Privacy Policy

EQUITY – Privacy Policy

1. Introduction
At Equity, we’re committed to protecting and respecting your privacy.
This privacy policy (“Privacy Policy”) explains our approach to any personal
information that we might collect from you or which we have obtained about
you from a third party and the purposes for which we process your personal
information. This Privacy Policy also sets out your rights in respect of our
processing of your personal information.
This Privacy Policy will inform you of the nature of the personal information
about you that is processed by us and how you can request that we delete,
update, transfer it and/or provide you with access to it.
This Privacy Policy is intended to assist you in making informed decisions when
using the Site and our Services. Please take a moment to read and understand
it. Please note that it should be read in conjunction with our Website Terms of
Use.
Please also note that this Privacy Policy only applies to the use of your personal
information obtained by us, it does not apply to your personal information
collected during your communications with third parties.
It’s likely that we’ll need to update this Privacy Notice from time to time.
We’ll notify you of any significant changes, but you’re welcome to come back
and check it whenever you wish. By using our website, you’re agreeing to be
bound by this Policy.

2. Who are we?
Equity is the independent UK trade union for professional performers and
creative practitioners.
We are registered with the Certification Office in the UK. The registered
address is Guild House, Upper St Martin’s Lane, London WC2H 9EG. We have
offices in London, Glasgow, Cardiff and Manchester.
Equity is the data controller responsible for your personal information and is
registered at the UK Information Commissioner’s Office with registration
number: Z5318369

3. How to contact us?
If you have any questions about this Privacy Policy or want to exercise your
rights set out in this Privacy Policy, please contact us by:
 sending an e-mail to dpo@equity.org.uk; or
 calling us on: 44 (0) 20 7370 6000

4. What personal information do we collect and how do we use it?
Our primary goal in collecting personal information from you is to:
(i) verify your identity;
(ii) provide the services and benefits of Equity membership;
(iii) organise workers in the entertainment and associated industries;
(iv) carry out requests made by you;
(v) investigate or settle inquiries or disputes;
(vi) comply with any applicable law, court order, other judicial process,
or the requirements of a regulator;
(vii) enforce our agreements with you;
(viii) protect the rights, property or safety of us or third parties, including
other members;
(ix) provide support for the provision of our services; and
(x) use as otherwise required or permitted by law.
In particular, we use your personal information for the following
purposes:
 To issue subscription reminders and to process payments
We collect and maintain personal information that you voluntarily
submit to us. We use the contact and payment details you have provided
to us so that we can remind you when your subscription is due for
renewal, when your subscription changes and to issue you with a
membership card and receipt. This includes trade union membership
information which is classed as Special Category data.
Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To verify card payments and process refunds - credit card
companies and other payment providers;
o To take payments via Direct Debit: BACS and members’ banks
o To deduct subscriptions payments from your payroll through
check off: employers registered with the check off scheme
o To deliver membership reminders, membership cards and
receipts – delivery and courier companies;

What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
This forms part of the legitimate interest of a trade union.
 To provide the services and benefits of Equity membership
We provide the following benefits to Equity members (a) contractual or
legal advice; (b) tax and benefits advice; (c) insurance; (d) information on
jobs; (e) pensions; (f) workplace representation. We use your contact
details, Equity membership status and employment and income history
in order to provide these benefits and services. This includes trade union
membership information which is classed as Special Category data.

Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide insurance services: insurance brokers and insurance
companies;
o To provide legal protect: retained firms of solicitors;
o To provide pensions services: pension scheme providers;
o To provide workplace representation: employers during formal
proceedings

What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
This forms part of the legitimate interest of a trade union.
 To organise members in the workplace to advance terms and
conditions
Equity organises members engaged under union and non-union
contracts in order to seek better terms and conditions of their
engagement as governed by Trades Union legislation. This includes
appointing deputies, reporting on Equity membership status and ballots
under the union’s Rules and the law. We use your contact details, Equity
membership status and details of your employment. This includes trade
union membership information which is classed as Special Category
data.

Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide industrial ballots: balloting companies and mailing
providers;

What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
This forms part of the legitimate interest of a trade union.
 To provide democratic structures to provide members with a voice
in their union
Members contribute to the running of their union through an elected
governing Council, an Annual Representative Conference and a number
of committees, networks, working parties and branches. Members are
elected to Council, Conference, and committees. Participation is
recorded and minuted. We may use your contact details, Equity
membership status and audio recordings of your contribution. This
includes trade union membership information which is classed as Special
Category data.

Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide ballots for election: balloting companies and mailing
providers;
What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
This forms part of the legitimate interest of a trade union.
Members may withdraw their consent to be registered with a branch at
any time.
 To pay royalties, residuals or other contractual payments to
individuals, agencies or the beneficiaries of deceased individuals
Equity distributes monies owed to performers and others arising from
our collective agreements. To do so we use your contact details, financial
details including bank accounts and VAT registration information, details
of any agency or accountancy firm you have engaged. For certain
payments where a commission is deducted by Equity your Equity
membership status will also be taken into account. This includes trade
union membership information which is classed as Special Category
data.

Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide payments: BACS and members’ banks in the EEA and
outside;
o To allocate payments to correct individuals: producers,
broadcasters and agents.

What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
 To communicate with members regarding their membership
Equity will contact members regarding union activities and campaigns,
the benefits and services of membership and changes to our service by
email newsletter, the Equity magazine or other printed correspondence,
or by SMS. To do so we will use the contact details you have provided.
This includes trade union membership information which is classed as
Special Category data.
Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide email or SMS correspondence: e-communications
service providers;
o To provide printed correspondence: print mailing houses.

What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
This forms part of the legitimate interest of a trade union.
Members may control the channels of communication through their
online account, by telephone or in writing and may opt out of receiving
correspondence. This does not apply to information we must send you
under Trades Union law.
 To communicate with non-members regarding Equity membership
by mail
Equity will contact non-members regarding union activities and
campaigns, and the benefits and services of membership, through
marketing communications by post. To do so we will use the contact
details you have provided, or which are available in the public domain,
or which have been provided to Equity through your engagement on an
Equity contract. This includes trade union membership information
which is classed as Special Category data.

Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide printed correspondence: print mailing houses.
What is our legal basis?
This forms part of the legitimate interest of a trade union.
 To communicate with non-members regarding Equity membership
by email or SMS
Equity will contact non-members regarding union activities and
campaigns, and the benefits and services of membership, through
marketing communications by email or SMS. To do so we will use the
contact details you have provided, or which are available in the public
domain, or which have been provided to Equity through your
engagement on an Equity contract. This includes trade union
membership information which is classed as Special Category data.

Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide printed correspondence: e-communications service
providers.

What is our legal basis?
This forms part of the legitimate interest of a trade union.
We will only send you marketing communications via email or SMS where
you have consented to receive such marketing communications, or
where we have a lawful right to do so.
 To pay expenses, honoraria or funeral benefit to members and
non-members
Equity pays expenses, honoraria, funeral benefit and other payments to
members arising from our agreement with you. To do so we use your
contact details and financial details including bank accounts. This
includes trade union membership information which is classed as Special
Category data.

Who do we share your personal information with for this purpose?
We will share your personal information with the following categories of
third parties:
o To provide payments: BACS and members’ banks in the EEA and
outside.

What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
 To monitor the ethnicity, sexual orientation, disability or socioeconomic
status of our membership.
Equity members can supply details of their self-identified protected
characteristics which are classed as Special Category data. This enables
the union to compare the diversity of our membership with similar
figures for the engaged workforce and wider society.
Who do we share your personal information with for this purpose?
We will not share your personal information with third parties.

What is our legal basis?
This information is only collected with members’ consent.
 To maintain an archive of Equity members.
Equity maintains a list of all current and former members in order to
maintain an accurate historical record and in order to allow former
members to rejoin the union.

Who do we share your personal information with for this purpose?
We will not share your personal information with third parties.

What is our legal basis?
This forms part of the legitimate interest of a trade union and is kept for
archiving purposes.
 To maintain an archive of Equity members and non-members
working on professional productions in the UK and elsewhere
Equity maintains a list of all performers and other creative personnel in
order to maintain an accurate historical record and in order to distribute
any future contractual payments arising from the contract.

Who do we share your personal information with for this purpose?
We will not share your personal information with third parties.

