Privacy POlicy

Effective Date: 14/05/25
Last Updated: 14/05/25

1. Introduction

This Privacy Policy explains how Baez Theatre, BV ("we", "us", or "our"), a theatrical casting company, talent agency, and theatrical producer based in Utrecht, Netherlands, collects, uses, stores, and protects your personal data in accordance with the EU General Data Protection Regulation (GDPR).

We are committed to transparency and protecting the privacy of individuals we work with, including performers, creatives, agents, production partners, and clients.

2. Data Controller

Baez Theatre, BV
De Vooysplantsoen 22, 3571ZP, Utrecht
Registered with the Dutch Chamber of Commerce
KvK Number: 96631821
Email: info@baeztheatrical.com

3. Whose Data We Collect

We may collect and process personal data from the following individuals:

  • Actors, dancers, singers, and other performers

  • Creative professionals (e.g. directors, choreographers, designers)

  • Talent agents and representatives

  • Casting directors, producers, and production companies

  • Clients commissioning work or seeking talent

  • Website users and newsletter subscribers

4. What Data We Collect

Depending on your relationship with us, we may collect the following:

For Performers & Creatives:

  • Full name, date of birth, nationality

  • Contact details (email, phone, address)

  • Headshots, CVs, showreels, voice recordings, demo reels

  • Representation details (agency name, contact)

  • Audition footage or notes

  • Availability and union membership (if applicable)

  • Social media/public profiles (if provided)

For Clients & Partners:

  • Name, job title, company affiliation

  • Contact details

  • Contractual agreements and correspondence

Website Users:

  • IP address, browser type, and usage data (via cookies)

  • Newsletter preferences and interaction data

5. How We Collect Your Data

We collect personal data through:

  • Online submissions (e.g. casting submissions, job applications)

  • Direct communication (email, phone, meetings)

  • Third-party referrals (e.g. from agents or collaborators)

  • Participation in auditions, castings, and workshops

  • Publicly available sources (e.g. Spotlight, IMDb, LinkedIn)

  • Our website and social media platforms

6. Why We Process Your Data (Legal Basis)

We process your data under the following lawful bases:

  • Consent – when you submit materials for casting or representation voluntarily.

  • Contractual necessity – to fulfill representation, casting, or production agreements.

  • Legal obligation – to comply with Dutch law, tax, and employment regulations.

  • Legitimate interests – for internal records, planning, communication, and talent matching relevant to our core business activities.

7. How We Use Your Data

We may use your data to:

  • Evaluate candidates for casting, employment, or representation

  • Facilitate communication between creatives and producers/clients

  • Respond to business or collaboration inquiries

  • Manage contracts, scheduling, and payments

  • Send relevant updates or casting notices (with your consent)

  • Maintain industry records and archives for reference or re-engagement

8. Data Sharing

Your personal data may be shared with:

  • Production companies, creative teams, and clients (in the context of casting or hiring)

  • Authorized staff, collaborators, and casting consultants

  • Talent agents or managers (with your consent)

  • Legal and accounting professionals

  • IT service providers, cloud storage, or database platforms

  • Government or regulatory bodies, if legally required

We ensure all third parties process data in accordance with GDPR through data processing agreements or equivalent safeguards.

9. International Transfers

If we need to transfer your data outside the European Economic Area (EEA)—for instance, to international clients or collaborators—we will ensure appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your data.

10. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law. For example:

  • Casting and applicant records: up to 2 years unless renewed or archived with consent

  • Client and contract data: up to 7 years for legal compliance

  • Marketing data: until you unsubscribe or withdraw consent

11. Your Rights

Under GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate data

  • Request deletion ("right to be forgotten")

  • Object to or restrict processing

  • Request data portability

  • Withdraw consent at any time (where applicable)

To exercise these rights, please contact us at: info@baeztheatrical.com.

12. Cookies and Website Tracking

We use cookies on our website to analyze traffic, improve functionality, and personalize content. Where required, we will ask for your consent before using non-essential cookies.

You can change your cookie settings through your browser at any time. Please see our [Cookie Policy] for more details.

13. Data Security

We implement appropriate technical and organizational measures to secure your data, including:

  • Password-protected systems

  • Secure cloud storage

  • Role-based access controls

  • Encrypted communications where applicable

14. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website. We recommend reviewing it periodically.

15. Complaints

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Autoriteit Persoonsgegevens (Dutch Data Protection Authority):

https://autoriteitpersoonsgegevens.nl

Contact Information
Email: info@baeztheatrical.com
Address: De Vooysplantsoen 22, 3571ZP, Utrecht
Website: www.baeztheatrical.com