Talentbases Ltd (“Talentbases” , “Us”, “We” or “Our”), a company registered in England and Wales under company number 075535992 with its registered office at Evolution House, Iceni Court, Delft Way, Norwich NR6 6BB operates this Site hereinafter known as Talentbases. Talentbases provides this service on behalf of and in conjunction with the “Partner Companies”. Talentbases is committed to protecting the privacy of any personal information that you submit to Talentbases’ online talent management database (the "Site"). Talentbases collect and process your Personal Information (as defined below) in accordance with the GDPR (General Data Protection Regulation).
What is GDPR for
The General Data Protection Regulation is a new, European-wide (EU) law that replaces the Data Protection Act 1998 in the UK. It places greater obligations on how organisations handle personal data. It is in effect from 25 May 2018.
The new GDPR (General Data Protection Regulation) is very much about transparency and giving you control how your information is used and who can access, view or use it. Talentbases was developed in 2016 with your data privacy and security at its core, giving you control over who can see your information, keeping it secure at all times. In terms of transparency, you have consented to enter your personal data and CV, you understand what it is and you can log in at any time to view it, edit it or delete it. Talentbases is transparent for you.
What is Talentbases
By adding your personal information to Talantbases you are provided with a means to share your Personal Information and have contact with multiple companies across the Television, Media, Creative Services and Broadcast sectors, for the purpose of finding work or training opportunities, whether freelance, part time or full time.
Talentbases is a secure platform allowing you to put your contact details, availability and CV in front of just those you want or need to see it, without your information Talentbases would not exist. Talentbases is all about your information, processing it, storing it securely and making it available to just those you want to see it.
The legal bases for Talentbases to collect and process your data
The legal basis is your consent to Talentbases processing and storing your personal information and making it available to access/view by partner companies to provide you with the services offered by Talentbases. You upload it just for this purpose. We use it just for this purpose.
Who is Data Controller?
In respect of Freelancer Data which is added to a notes field on the Talentbases Site by a Partner Company the Partner Company which added the note is the data controller.
For all other data on the Talentbases Site Talentbases is the data controller.
How and why we collect or have collected your personal information
You choose to upload your personal information to Talentbases when you register/sign up for a account or when you apply for a job advertised by a partner company on the Talentbases web site.
Talentbases may have also collected your Personal Information from the Partner Companies previous databases which Talentbases created and managed for the Partner Companies over many years.
Talentbases together with the partner companies, after consultation with many of you (users of the previous partner company talent databases) decided it was a simpler process for you to update your personal information in one place rather than many, easier to keep it secure and a better solution for the partner companies to comply more easily and fully with the new GDPR.
As a result, Talentbases was created during 2016 and your personal data was fully and securely migrated in October 2016, at which time you were emailed informing you of this data migration.
Your personal information is still ONLY available to the companies where you had previously uploaded it until you decide to make it available to other companies within your settings in Talentbases. You are in control of which companies have access to and can view your personal information and always will be.
Partner Company users (HR, recruitment, talent and production staff) may also add notes to your account/profile to aid them in the recruitment process. For example they could make a note following a conversation you have had via email, a face to face meeting or the telephone conversation where you discussed your current and future availability or your desired work roles sought going forward. Such notes are only accessible to the partner company which entered the note.
What information we ask for
You enter personally identifiable information about you such as your name, address, telephone number and email address, to allow companies to make contact with you about possible work opportunities and check your current or future availability.
You upload your CV to allow companies to view your work experience and education.
You enter job titles relevant to your current and previous work experience. This allows companies to narrow searches for specific job types/work experience.
You enter your current availability status. This allows companies to access if you are currently available or when in the future you will be available for work.
You enter up to 4 regional locations where you either live or can easily work. This allows companies to access if you are easily able to work at various locations around the UK or possibly overseas.
We ask you which companies you would like to have access to your data. This allows you to control who sees your information and profile data. We are asking you to consent to which companies have access to your information. You can select to share with all companies using Talentbases or any number of those companies using Talentbases. You can edit this choice and any time.
We need your consent to email you about future jobs or reminding you to update your information regularly.
We ask you to update your personal data regularly especially when you have a new job on your CV, by uploading an updated CV and when your availability changes.
We ask if you would like to complete a diversity questionnaire, if you say yes (consent) this diversity data will be used as outlined below.
Talentbases’ partner companies are committed to recruiting, retaining and developing a workforce that reflects at all levels the diverse population that watch our on-screen programming.
It is vital that our partner companies monitor and analyse diversity information so that they can ensure that their HR processes are fair, transparent, promote diversity and equality of opportunity, and do not have an adverse impact on any particular group.
Completing a Diversity monitoring form is optional but your cooperation in providing this data will ensure that our partner companies not only meet their legal obligations but also attract and retain a diverse, talented and motivated workforce. All data will be treated confidentially and encrypted on a secure database which will be used for evaluation and recruitment purposes and to which only those staff directly involved in recruitment or diversity initiatives will have access.
