We are Tagmin Limited (Tagmin, we, us and our). We are a company registered in England and Wales with company number 8753738. Our registered office is at 16 Garrick Street, London, England, WC2E 9BA.
This Policy was last updated on 30 November 2023.
Relationships when Tagmin is not your Data Controller
Please note that in using Tagmin, other users of Tagmin (including agents) may act as your data controller, as explained in their own privacy policies.
What personal information do we process?
This section informs you of what information we collect about you and why. Personal information means any information about an individual from which that individual can be identified.
We may collect, use, store and transfer different kinds of personal information about you or in relation to you which we have grouped together as follows:
- Contact information – such as first name, last name, email address and telephone number;
- Account information – such as information about you or your company needed to create an account;
- Billing and payment information – for example card and bank details and billing address;
- Website and social media links – for example your website or social media sites;
- Device and Browser Information – for example information about your device or the browser you are using;
- Usage Information – including information about how you use the Site and Services; and
- Marketing and Communications Information – including your preferences in receiving marketing from us and third parties and your communications preferences.
Depending on how you use the Site and Services we may also collect and process your special category personal data that you have volunteered, which means details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.
When do we collect your personal information?
- Visit and/or use our Site and/or Services;
- Sign up to or use Site and/or Services;
- Become a registered customer with us;
- Purchase a product or Service from us;
- Book to attend an event;
- Complete a survey or feedback form;
- Provide feedback or review our Site and/or Services;
- Correspond with us on social media; or
- Contact us with a form of query, compliment or complaint (plus other types of enquiries) via phone, email or post.
Automated technologies or interactions:
If you use our Site, we automatically collect the following information:
- web usage information (e.g. IP address), your login information, browser type and version, time zone setting, operating system and platform; and
- information about your visit, including the full Uniform Resource Locators (URLs) clickstream to, through and from our Site (including date and time); time on page, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs).
Where we collect information about you in the ways described above, we do so on the basis that it is in our legitimate interests to collect and process this information. In most situations this will be anonymised but we collect and process this information to ensure that our Site is functioning properly and that our customer experience is to the standard that you and we expect.
How do we make sure your personal information is used lawfully?
We will only collect, use, store, share and otherwise process your personal information where we have lawful basis to do so, and do not collect more information than we need to fulfil the purpose. We document the lawful bases we rely upon for our processing activities, which include: where you have given consent, where processing is necessary for the performance of a contract with you, when complying with law and where there are legitimate interests. More information on how we use these lawful bases is provided below:
- Consent – In certain situations we can process your personal information with your consent. ○ For example, if you tell us you would like to receive email marketing communications from us.
- Contract – In certain situations, we need your personal information to comply with our contractual obligations. For example, by becoming a Tagmin customer we will collect information about you so we can deliver the service to you.
- Complying with law – we may need to process your personal information if the law requires us to. For example, we may have to pass on information of people in fraud or other criminal activity to law enforcement,
- Legitimate interest – We will only rely on legitimate interests where the processing of your personal information is not overridden by your interests or rights and freedoms. This means that we may need your information and use it in a way that can reasonably be expected as part of us running Tagmin and does not materially impact your rights, freedoms or interests. For example, we may use your information to build a more accurate picture of you to better inform our business decisions, or to provide you with relevant product or service offerings.
How will we use your personal information?
We (or third party data processors acting on our behalf) may collect, store, use and share your personal information for the following purposes:
- To provide you with the Services;
- To fulfil orders for products or Services;
- To keep your details and records up-to-date and accurate;
- To provide you with important service communications;
- To communicate with you regarding enquiries;
- To invite you to and manage your attendance at Tagmin and our partner events;
- To answer/respond to your enquiries and complaints or otherwise communicate with you;
- To process and share audio and visual content including self-tape and audition videos;
- To vet your professional background when you are joining;
- To notify you of other products and/or services that we think will be of interest to you (you can opt-out through email unsubscribe options);
- To inform you of latest developments within Tagmin, Talent Systems, and the wider industry;
- To contact you as an expired customer about how you can rejoin Tagmin;
- To improve our products and services, and understand about information to better inform business decisions;
- To verify your identity;
- To process payments and identify or prevent fraudulent transactions;
- To develop, test and improve our sites, services and products that we provide to you; and
- For training and monitoring purposes.
What personal information do we share?
We share personal information with carefully selected and trusted third parties when required. To keep your personal information safe and maintain your privacy we have the following approach:
- We implement appropriate legal, procedural and technical controls;
- We only provide the information the third parties need to undertake that service;
- We ensure that the third parties can only use the information for that specific purpose;
- We maintain a close relationship with the third parties to make sure that your data is protected and your privacy maintained;
- We mandate that if or when the service stops, the third parties must return or delete any information held.
Here are the examples of the types of trusted third parties we work with:
- Those within the Talent Systems Group,
- Subcontractors assisting us in providing our service to our users,
- IT companies who help us deliver our sites and services,
- Third parties who provide service enhancements or additional functionality to our users,
- Third parties who are involved in furthering research and technology in areas connected with our service,
- Marketing and advertiser partners to improve and personalise our Site and Services to you;
- Law enforcement – in complying with the law, or to enforce our Terms and Conditions or to protect the rights, property, or safety of ourselves, our customers or other third parties,
- If we acquire any new business, and/or sell all or part of our business,
- Third party payment service providers, and
- Third parties as detailed within your specific Terms and Conditions.
