Privacy Policy & Cookie Policy

1. Who is responsible for your data?

iCasting is a trade name of IQ-Concepts B.V., with its statutory seat in Zwolle, the Netherlands, registered at Luttekestraat 68, 8011 LS Zwolle, the Netherlands, and registered with the Dutch Chamber of Commerce under number 73363766.

IQ-Concepts B.V. is the data controller for the personal data processed via the iCasting platform within the meaning of the General Data Protection Regulation.

For questions about this privacy policy, the processing of personal data or your privacy rights, you can contact us via the contact page or in writing at IQ-Concepts B.V., Luttekestraat 68, 8011 LS Zwolle, the Netherlands.

2. Who does this policy apply to?

This privacy policy applies to the personal data of visitors, clients, talent and other users of iCasting's website, platform, any applications and services.

This policy supplements the Terms of Use and the Terms of Delivery. The Terms of Use set out the rules for using the platform. The Terms of Delivery set out the arrangements for paid services, subscriptions, the balance, payments to talent and the 3% deduction.

3. What data do we process?

The personal data processed by iCasting depends on your use of the platform and services. It may include the following categories:

• Account and identification data: first and last name, username, email address, telephone number, address details, password data and, where applicable, company name, job title, Chamber of Commerce number and invoice details.
• Talent profile data: profile photos, videos, audio, age, place of residence or location, category, measurements, physical characteristics, experience, skills, availability, preferences and other information you add to your profile.
• Client data: company details, contact details, information about casting calls, search criteria, preferences and communications with talent or iCasting.
• Usage and communication data: searches, responses to casting calls, chat messages, contact moments, reports, complaints, support requests and objection procedures.
• Payment and balance data: deposits, deductions, refunds, balance, invoices, payment status, payment method, talent payments, deductions and administrative data relating to payments through the platform. iCasting does not process more payment data than is necessary for payment processing and administration.
• Technical data: IP address, device and browser information, operating system, log data, time of use, referring page, account and session data, and information about the operation and security of the platform.
• Cookie and similar technology data: data collected through functional and preference cookies and, with consent or another legally permitted basis, analytics or other non-essential cookies.
• Reports and moderation data: reports of suspected illegal or prohibited content, decisions on removal or suspension, and any objections to such decisions.

We ask you not to include special categories of personal data, financial secrets, medical data or other sensitive information in a profile, casting call, chat or AI conversation unless that information is necessary for the services.

4. Why do we use this data?

iCasting uses personal data for the following purposes:

• creating, managing and securing accounts;
• creating, displaying and managing profiles and casting calls;
• searching for, matching and recommending talent and casting calls;
• enabling communication between clients and talent;
• processing deposits, balance deductions, refunds and talent payments through the platform;
• recording the 3% administration fee and related administration;
• issuing invoices for iCasting services;
• providing customer service and handling questions, complaints, reports and objections;
• preventing, investigating and combating fraud, misuse, spam, unauthorised access and other security incidents;
• moderating profiles, casting calls and other user content;
• complying with legal obligations, including administrative, tax, privacy and security obligations;
• analysing and improving the platform, matching functionality and services;
• sending service messages, important notices and, where permitted, relevant newsletters or commercial communications.

5. Legal bases for processing

iCasting processes personal data on one or more of the following legal bases:

• Performance of an agreement: for example, for account management, matching, communications, paid services, balance administration and talent payments.
• Legal obligation: for example, for financial administration, tax retention obligations or responding to a lawful request from a competent authority.
• Legitimate interest: for example, for security, fraud prevention, moderation, service improvement, internal administration and handling disputes. We balance these interests against your privacy interests.
• Consent: for example, for non-essential cookies, certain analytics technologies or marketing where consent is legally required. You can withdraw your consent at any time.

If you do not provide personal data that is necessary for an account, profile, payment or other service, we may be unable to provide or perform that service.

6. What data is visible to other users?

As talent, you largely decide what information you add to your profile. To enable matching and talent services, a client may see, among other things, the following information from a talent profile: first name, place of residence or location, profile photos and other media, measurements, physical characteristics, age, experience, skills and availability.

Your last name, address, email address, telephone number and other direct contact details are not displayed to clients by default. These details may become available when you respond to a casting call, start a conversation or otherwise share contact details through the platform.

