Information on principles of personal data processing

In connection with effect of the new European legislation, i.e. regulation of the European Parliament and of the Council EU 2016/679 dated 27.04.2016 about protection of natural persons in connection with personal data processing and about free moving this data and about cancellation of the Directive 95/46/ES (general regulation to personal data protection /GDPR/) (hereinafter „Regulation“ only), new regulation of rules for personal data protection of natural persons has occured.

Agents Model Management s.r.o., office Tusarova 1348/25, Praha 7, 170 00, company registration number 01551639, tax identification number CZ01551639, business company registered in Commercial Register kept by Municipal Court in Prague, file number C207470 (hereinafter also „administrator“ only) as administrator of personal data in connection with providing its services (especially services in representing models within the scope of full service in the field of modelling and further of other related services) processes personal data of represented and cooperating models and in case of juvenile models also of their statutory representatives (together also „data person“ only).

The aim of these principles of personal data processing by the Agents Model Management s.r.o. (hereinafter also „principles“ only) is to provide information what personal data concerning data persons is processed by the Agents Model Management s.r.o. as the administrator of personal data, for what purposes and how long this personal data is processed in compliance with valid legal regulations, to whom and for what reason may be personal data handed over, and also to provide information what rights belong to data persons in connection with personal data processing.

Agents Model Management s.r.o. as the administrator takes care of personal data processing in compliance with valid legal regulations including Regulation of the Council EU 2006/679 dated 27.4.2016 and, therefore, the company has accepted these principles being effective from 25.5.2018  for purpose of fulfilling duty to inform.

Contact data of the administrator

Agents Model Management s.r.o.

Office: Tusarova 1384/25, 170 00 Praha 7

Bureau: Václavské náměstí 64, 110 00 Praha 1

Phone: +420 777 722 887, +420 774 789 084

E-mail:  zbynek@agentsmm.com, linda@agentsmm.com

Web sites: www.agentsmodelmanagement.com

Categories of processed personal data

Agents Model Management s.r.o. as the administrator processes the following personal data categories of represented and cooperating models, i.e. natural persons with whom are concluded contracts and who are represented by the modelling agency or cooperate with it and further persons with whom the agency cooperates in the framework of connecting projects:

• name and surname, date of birth, permanent and temporary residence, state nationality, passport number and term of its validity, possibly number and information about validity of other identity card serving as a valid document in case of travelling outside the Czech Republic, bank account number, e-mail, phone, addresses in social networks, in case of models also civil and art photographs, body measurements, measurements for ready-made clothes, size of shoes, information concerning colour of hair, eyes, special mark on a body incl. tattoo,

• identification number (IN), tax identification number, possibly name of business firm as far as undertaking person holds a Trade Licence.

In case of juvenile models, the Agents Model Management s.r.o. processes the following data of the statutory representative of the model: name and surname, date of birth, permanent residence, academic degree, e-mail, phone, bank account number.

For the purpose of agency agreements incl. contracts with foreign agencies  the activity of which is similar as in case of contracts between the Agents Model Management s.r.o. and the model,  the administrator processes signature of the model and in case of juveniles signature of their statutory representative. The signature is kept in paper documents and in their electronic  records in jpg or pdf format.

Legal causes and purpose of personal data processing

 

Legal causes of personal data processing are fulfillment of a contract concluded between  administrator and data person, fulfillment of duty to inform and justified interests of the Agents Model Management s.r.o.

Purposes of personal data processing are, as follows:

• presentation of models to third parties and for the purpose of the most effective and the most advantageous presentation of the model, personal data is published also in web sites of the Agents Model Management s.r.o., in promotional materials, etc.

• services accounting

• performance of tax liability

• enforcing claims against the model and other client disputes

• procedures connected with data person identification

• securing proofs when defence of rights of the Agents Model Management s.r.o. will be necessary.

Personal data for these activities is processed in the extent necessary for fulfillment of these activities and for the term necessary for their attainment or for the term directly stipulated in legal regulations. Personal data is afterwards erased or made anonymous.

Term of personal data keeping

 

Personal data is kept in full extent for term of validity of agency agreements and agency agreeements in the field of modelling, respectively (or further agreements enabling cooperation or representation) and then for the term of 5 years after termination of these contractual relationships. Consequential personal data keeping after termination of contractual relationships is necessary for contacting models and realizing contractual relationships with third persons (clients) in case of renewal, prolongation and extension of licences which have been negotiated for the term of contractual relationships between the Agents Model Management s.r.o. and models. If the licence has been negotiated for term longer than 5 years, personal data is kept for the term of this licence validity.

In case of negotiation about concluding the contract which has not been crowned with concluding the contract between the Agents Model Management s.r.o. and a potential model, the Agents Model Management s.r.o. is entitled to process the provided personal data for the term of 3 months since termination of this negotiation.

Tax documents made out from the Agents Model Management s.r.o. containing provided personal data are archived in accordance with provision sec. 35 of the Law 235/2004 Coll. concerning VAT as amended for the term of 10 years  since they have been made out. If necessity exists to furnish proof of legal reason for making out invoices, contracts with model are also archived for the term of 10 years since termination of the contract.  

Mode of personal data keeping

 

Personal data is processed by hand as well as automatically and is kept in documentary and electronic form.

Administrator has accepted safety, technical, organizational and other measures taking account of state of technical equipment, character of processing, extent of processing, context and purpose of processing for prevention of any infringement of provided personal data.

