Privacy Policy - ESC Management Ltd

ESC Management Ltd - Data Processing Policy

At ESC Management Ltd, we process personal data for five main reasons:

1. To act as agents to our clients and associated functions in that role.

2. As employers.

3. In the performance of a supplier contract.

4. For the prevention or detection of crime.

5. If we have permission from the user, or where otherwise allowed by law, to market services to them.

Who We Share Information With

We will not share your information with any third parties unless:

It is necessary in the performance of our contractual obligation to you.
They are a third-party data processor acting on our instruction.
We are required to by law.

Clients

ESC Dance Management is the data controller for the information you provide for the duration of our client/agent relationship unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us.

During the negotiation stage, we process some of your personal data by consent to explore the possibility of our professional relationship. If that relationship does not proceed to a mutually agreed contract, we will retain only such data as required by law and in accordance with our retention policy.

When you become our client, we will collect contact information such as:

Name
Location
Job title
Email address
Telephone number

Additionally, we may hold:

Copies of passports
National Insurance numbers
Next-of-kin contact details
Driving licenses
Bank account details
VAT information
Power of Attorney documents
Trustee and beneficiary details
Union memberships

We also process financial information, including:

Pension details
Social security numbers
Accountant details
Visa details for working abroad
Accident reports, insurance, and medical records

We process this data because it is necessary for fulfilling our mutually agreed contract.

Regarding special category data, we process it in accordance with Article 9(2)(a) of the GDPR, meaning we have your explicit consent. In certain cases, we may hold information about criminal convictions or offenses, which will only be processed under Article 10 of the GDPR, for necessary legal and professional purposes.

Where We Store Your Personal Data

The majority of our client data is stored on a centralized computer system managed by a data processor. Most staff members have access to this system to act on your behalf. Special category data or criminal conviction information is securely stored with restricted access.

Employees

ESC Dance Management is the data controller for the information provided during the employment and application process. If you have queries, please contact us.

What We Do With Your Information

All information provided during the process is used only for:

Progressing your application.
Fulfilling legal or regulatory requirements.

We do not share your data for marketing purposes, nor do we store it outside the European Economic Area (EEA). All information is held securely by us or our data processors.

We will:

Use your contact details to communicate with you during your application process.
Use other provided information to assess your suitability for employment.

What Information We Ask For & Why

We only collect the information needed for our stated purposes and retain it no longer than necessary. The information requested is used to evaluate your suitability for employment. While providing the requested details is optional, withholding key information may affect your application.

Application Stage

Applicants are required to submit a CV and a cover letter, which should include:

Personal details (name, contact information).
Previous experience.
Education history.
References.
Other relevant information for the role applied for.

Conditional Offer

If you are made a conditional offer of employment, we will ask you for further information so that we/the company can carry out pre-employment checks. We are required to confirm the identity of our staff, their right to work in the United Kingdom, and seek assurance as to their trustworthiness, integrity, and reliability.

You will therefore be required to provide:

Proof of your identity – you will be asked to attend our office with original documents, and we will take copies.
Proof of your qualifications – you will be asked to attend our office with original documents, and we will take copies.
Completion of a criminal records declaration to declare any unspent convictions.
Contact details for your referees, who we will contact directly to obtain references.
A completed questionnaire about your health to establish your fitness to work and ensure your well-being while on our premises.

If we make a final offer, we will also ask you for the following:

Bank details – to process salary payments.
Emergency contact details – so we know who to contact in case of an emergency at work.
Information for inclusion in our pension scheme (processed by a data processor).
Information for optional inclusion in our private healthcare scheme (processed by a data processor).

ESC Dance Management is the data controller for the information you provide for the duration of our contractual relationship unless otherwise stated. If you have any queries about the process or how we handle your information, please contact us.

We process this data because it is necessary for the performance of our mutually agreed contract.

Regarding special category data, we process it in accordance with Article 9(2)(b) of the GDPR, which states that processing is necessary for carrying out the obligations and exercising specific rights of The Agency or the data subject in the field of employment, social security, and social protection law.

Where Employment Information is Kept

Data is securely stored in electronic and hard copy files and is accessed only by the director and her team.

Use of Data Processors

Data processors are third parties who provide elements of our insurance schemes. We have contracts in place with these data processors, meaning they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organization apart from us and will hold it securely for the instructed period.

Use of Other Third Parties

Some third parties with whom we share your data are data controllers in their own right and will have their own retention periods. We have contracts in place with all third parties to ensure the security of any shared data.

How Long is Information Retained?

If you are successful, the information you provide during the application process will be retained as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work records, security checks, and references.
If you are unsuccessful at any stage, the information you provide will be retained for one year from the closure of that recruitment campaign.
Information generated throughout the assessment process, such as interview notes, is retained for one year following the closure of the campaign.

Visitors to Our Website

We do not use cookies on our website, so we do not track any personal information about visitors.

Other Individuals

There may be other individuals with whom we do business and for whom we hold personal data, such as those working for supplier companies. We process this information in accordance with our contracts with those organizations.

Updating Your Personal Information

You can update your personal information at any time and change your marketing preferences. To do this, please email us at info@escdance.co.uk.

Your Rights

Under current UK data protection legislation, you have rights as an individual, which you can exercise in relation to the information we hold about you.

You can read more about these rights here: ICO Website.