What is our legal basis?
It is necessary for us to use your personal information to perform our
obligations in accordance with any contract that we may have with you.
This forms part of the legitimate interest of a trade union.
 To maintain a County Court Judgement list.
Equity keeps a record of professional representatives, employers and
engagers who have been found in breach of the law at a County Court,
tribunal or other court for up to 7 years after proceedings, or until the full
payment of any penalty issued. This list is compiled from the public
record of court documents.
Who do we share your personal information with for this purpose?
We will not share your personal information with third parties.
What is our legal basis?
This forms part of the legitimate interest of a trade union.
 Queries and enquiries
You may request information about Equity membership benefits and
services: these include printed and electronic enquiry forms and a
telephone enquiry service. Contact information may be requested in
each case, together with details of other personal information that is
relevant to your enquiry. This information is used in order to enable us to
respond to your requests.
Who do we share your personal information with for this purpose?
We do not share your personal information for this purpose.
What is our legal basis?
It is in our legitimate interest to use your personal information in such a
way to ensure that we provide the very best service to members that we
can.
 Administration and legal compliance
We use your personal information for the following business
administration and legal compliance purposes:
o to comply with our legal obligations;
o to enforce our legal rights;
o protect rights of third parties.
Who do we share your personal information with for these purposes?
We will share your personal information with professional advisers such
as lawyers and accountants and/or governmental or regulatory
authorities.
What is our legal basis?
Where we use your personal information in connection with a business
transition, enforce our legal rights, or to protect the rights of third parties
it is in our legitimate interest to do so. For all other purposes described in
this section, it is our legal obligation to use your personal information to
comply with any legal obligations imposed upon us such as a court
order.
Where we share your sensitive personal information, we shall obtain your
consent to do so.
 Insight and analysis
We analyse your contact details with other personal information that we
observe about you from your interactions with our website or our email
communications to you.
Where you have given your consent (where lawfully required), we use
cookies, log files and other technologies to collect personal information
from the computer hardware and software you use to access the Sites, or
from your mobile. This includes the following:
o an IP address to monitor Sites traffic and volume;
o a session ID to track usage statistics on our Sites;
o information regarding your personal or professional interests,
demographics, buying habits, experiences with our products and
contact preferences.
Our web pages and e-mails contain “cookies” "web beacons" or “pixel
tags.” (“Tags”). Tags allow us to track receipt of an e-mail to you, to
count users that have visited a web page or opened an e-mail and collect
other types of aggregate information. Once you click on an e-mail that
contains a Tag, your contact information may subsequently be crossreferenced
to the source e-mail and the relevant Tag.
In some of our e-mail messages, we use a “click-through URL” linked to
certain websites administered by us or on our behalf. We may track clickthrough
data to assist in determining interest in particular topics and
measure the effectiveness of these communications.
Please see our cookie policy for further information.
This information is used to create profiles and insights about your
shopping habits and the shopping habits of our other customers. Where
we have your consent to do so, we will also use your location data for
insight purposes.
By using this information, we are able to measure the effectiveness of our
content and how visitors use our website and our services. This allows us
to learn what pages of our site are most attractive to our visitors, which
parts of our site are the most interesting and what members users like to
see.
Who do we share your personal information with for these purposes?
We share your personal information with a variety of third party service
providers to assist us with customer insight analytics. These providers
include those described in our Cookie Policy.
What is our legal basis?
Where your personal information is completely anonymised, we do not
require a legal basis to use it as the information will no longer constitute
personal information that is regulated under data protection laws.
However, our collection and use of such anonymised personal
information may be subject to other laws where your consent is required.
Please see our Cookie Policy for further details.
Where your personal information is not in an anonymous form, it is in our
legitimate interest to use your personal information in such a way to
ensure that we provide the very best products and services to you and
our other customers.
We will only use your location data for customer insight purposes where
we have your consent to do so.
5. When do we collect your personal data?
- When you apply to join Equity as a member.
- When you update your contact or personal details with us.
- When you register to attend an Equity event.
- When you appear on a cast list for a professional job in:
 Theatre
 Film
 Television
 Radio
 Festivals
 Modelling
 Dance
 Recorded or Live Singing
 Variety, Circus and Light Entertainment
- When you engage an agent for professional work in the areas above.
- When you enrol on a professional training course in one of the areas above.
- When you use our website.
- When you are owed royalties, residuals or other monies from the sale or
broadcast of work undertaken on an Equity contract, and where Equity is
appointed as the distributor.
- When you engage, employ or represent an Equity member in a professional
capacity
- When you contact us by any means with queries, complaints etc.
- When you’ve given a third party permission to share with us the information
they hold about you.
- We collect data from publicly available and industry-facing sources (such as
IMDb, Spotlight, theatre websites and programmes).
6. What sort of personal data do we collect?
 Your professional name(s)
 Your legal name
 Gender
 Date of birth
 Contact addresses
 Email
 Telephone number
 Social media accounts
 Agent/Personal Manager/Accountant and other professional
representatives
 Nationality
 Training details
 National Insurance Number
 VAT Number
 Employment and income history
 Family relationships or estate details of deceased members
 Legal guardians of child members and other minors
 Equity membership & payment history
 Bank account details
 Communications preferences
 Disability
 Caring responsibilities
 Ethnic origin, Religion and Sexual Orientation
 Socio-Economic Status
 Illness