Internal system of the Agents Model Management s.r.o. containing personal data of models is accessible over the web interface and is secured with unique account for each user. The administrator of the internal system may bar access of any user immediately. Natural persons disposing of personal data of represented and cooperating models are bound by agreement to confidentiality the validity of which is not limited by termination of employment relation.

Internal scope of duties concerning records of fees, expenses of models and invoicing of models  is accessible only for the secretary of the administrator and for external business company processing book-keeping of the administrator on basis of Attachment to personal data processing concluded with the administrator (hereinafter also „processor“ only).

Computers and mobile phones utilized by employees of the Agents Model Management s.r.o. for administration of portfolio of models and fulfilling contractual relationships between the models and the Agents Model Management s.r.o. are secured with a password, mobile phones are secured with PIN and also with Apple ID, respectively.

The access of each new user to the internal system must be explicitly approved and may be withdrawn at any time. In case of terminating employment relations of employees of the Agents Model Management s.r.o., access to the internal system is withdrawn at the least on the day of terminating employment relationship.

Personal data contained in documentary form are kept in rooms equiped with safety locks in the office or bureau of the administrator and in the office of external provider of book-keeping services (processor).

Categories of personal data receivers

 

Personal data may be handed over or made accessible to the following categories of receivers:

• clients who demand or have chosen model represented by the Agents Model Management s.r.o. within the framework of a demand (e.g. casting agencies, media houses, production companies, fashion designers, companies representing fashion brands, etc. from the Czech Republic as well as from abroad)

–   partner foreign agencies having interest in representing model on foreign markets

–   external colleagues conducting administration of account, tax and legal affairs for the Agents Model Management s.r.o.

–   administrators of internal network and administrators of web sites incl. internal system of records of models.

The Agents Model Management s.r.o. always takes care of not providing more personal data than is necessary  for achieving given purpose of processing and to truthworthy partners of the company only.

Information about rights of data persons

 

The Agents Model Management s.r.o. as the administrator of data inform you, i.e. parties of personal data protection that you have the following rights according to the GDPR:

1. a) The right to access to personal data

You have the right to demand a confirmation whether the Agents Model Management s.r.o. processes your personal data and, if it is so, to obtain a copy of this personal data and further information resulting from the Article 15 of the Regulation (i.e. apart from the other things information about purposes of processing, categories of the mentioned personal data, receivers to whom the personal data has been or will be accessible, planned time of processing, about existence of the right to demand correction or erasing of your personal data or limitation of its processing or to raise an objection to its processing and about the right to submit a complaint to the supervisory authority).

You may exercise the right to confirmation about personal data processing and to information either in writing  or in electronic form at our above-mentioned contacts.

1. b) The right to correction of incorrect data

As far as your personal data processed from the Agents Model Management s.r.o. is incorrect, you have the right to its correction. For processing your current and exact personal data only, we need to notify its change as soon as possible and to furnish proof of taking place this change. An application for correction of personal data may be submitted in the office or in the bureau of the Agents Model Management s.r.o. or in writing under condition of furnishing proof of legitimacy of  the mentioned application.

1. c) The right to erasing personal data

The Agents Model Management s.r.o. processes and keeps your personal data for the absolutely necessary time only. Under certain circumstances, your have the right to demand erasing your personal data in accordance with the Art. 17 of the Regulation.

1. d) The right to processing limitation

If you will disprove correctness of the personal data, reasons for its processing or if you raise an objection to its processing, you have the right to limitation of personal data processing till your objection will be settled.

1. e) The right to information about correction, erasure or processing limitation

In case of correction, erasure or limitation of processing your personal data, you have the right to receiving this information. If correction or erasure of personal data occurs, we will inform about this fact individual receivers of your personal data with the exception of cases if it will be impossible or inadequate effort will be required.  On basis of your application, we may provide information about these receivers.

1. f) The right to personal data transferability

If processing your personal data is based on your consent or if it is performed in account of fulfilling the contract concluded with you and, simultaneously,  it is realized using automated means, you have the right to obtain your provided personal data from the Agents Model Management s.r.o. in structured, usual and machine readable format or to ask us for transferring this data to other administrator.

1. g) The right to raise an objection to personal data processing

You have the right to raise an objection to processing your personal data because of our legitimate interest. In case that the Agents Model Management s.r.o. will inform you about  serious legitimate reason for the processing which predominates over your interests, rights and freedoms, processing your personal data will be terminated without unnecessary delay.

1. h) The right to withdraw the consent

If processing your personal data is based on the consent, you have the right to withdraw this consent at any time. Withdrawal of the consent has no influence on already performed processing.

1. ch) Asserting the above-mentioned rights

The Agents Model Management s.r.o. is not bound to have an representative for personal data protection and even has no one. Because of asserting the above-mentioned rights, you may contact us in writing on the address Václavské náměstí 64, 110 00 Praha 1 or on the e-mail address linda@agentsmm.com.

1. i) The right to appeal to the Office for personal data protection

For complaints concerning processing your personal data, you have the right to appeal to some of competent supervisory authorities, especially in member state of your permanent residence, place of your job performance or the place of purported breach of personal data processing. Supervisory authority for territory of the Czech Republic is the Office for personal data protection, office Pplk. Sochora 27, Holešovice, 170 00 Praha 7 (www.uoou.cz).

Alterations of this document

The Agents Model Management s.r.o. is entitled to alter text of this document especially for the purpose of incorporation of legislative changes or changes of purposes and means of processing. In case of occurring alterations of this document affecting your rights, you will be informed in appropriate way and sufficiently in advance.