Information that you share directly with a client or talent through chat, a response or another form of communication is shared at your own responsibility. Do not share information that is not necessary for the relevant casting call and, where possible, use iCasting's communication and safety features.

7. Matching and profiling

iCasting may use profile data, casting-call data, search criteria, location, availability, experience, preferences and previous interactions to bring casting calls and talent to users' attention.

The matching functionality provides recommendations or search results, but does not make decisions about entering into an agreement between a client and talent. Each user decides whether to make contact, respond, select someone or accept a casting call.

iCasting does not make decisions based solely on automated processing that produce legal effects or otherwise significantly affect you. If this changes in the future, we will inform you in accordance with the GDPR and, where required, provide information about the logic used and your rights.

8. Who do we share data with?

iCasting does not sell personal data to third parties. We share personal data only to the extent necessary for the purposes in this policy, with your consent, or where we are legally required or permitted to do so.

This may include:

• clients and talent, to the extent necessary for profiles, matching, applications and communications;
• hosting, cloud, database, security and IT service providers;
• payment providers and parties required for balance deposits, balance deductions, refunds and payments to talent;
• providers of email, chat, customer service and communication services;
• providers of analytics and cookie solutions, insofar as the relevant processing is permitted;
• accountants, legal advisers, debt collection agencies and other professional service providers where necessary;
• competent public authorities, supervisory authorities or other third parties where we are legally required to do so.

Where required, we enter into a data processing agreement with processors. These parties may process personal data only in accordance with our instructions and for the agreed purposes.

Clients who receive talent data through the platform and use it for their own selection or casting process are independent data controllers for that processing. iCasting does not act as a processor for the client in that context.

9. Transfers outside the EEA

Some service providers may process personal data outside the European Economic Area. Where this occurs, we ensure an appropriate legal basis and appropriate safeguards, such as an adequacy decision, European Commission standard contractual clauses, additional security measures or another legally permitted safeguard.

Information about relevant recipients and international transfers can be requested through the contact page, insofar as this does not conflict with security or confidentiality interests.

10. Retention periods

We do not retain personal data longer than necessary for the purposes for which it was collected, unless a longer retention period is legally required or permitted.

• Account and profile data: for as long as the account or profile is active and afterwards for as long as necessary for handling, disputes, security or legal obligations.
• User content: for as long as it is needed for the profile, casting call, matching, communications or evidence of an agreement, and afterwards for as long as necessary or legally required.
• Financial records: for as long as required under tax or other legal retention obligations.
• Chat, reports and objection procedures: for as long as necessary for handling, security, compliance with obligations and any disputes.
• Technical and security logs: for as long as reasonably necessary for security, troubleshooting, fraud prevention and legal obligations.
• Newsletter data: until you unsubscribe or for as long as necessary to administer your consent or unsubscribe request.

After the applicable retention period has expired, we delete or anonymise the data unless further retention is necessary for a legal obligation, dispute, fraud prevention or another lawful basis.

11. Data subject rights

Under the GDPR, and subject to the legal requirements being met, you have the following rights:

• the right to access your personal data;
• the right to rectify inaccurate or incomplete personal data;
• the right to erasure of personal data;
• the right to restrict processing;
• the right to data portability;
• the right to object to processing based on legitimate interests;
• the right to object to direct marketing;
• the right to withdraw consent at any time, without affecting the lawfulness of processing before consent was withdrawn.

You can submit a request through your account settings or via the contact page. We will generally respond within one month of receiving a valid request. Depending on the complexity and number of requests, this period may be extended by up to two months. If so, we will notify you within one month.

To prevent personal data from being provided to the wrong person, we may ask for additional information to verify your identity. Do not simply send a full copy of your identity document. If a copy is necessary, you may obscure information that is not required, such as your photo, Dutch citizen service number (BSN), document number and machine-readable zone.

You also have the right to lodge a complaint with the Dutch Data Protection Authority. More information is available on the website of the Dutch Data Protection Authority.

12. Minors

iCasting may offer services that are also used by minors. Minors may use the platform only with the permission and under the responsibility of a parent or legal representative where required by law.

To post photos, videos, profile data or other information about a minor, the user must have the required consent or another legal basis from the parent or legal representative.

If we determine that personal data of a minor has been collected unlawfully, we will take appropriate measures and delete the data where no valid legal basis exists.