Facial image

 Directorships, trusteeships and board memberships
 Case work details for legal or contractual disputes, employment or tax
tribunals
 For your security, we’ll also keep an encrypted record of your login
password.
- Copies of contracts or other documents you provide to prove your
professional status or in order to pursue a claim.
- Details of your visits to our website or apps, and which site you came from
to ours.
- Information gathered by the use of cookies in your web browser. Learn
more about how we use cookies and similar technologies.
- To deliver the best possible web experience, we collect technical
information about your internet connection and browser as well as the
country and telephone code where your computer is located, the web pages
viewed during your visit, the advertisements you clicked on, and any search
terms you entered.
- If you make a payment online your card information is not held by us, it is
collected by our third party payment processors, who specialise in the secure
online capture and processing of credit/debit card transactions, as explained
below.
7. How do we obtain your consent?
Where our use of your personal information requires your consent, you can
provide such consent:
• at the time we collect your personal information following the
instructions provided; or
• by informing us by e-mail, post or phone using the contact details set
out in this Privacy Policy.
8. How we protect your personal data
We are committed to keeping the personal information you provide to us
secure and we will take reasonable precautions to protect your personal
information from loss, misuse or alteration. For more information click here.
We have implemented information security policies, rules and technical
measures to protect the personal information that we have under our control
from:
• unauthorised access;
• improper use or disclosure;
• unauthorised modification; and
• unlawful destruction or accidental loss.
All of our employees and data processors (i.e. those who process your
personal information on our behalf, for the purposes listed above), who have
access to, and are associated with the processing of personal information,
are obliged to respect the confidentiality of the personal information of all
users of our Services.
We secure access to all transactional areas of our websites and apps using
‘https’ technology.
Access to your personal data is password-protected, and financial data such
as payment card information is secured and tokenized to ensure it is
protected.
We regularly monitor our system for possible vulnerabilities and attacks, and
we carry out penetration testing to identify ways to further strengthen
security.
All Equity offices are secure and access by the public is restricted, and staff
working with personal data adhere to the union’s data security policy.
No information about your membership, or non-membership, of Equity will
be disclosed to a third party without your consent.
Full details of our information security policy can be found here.
9. How long do we keep your personal data?
Whenever we collect or process your personal data, we will keep it as set out
in our data retention policy.
At the end of that retention period, your data will be deleted completely or in
part.
Some examples of data retention periods:
Members and ex-members
Equity maintains a record of all those who are or have been Equity members
in order to:
 maintain a complete archive of members and of professional cast lists;
 enable lapsed members to rejoin the union;
 pay royalties, residuals and other contractual payments arising from
their professional work, including after their death
Non-members working professionally in our industry
Equity maintains a record of all those who have never been Equity members
in order to:
 maintain an archive of professional cast lists;
 enable non-members to rejoin the union;
 pay royalties, residuals and other contractual payments arising from
their professional work, including after their death
Any non-member records that do not contain professional work details or
who are not actively seeking work will be deleted annually.
Non-members working as professional representatives, employers &
engagers
Equity will maintain a record of active professional representatives,
employers & engagers whilst they are working in such a capacity in our
industry, except:
County Court Judgement list
Equity will maintain a record of active professional representatives,
employers & engagers against whom a judgement has been issued in a
county court for up to 7 years after the proceedings, or until the full payment
of any penalty issued.
10. Where your personal data may be processed
Sometimes we will need to share your personal data with third parties and
suppliers outside the European Economic Area (EEA).
We may transfer personal data that we collect from you to third-party data
processors in countries that are outside the EEA.
For example, our IT support supplier might use developers based in Vietnam.
If we do this, we have procedures in place to ensure your data receives the