How long do we keep your personal information?
We will not keep personal information for longer than it is necessary and will only retain your information for as long as needed to carry out our functions and that purpose. Your personal information is retained in line with our retention schedule.
Where your personal information is processed
You have a number of rights in relation to your personal information that can be accessed by contacting our Data Protection Officer (see below for details).
To make sure we protect you and your personal information, we may need to verify your identity for any requests we receive from you before we begin to process your request.
If you are based in the EU/EEA
If you are based in the European Union/European Economic Area, you can exercise your rights by contacting Tagmin’s EU data protection representative at email@example.com.
If a third party is exercising your rights on your behalf, we will request that they provide proof that they have your consent to represent you.
If we decide not to action your request we will explain our justification for refusal.
Rights available to you
- Access your information – you can request access to or a copy of your personal information and check what information we hold about you.
- Change or correct your information – if you wish to have any errors corrected, you can request this – although this is not an absolute right and we may request further information.
- Take your information – you can ask for a copy of your personal information to be provided in a reusable and machine-readable form.
- Object to, limit or restrict the use of your information – you can ask that we stop using parts or all of your personal information or limit its use if you believe that this personal information is unlawfully held.
- Direct marketing – you can ask that we stop using your personal information for direct marketing by writing to our Data Protection Officer.
- Delete your information – you can ask that your personal information is deleted if you believe it is no longer necessary for the purposes it was collected.
- Legitimate interest – if we are processing your information on the grounds of legitimate interest, you can ask us to stop this if there are reasons related to your individual circumstances. We have to do this unless we believe we still have an overriding legitimate reason.
If you are unhappy
You also have the right to complain to your supervisory authority if you are unhappy with how your personal information has been collected, used or managed, which within the UK is the Information Commissioner’s Office (ICO) who can be contacted by calling 0303 123 1113 or by visiting www.ico.org.uk.
If you are based in the European Union (EU) or European Economic Area (EEA) you may complain to Tagmin’s appointed lead European supervisory authority by contacting the Irish Data Protection Commissioner (DPC) by visiting this webpage (https://www.dataprotection.ie/en/contact/how-contact-us).
What is a cookie?
A cookie is a piece of information that is stored on your computer’s hard drive by your web browser. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
Most web browsers allow control over these cookies through the browser settings. If you are using the Site some cookies are vital to your effective usage of our Services; we use these to identify customers, manage secure logins and authentication status, remember website preferences and also to ensure secure renewals and payments can be made. Therefore, if you choose to disable these cookies you will not be able to use the Site.
Third party cookies
Cookies from third parties including our analytics partners may also be used by Tagmin to help us understand how our visitors engage with our Site and Services, to analyse how effective our Site and Services are, or to ensure that our visitors and customers are provided with relevant product and service offerings. We use Google Analytics to monitor and improve our website. Cookies are also utilised by the social media sites we connect to, but we cannot accept any responsibility for any processing by these sites.
If you access our Sites and Services through a mobile device, we might also collect additional information such as a unique device identifier and location information. When you use our Site and Services, other parties such as third-party advertising partners and analytics providers may also collect information about your online activity.
You can also see a full list of all third party cookies on your web browser by visiting Your Choices Online.
For more information about cookies, including how to remove and disable them, visit http://www.allaboutcookies.org.
When you access the Site we may capture information from you such as your unique device identifier, IP address, language, device’s operating system, and regional location, and third we work with such as our payment service providers may also capture this information from you. This may be used to analyse trends, customise your experience, provide offers that may be relevant to you, administer our website, track general user movements and gather broad demographic information for aggregate use, or where investigating possible criminal activity.
More information and information in an accessible format
If you have any queries about the way your data is used by Tagmin, please contact:
Data Protection Officer
16 Garrick Street
London WC2E 9BA
You can use the Tagmin interface to send emails through your gmail.com account using a secure connection.
What information do we collect?
We store 2 key pieces of information on our servers: your Gmail username (which you enter in your preferences) and the token that Google assigns us to allow you to send emails through Tagmin. The emails you send through Tagmin are also stored in your Tagmin Sent Items mailbox. Many of your actions on Tagmin will also be stored in web access server logs (including your IP address), which rotate and are deleted every 30 days. No information relevant to your Google account or its credentials is stored in these logs.
How do we use the information?
The Gmail information we store is used for the sole purpose of sending emails securely through your Gmail account – and saving these emails to your Gmail Sent Items folder if you have that option enabled in Preferences. Web server logs may be used in troubleshooting any issues at your specific request.
What information do we share?
No information is shared with any other third parties or services.
How can you delete the Gmail data we store?
In your preferences, you may remove your Gmail username and this will automatically delete the Gmail token. Under Mail in Sent Items you can delete any or all emails that you have sent.
Note that your information may be held in backups of your account for up to 30 days after deletion. If you close your Tagmin account these backups may be deleted before 30 days.