Privacy Policy

GM Agency Limited

Last Updated: 15 August 2026

GM Agency ("we", "our", or "us") is committed to protecting your privacy and handling your personal data responsibly.

This Privacy Policy explains how we collect, use, store, protect, and share personal information when you interact with our website, services, talent representation activities, and communications.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Having said that, a privacy policy is a statement that discloses some or all of the ways a website collects, uses, discloses, processes, and manages the data of its visitors and customers. It usually also includes a statement regarding the website’s commitment to protecting its visitors’ or customers’ privacy, and an explanation about the different mechanisms the website is implementing in order to protect privacy.

Different jurisdictions have different legal obligations of what must be included in a Privacy Policy. You are responsible to make sure you are following the relevant legislation to your activities and location.

2. Information We Collect

We collect and process personal information that is necessary for professional representation, communication, and the operation of our services.

This may include:

Name, email address, telephone number, and postal address
Talent information, including photographs, measurements, experience, location, availability, and relevant professional details
Information submitted through website enquiry forms or email communications
Website usage information, including IP address, browser type, device information, and pages visited
Booking and account records, including correspondence, enquiries, booking history, and related communications
Payment and invoicing information where required

Special Category Data

In certain circumstances, we may process special category personal data for representation, casting, safeguarding, or diversity-related purposes.

This may include:

Racial or ethnic origin
Health or medical information relevant to assignments or safety requirements
Sexual orientation where relevant to a specific representation or casting opportunity

We only process this information where lawful and necessary under Article 9 of the UK GDPR.

The conditions we may rely upon include:

Your explicit consent
Employment, social security, or social protection obligations where applicable
The protection of vital interests, including safeguarding responsibilities relating to children or vulnerable individuals

Special category data is subject to enhanced security measures, restricted access, and strict confidentiality requirements.

3. Medialink

We use Medialink as our secure talent management and booking platform, enabling the professional presentation, administration and management of talent profiles for approved clients, casting professionals and industry partners.

Access is restricted to authorised users through secure login credentials and role-based permissions.
Only information necessary for account administration, talent management, portfolio presentation, casting submissions and booking activities is processed.
Medialink is used exclusively for professional talent representation, portfolio management, client communications, casting administration and booking management.
Appropriate technical and organisational measures are implemented to protect personal data processed within the platform.
Information is only shared with authorised clients, casting professionals and industry partners where necessary for representation, casting and booking opportunities.

4. Social Media

GM Agency maintains a presence on social media platforms, including Instagram and LinkedIn, to promote talent, showcase agency activity, and engage with our audience.

When you interact with our social media accounts, we may process limited personal information such as:

Usernames
Public profile information
Comments and messages
Interaction history with our content

We use this information only to:

Respond to enquiries
Communicate with followers and clients
Promote talent and agency activities
Manage our online presence

We do not use social media data for profiling, automated decision-making, or data harvesting.

Any images or content featuring talent are used in accordance with agreed permissions, contracts, or consent arrangements.

Please note that social media platforms operate under their own privacy policies and are responsible for their own processing activities.

5. How We Use Your Information

We use personal data for legitimate business purposes, including:

Responding to enquiries and communications
Representing and promoting talent
Managing bookings, castings, and professional opportunities
Maintaining client and talent relationships
Processing payments and administering records
Improving our website, services, and user experience
Complying with legal, regulatory, accounting, and safeguarding obligations

We do not sell, rent, or trade personal information to third parties.

6. Lawful Bases for Processing

We process personal data only where we have a lawful basis to do so under UK data protection legislation.

These lawful bases include:

Contract

Where processing is necessary to provide representation services, facilitate bookings, or fulfil contractual obligations.

Legal Obligation

Where we must process information to comply with legal, regulatory, taxation, accounting, or safeguarding requirements.

Legitimate Interests

Where processing is necessary for the effective operation of our business, including:

Managing relationships with talent and clients
Maintaining records
Matching talent to opportunities
Improving services and operations

We only rely on legitimate interests where those interests do not override your rights and freedoms.

Consent

Where we ask for your permission, such as for certain marketing communications or the processing of particular categories of personal data.

You may withdraw your consent at any time.

7. Data Sharing

We only share personal information where necessary and for legitimate business purposes.

This may include sharing data with:

Clients, brands, agencies, production companies, and casting professionals
Website, hosting, portfolio, email, and CRM service providers
Professional advisers such as accountants, auditors, and legal advisers
Regulatory authorities, law enforcement agencies, or government bodies where required by law

All third-party service providers are required to process personal data securely, confidentially, and only for authorised purposes.

8. Data Security and Retention

We implement appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, loss, misuse, or alteration.

Access to personal data is restricted to individuals who require it for legitimate business purposes.

Retention Periods

We retain personal data only for as long as necessary.

Generally:

Talent information is retained while an individual is represented by GM Agency
Representation records may be retained for up to six years after representation ends to meet legal, accounting, and dispute-resolution requirements
Enquiry information from individuals who do not become represented is normally retained for up to twelve months
Marketing data is retained until consent is withdrawn or an individual unsubscribes

Where retention is no longer necessary, data will be securely deleted or anonymised.

You may request deletion of your personal information at any time, subject to any legal obligations that require us to retain it.

9. Your Rights

Under UK data protection law, you have the right to:

Access the personal information we hold about you
Request correction of inaccurate or incomplete information
Request erasure of your personal data
Restrict or object to certain processing activities
Withdraw consent where processing is based on consent
Request portability of the personal data you have provided
Lodge a complaint with the Information Commissioner's Office (ICO)

Requests can be made using the contact details provided in this policy.

We will normally respond within one month of receiving a valid request.

10. Cookies

Our website uses cookies and similar technologies to support website functionality, analytics, and marketing activities.

You can manage your cookie preferences through our cookie consent banner or your browser settings.

For more information, please see our Cookie Policy.

11. International Data Transfers

Some of our service providers, including website hosting, email, cloud storage, analytics, and business support providers, may store or process personal data outside the United Kingdom.

Where international data transfers occur, we ensure appropriate safeguards are in place, including:

UK Adequacy Regulations
The UK International Data Transfer Agreement (IDTA)
Approved contractual clauses and technical security measures

These safeguards are designed to ensure your personal information receives an equivalent level of protection wherever it is processed.

12. Automated Decision-Making

GM Agency does not carry out automated decision-making or profiling that produces legal effects or similarly significant impacts on individuals.

All decisions relating to representation, bookings, castings, and talent management involve human review and professional judgement.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, business practices, or our services.

Any updates will be published on this page together with a revised "Last Updated" date.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your personal information.

GM Agency Limited
9 Bartle House, Oxford Court
Manchester, M2 3WQ

Email: contact@gm-agency.co.uk

Website: https://www.gm-agency.co.uk