide you with the best service possible. Please contact us as soon as possible if you believe that any information we are holding on you is incorrect or incomplete. Our contact details are set out below.
Your Choices
You have the right to access the personal information which we hold about you and to have any errors corrected. You may check the personal information we have about you by contacting us at the address below. However, please note that no information can be released by us until your identification has been verified.
If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to us at the address below or emailing us at admin@ignisartists.com
Queries and Requests
If you have any queries about the way your data is used by Ignis Artists Agency, or would like to remove your details from our records, please contact us by emailing admin@ignisartists.com or in writing to 5 South Charlotte Street, Edinburgh, EH2 4AN
We kindly request that you only use our postal address if necessary, as it may cause delays in our response time.