Privacy Policy

As an entertainment agency, your privacy policy will have some specific considerations, especially regarding the types of personal information you collect (e.g., talent details, performance preferences, booking histories) and how you share it with third parties (e.g., venues, clients, casting directors).

Here’s a tailored privacy policy template for an entertainment agency. Remember, this is a template and must be customized and reviewed by a legal professional to ensure it accurately reflects your specific practices and complies with all relevant privacy laws (like GDPR, CCPA, etc., depending on where your clients and talent are located).

 

Privacy Policy for Lorio Ross Entertainment Agency, Inc.

 

Last Updated: July 17, 2025

This Privacy Policy describes how Lorio Ross Entertainment Agency, Inc. (“we,” “us,” or “our”) collects, uses, and discloses your personal information when you visit, use our services, apply to be represented by us, or otherwise interact with us. This includes interactions via our website at https://lorioross.com/, through direct communications (email, phone), and through any other platforms we use.

1. Information We Collect

We collect various types of information from and about individuals who interact with our agency, including clients, talent, prospective talent, and website visitors.

  • Personal Information You Provide Directly: This includes information you voluntarily provide to us when you:

    • For Talent/Prospective Talent: Apply for representation, submit auditions, create a profile, or communicate with us. This may include:

      • Contact Information: Name, email address, phone number, mailing address.

      • Demographic Information: Date of birth, gender, nationality, height, weight, physical characteristics (e.g., hair color, eye color).

      • Professional Information: Resumes/CVs, headshots, showreels, portfolios, vocal samples, performance experience, skills (e.g., acting, singing, dancing, specific instruments), union affiliations, past performance history, special abilities, availability, and preferences.

      • Financial Information: Bank details for payments, tax information (e.g., W-9, P45/P60 details), payment history.

      • Emergency Contact Information.

    • For Clients/Venues/Event Organizers: Engage our services to book talent or for event management. This may include:

      • Contact Information: Name, company name, email address, phone number, billing address.

      • Event Details: Dates, locations, nature of events, specific requirements for talent.

      • Financial Information: Payment details, billing history.

    • For Website Visitors/General Inquiries: Contact us through forms, email, or chat, or subscribe to newsletters. This may include:

      • Name, email address, phone number, message content.

  • Information Collected Automatically (Usage Data and Cookies): When you access and use our website, we may automatically collect certain information about your device and Browse actions, including:

    • Log Data: Your IP address, browser type, operating system, referring URLs, pages viewed, and the dates/times of your visits.

    • Device Information: Information about the mobile device or computer you use to access our Site, including the hardware model, operating system and version, unique device identifiers, and mobile network information.

    • Cookies and Similar Technologies: We use cookies, web beacons, and other tracking technologies to collect information about your Browse activities, preferences, and interactions with our website. Cookies are small data files stored on your device. You can set your browser to refuse all or some browser cookies, or to alert you when cookies are being sent. However, if you disable or refuse cookies, please note that some parts of our Site may then be inaccessible or not function properly.

      • Examples of Cookies We May Use: Strictly necessary, analytical/performance, functionality, and targeting cookies.

  • Information from Third Parties: We may receive information about you from third-party sources, such as:

    • Publicly available sources (e.g., social media profiles, professional directories).

    • References provided by you.

    • Casting platforms or industry databases.

    • Payment processors for transaction purposes.

2. How We Use Your Information

We use the information we collect for various purposes directly related to our operations as an entertainment agency, including:

  • For Talent Representation and Management:

    • Evaluating talent applications and suitability for representation.

    • Creating and maintaining talent profiles.

    • Proposing talent for roles, bookings, and projects with clients.

    • Negotiating and managing contracts, bookings, and appearances.

    • Processing payments to talent and managing financial records.

    • Communicating with talent regarding opportunities, schedules, and agency matters.

  • For Client and Booking Management:

    • Understanding client needs and matching them with suitable talent.

    • Facilitating bookings and event arrangements.

    • Managing client accounts and processing invoices.

    • Communicating with clients regarding bookings, talent availability, and services.

  • To Operate and Improve Our Services:

    • To operate, maintain, and improve our website and internal systems.

    • To provide the services you request from us.

    • To respond to your inquiries and provide customer support.

    • For analytics, research, and improving our service offerings, talent matching, and operational efficiency.

  • For Marketing and Promotional Purposes:

    • To send you newsletters, promotional offers, and other marketing communications about our agency or talent that we believe may be of interest to you (if you have opted in).

    • To showcase talent on our website, promotional materials, or social media (with talent’s specific consent where required).

  • For Security and Fraud Prevention:

    • To protect the security and integrity of our systems, prevent fraud, and enforce our terms and conditions.

  • To Comply with Legal Obligations:

    • To meet our legal, regulatory, tax, and reporting requirements (e.g., processing payroll, submitting tax forms, maintaining records required by law).