13. Security

We take appropriate technical and organisational measures to protect personal data against loss, misuse, unauthorised access, unwanted disclosure and unauthorised alteration. These measures may include secure connections, access restrictions, password protection, logging, backups, supplier controls and, where possible, two-factor authentication.

No internet connection or security measure can guarantee absolute security. If you suspect that your account or personal data has been used without authorisation, please report this as soon as possible via the contact page.

14. Cookies and similar technologies

Cookies are small text files or similar technologies that may be stored on or read from your device. iCasting uses cookies and similar technologies for the operation, security, analysis and improvement of the platform and, where you give consent or another legal basis applies, for additional purposes.

Functional cookies

Functional cookies are necessary for the operation of the platform, for example to keep you logged in, manage your session, remember your cookie choice and enable security features. These cookies may be used without separate consent where they are strictly necessary for the service you request.

Preference cookies

Preference cookies remember choices you make, such as your cookie preferences or language setting. The retention period varies by cookie and is stated in the cookie settings or cookie table.

Analytics cookies

Analytics cookies help us understand how visitors use the platform so that we can improve its operation and content. Non-essential analytics cookies are placed only after you have given consent, unless a specific cookie may be used without consent under the conditions applicable to limited analytics cookies.

Marketing and tracking cookies

iCasting does not place marketing or tracking cookies without your prior consent where consent is legally required. If such cookies are used, we will inform you through the cookie notice and cookie settings about the relevant parties, purposes and retention periods.

Changing your cookie preferences

During your first visit, we ask for your preferences regarding non-essential cookies through a cookie notice. You can change your choice at any time through the “Cookie settings” link at the bottom of the website or through your browser settings.

Refusing or removing functional cookies may affect the operation of the platform. Withdrawing consent does not affect processing that was already lawfully carried out before consent was withdrawn.

15. AI casting assistant

On the website, you can describe a casting call to our AI casting assistant in your own words. The assistant may ask follow-up questions and turn your answers into a draft casting call.

To process your message, the content of the conversation is processed by Mistral AI, our provider for this functionality. Mistral AI processes the data on behalf of iCasting, in accordance with our instructions and only insofar as necessary to provide the AI functionality. We do not use conversations to train AI models unless we inform you separately and clearly in advance.

Processing the content of the conversation is necessary for the AI casting assistant to function. Therefore, do not include special categories of personal data, passwords, payment data, health data or other information that is not necessary to create a casting call.

Retention of conversations

Sending and processing a conversation in order to provide an immediate response is separate from retaining the conversation for analysis. We retain conversations for analysis and improvement only where valid consent has been obtained through the cookie settings or another designated consent mechanism.

If you give consent, we may retain:

• the messages exchanged between you and the assistant;
• the draft casting call created from the conversation;
• whether you subsequently created an account or were logged in;
• whether the casting call was published and, where applicable, its reference number;
• the language of the conversation and the time at which it took place.

This data is used to investigate where users leave the process and to improve the assistant and the user experience. We do not use this data for advertising or share it with third parties for their own purposes.

Stored conversations are deleted or anonymised no later than 90 days after collection, unless longer retention is necessary for a legal obligation, security or a dispute.

You may withdraw your consent. If you want a stored conversation to be deleted, please contact us via the contact page.

16. Newsletters and commercial communications

If you sign up for them, iCasting may send newsletters or other relevant communications. Your first name and email address are processed for this purpose. You can unsubscribe at any time using the unsubscribe link in the relevant email or via the contact page.

Service messages necessary for your account, payments, security, casting calls or the services may still be sent after you unsubscribe from marketing communications.

17. Changes to this privacy policy and cookie policy

We may amend this privacy policy and cookie policy due to changes in laws and regulations, our services, technologies used, suppliers or processing activities.

The current version is published on this page. Where necessary, we will inform you of material changes through the platform, by email or in another appropriate manner. Please review this policy regularly.

18. Contact and complaints

Do you have questions about this privacy policy, the cookie policy or the processing of your personal data? Would you like to exercise a privacy right, withdraw consent or have a stored AI conversation deleted? Please contact us through the contact page or in writing at IQ-Concepts B.V., Luttekestraat 68, 8011 LS Zwolle, the Netherlands.

You also always have the right to lodge a complaint with the Dutch Data Protection Authority.