We must have your consent for you to complete this Diversity form, you can edit it at any time and you can delete it at any time.
Should you have any questions or concerns about providing Diversity information, please contact a Talent Exec at one of our partner companies or Talentbases on [email protected]
Please note that by providing Talentbases and Partner Companies with any sensitive personal information about yourself (e.g. information relating to any disability you have, your ethnic origin, religion or belief or sexual orientation (“Sensitive Personal Information”), you have consented them to use such Sensitive Personal Information in an anonymous and aggregate form for research and statistical purposes, including sharing such Sensitive Personal Information in an anonymous and aggregate form with TV Broadcasters, Industry Bodies or Associations.
Other than as set out above, Talentbases and Partner Companies will not share any Personal Information with any other third parties, except where such disclosure is required and/or permitted by law (for example to government bodies and law enforcement agencies). Talentbases and Partner Companies will not use any of your Personal Information for any purpose other than for the purpose for which it was collected, unless Talentbases and/or Partner Companies obtain your consent prior to any such change of use.
How long will we keep your information
We will keep your personal information/data/details until you either delete it, ask us to delete it for you or if no activity such as updating your personal information, availability status or CV has occurred on your account for a period of two years since the last activity. In the event of two year inactivity deletion we will email you at least 30 days prior to deletion offering you reasonable time to update your information on Talentbases.
Talentbases’ and Partner Companies’ use of your Personal Information
Partner Companies may use your Personal Information to assess your suitability for work or training opportunities.
Please be aware that the list of Partner Companies may change from time to time (as new companies may partner with Talentbases in the future), your Personal information will only be shared with Partner Companies you elect to see your Personal Information. Please note that if during the registration process you elect for all Partner Companies to see your Personal Information, your Personal Information will be shared automatically with all new Partner Companies.
Talentbases and Partner Companies may share your Personal Information with broadcasters of the programmes that the Partner Companies produce, but only where necessary. For example, a Talent Executive at a TV production company may be required to share details of a short list of freelancers with the Broadcaster it is making the production for.
By uploading your Personal Information, you consent to Talentbases and Partner companies amending and/or updating your profile information, but only when you have instructed Talentbases or Partner Company to do so, and/or have provided Talentbases or Partner Company with an updated CV, new details of your availability, a change of job title, a new credit, or a new regional location where you can work.
Partner Companies may include additional information in Talentbases relating to your profile and/or preferences to assist with internal record keeping and/or the recruitment process. For example, you may talk to a Talent Executive at TV production company explaining to them that you are not available for six months, but you have a new credit/job on your CV. This can be noted in your profile record by the Talent Executive and can only be viewed by that specific partner company, it’s a note of a conversation between you and them.
Partner Companies may use the contact details you have provided to contact you about programmes or projects for which you may be suitable via email, Talentbases message system on the web site or telephone.
To facilitate the recruitment process, Partner Companies may retain copies of your Personal information in hard copy format (printed CV).
If you do not wish for the data processing and sharing described above to occur, please do not submit and your Personal Information to the Site.
Keeping your data safe
Talentbases has implemented robust industry leading technical and organisational measures designed to secure your Personal Information from accidental loss, misuse, unauthorised access, disclosure or alteration. These include but not limited to: intrusion detection monitoring, penetration testing, firewalls, performance monitoring, data encryption in transit and data encryption at rest (in the database), Multi-Factor authentication to certain infrastructure, secure password protected access.
Access to Personal Information uploaded to the Site is restricted to only those of Talentbases’ and Partner Companies’ employees (or persons authorised by Talentbases and/or Partner Companies, such people contracted to Talentbases and Partner Companies and TV Broadcasters) who require access for the purposes outlined above.
Accessing, updating and deleting your Personal Information
You may access and update any Personal Information that you have upload to or entered on Talentbases at any time by logging in and using the update facilities on the Site. Please do update your Personal Information or CV if it changes.After securely logging in to the Site, you may delete your Personal Information, either partially (such as Diversity data) or entirely, by using the delete features in Privacy and Settings in the left frame of the Site. Please note that if you choose to delete your Personal Information from the Site, residual copies of your Personal Information may remain in Talentbases’ back-up system for up to seven (7) days, after which time such copies will be permanently deleted from Talentbases.
You have a right to ask for a copy of your Personal Information held by Talentbases. To make such requests, please email Talentbases at the email address below in the contacting Talentbases section.
Cookies Policy - information collected from you
For more information on how cookies are used on this Site, please visit the Cookies Page.
If necessary as part of the recruitment process or supporting your use of Talentbases your Personal Information may be shared with Talentbases’ suppliers and/or group companies of the participating Partner Companies which are located outside the EEA such as in the USA, India, Australia. These countries do not have the same Data Protection Laws as within the EEA (GDPR). Talentbases and Partner companies take all reasonable measures to ensure your personal information is secure. We require all service providers to process your information in a secure manner and in accordance with EU law on data protection (GDPR).
If you require any further information regarding Talentbases’ use of your Personal Information you can contact Talentbases at: [email protected]