same protection as if it were being processed inside the EEA. For example,
our contracts with third parties stipulate the standards they must follow at
all times. If you wish for more information about these contracts please
contact our Data Protection Officer.
Any transfer of your personal data will follow applicable laws and we will
treat the information under the guiding principles of this Privacy Notice.
11. How to access your information and other rights?
 Your right of access.
If you ask us, we’ll confirm whether we’re processing your personal information
and, if so, provide you with a copy of that personal information (along with
certain other details). If you require additional copies, we may need to charge a
reasonable fee.
 Your right to rectification.
If the personal information we hold about you is inaccurate or incomplete,
you’re entitled to have it rectified. If we’ve shared your personal information
with others, we’ll let them know about the rectification where possible. If you
ask us, where possible and lawful to do so, we’ll also tell you who we’ve shared
your personal information with so that you can contact them directly.
 Your right to erasure.
You can ask us to delete or remove your personal information in some
circumstances such as where we no longer need it or if you withdraw your
consent (where applicable). If we’ve shared your personal information with
others, we’ll let them know about the erasure where possible. If you ask us,
where it is possible and lawful for us to do so, we’ll also tell you who we’ve
shared your personal information with so that you can contact them directly.
 Your right to restrict processing.
You can ask us to ‘block’ or suppress the processing of your personal
information in certain circumstances such as where you contest the accuracy of
that personal information or you object to us processing it. It won’t stop us from
storing your personal information though. We’ll tell you before we lift any
restriction. If we’ve shared your personal information with others, we’ll let them
know about the restriction where it is possible for us to do so. If you ask us,
where it is possible and lawful for us to do so, we’ll also tell you who we’ve
shared your personal information with so that you can contact them directly.
 Your right to data portability.
With effect from 25 May 2018, you have the right, in certain circumstances, to
obtain personal information you’ve provided us with (in a structured,
commonly used and machine readable format) and to reuse it elsewhere or to
ask us to transfer this to a third party of your choice.
 Your right to object.
You can ask us to stop processing your personal information, and we will do so,
if we are:
 relying on our own or someone else’s legitimate interests to process
your personal information, except if we can demonstrate compelling
legal grounds for the processing; or
 processing your personal information for direct marketing.
 Your rights in relation to automated decision-making and profiling.
You have the right not to be subject to a decision when it’s based on automatic
processing, including profiling, if it produces a legal effect or similarly
significantly affects you, unless such profiling is necessary for entering into, or
the performance of, a contract between you and us.
 Your right to withdraw consent.
If we rely on your consent (or explicit consent) as our legal basis for processing
your personal information, you have the right to withdraw that consent at any
time.
 Your right to lodge a complaint with the supervisory authority.
If you have a concern about any aspect of our privacy practices, including the
way we’ve handled your personal information, you can report it to the UK
Information Commissioner’s Office (ICO). You can find details about how to do
this on the ICO website at https://ico.org.uk/concerns/ or by calling their
helpline on 0303 123 1113.

12. How can you stop the use of personal data for direct marketing?
There are several ways you can stop direct marketing communications from
us:
- Click the ‘unsubscribe’ link in any email communication that we send you.
We will then stop any further emails from that branch or the global
newsletter.
- Login into your Equity account, visit the ‘My Account’ area and change your
preferences.
- Write to Membership, Equity, Upper St Martin’s Lane, London, WC2H
9EG.
Please note that you may continue to receive communications for a short
period after changing your preferences while our systems are fully updated.

13. Changes to this Privacy Policy
We may make changes to this Privacy Policy from time to time.
To ensure that you are always aware of how we use your personal information
we will update this Privacy Policy from time to time to reflect any changes to
our use of your personal information. We may also make changes as required
to comply with changes in applicable law or regulatory requirements. We will
notify you by e-mail of any significant changes. However, we encourage you to
review this Privacy Policy periodically to be informed of how we use your
personal information.


This notice was last updated on 25/05/18