3. How We Share Your Information

We may share your information with third parties strictly for the purposes outlined in this Privacy Policy, and only as necessary to fulfill our services:

  • For Talent Placement & Bookings:

    • Clients/Third-Party Engagers: We will share relevant talent information (e.g., headshots, resumes, showreels, contact details as necessary for booking) with prospective clients, casting directors, production companies, venues, and event organizers for the purpose of securing bookings and opportunities.

    • Service Providers: We engage third-party vendors who perform services on our behalf, such as:

      • Payment processors (e.g., for talent payments, client invoices).

      • Payroll services.

      • Hosting and IT service providers.

      • Marketing and analytics service providers.

      • Professional advisors (e.g., accountants, lawyers).

      • These service providers are authorized to use your personal information only as necessary to provide these services to us.

  • Business Transfers: In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company.

  • Affiliates: We may share your information with our current and future corporate parents, affiliates, subsidiaries, and other companies under common control and ownership.

  • Legal Requirements and Law Enforcement: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:

    • Comply with a legal obligation (e.g., subpoenas, court orders).

    • Protect and defend our rights or property.

    • Prevent or investigate possible wrongdoing in connection with our services.

    • Protect the personal safety of users or the public.

    • Protect against legal liability.

  • With Your Consent: We may share your information with your consent or at your direction. For example, we may seek your explicit consent to share specific portfolio materials or personal stories for promotional purposes.

4. Data Retention

We will retain your personal information only for as long as is necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

For talent under representation, we typically retain your information for the duration of your representation agreement and for a reasonable period thereafter to manage past bookings, potential re-engagement, and comply with legal obligations.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

5. Your Choices and Rights

Depending on your location and applicable privacy laws (e.g., GDPR for EU/UK residents, CCPA for California residents), you may have certain rights regarding your personal information. These may include:

  • Access: The right to request access to the personal information we hold about you.

  • Correction/Rectification: The right to request correction of inaccurate or incomplete personal information.

  • Deletion/Erasure (“Right to be Forgotten”): The right to request deletion of your personal information, subject to certain exceptions (e.g., legal obligations to retain).

  • Object to Processing: The right to object to the processing of your personal information for certain purposes (e.g., direct marketing, or where processing is based on legitimate interests).

  • Data Portability: The right to receive your personal information in a structured, commonly used, and machine-readable format.

  • Withdraw Consent: Where we rely on your consent to process your personal information (e.g., for marketing emails, or for specific sharing of your portfolio), you have the right to withdraw that consent at any time. This will not affect the lawfulness of processing based on consent before its withdrawal.

  • Complaints: The right to lodge a complaint with a supervisory authority if you believe our processing of your personal information violates applicable law.

To exercise any of these rights, please contact us using the contact details provided below. We may need to verify your identity before fulfilling your request.

6. Third-Party Links

Our website may contain links to third-party websites (e.g., client websites, industry resources, social media platforms) that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policies of every site you visit.

7. Security of Your Information

We implement reasonable technical and organizational security measures to protect the personal information we collect from unauthorized access, use, disclosure, alteration, or destruction. However, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

8. Children’s Privacy

Our services are primarily directed to individuals who are 18 years of age or older. We do not knowingly collect personal information from children under the age of 16 without explicit parental consent and oversight, especially for child talent. If you are a parent or guardian and you believe that your child under 16 has provided us with personal information without your consent, please contact us, and we will take steps to remove that information from our systems.

9. International Data Transfers

If you are located outside of [Your Country, e.g., the United States], please be aware that your information may be transferred to, stored, and processed in [Your Country] where our servers are located and our central database is operated. Data protection laws in [Your Country] may be different from those in your country of residence. By using our services, you consent to the transfer of your information to our facilities and those third parties with whom we share it as described in this Privacy Policy. Where applicable, we will implement appropriate safeguards for international data transfers.

10. Changes to This Privacy Policy

We may update our Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date at the top of this Privacy Policy. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

11. Contact Us

If you have any questions about this Privacy Policy, our data practices, or your rights, please contact us:

  • By Email: [Your Agency’s Privacy/General Email Address]

  • By Mail: [Your Agency’s Physical Address]

  • Through our website: [Link to your contact form, if applicable]

Crucial Steps Before Publishing:

  1. Replace all bracketed [ ] information with your specific agency details.

  2. Thoroughly review each section and ensure it accurately describes your agency’s data collection, use, and sharing practices. This is the most important step.

  3. Add or remove sections based on your specific operations. For instance:

    • Do you use specific third-party casting platforms? Mention them if they process data on your behalf.

    • Do you conduct background checks on talent or staff? If so, disclose this.

    • Are there specific consent mechanisms you use for talent portfolios? Elaborate.

  4. Consider the geographical locations of your talent and clients. If you deal with EU/UK talent or clients, you must ensure compliance with GDPR. If you deal with California residents, CCPA. These laws have specific requirements (e.g., data subject rights, legal bases for processing, “Do Not Sell My Personal Information” links).

  5. Consult with a legal professional specializing in privacy law to ensure your policy is fully compliant with all applicable regulations. This template is a starting point, not a substitute for legal advice.