Privacy Policy

Who we are

RH CASTING HOUSE S.R.L. ("RH Casting", "we"), a Romanian legal entity, with its registered office in Bucharest, Valea Mieilor no. 18A, sector 3, and a place of business (studio) in Bucharest, Strada Muzelor no. 2, sector 4, postal code 030167 — where casting activity, video auditions and, at the RH Casting Academy, acting courses take place — Tax ID/VAT RO27749069, is the personal data controller for the processing described in this document, as an independent agency for the casting and pre-selection of people for media productions, events and acting courses, owner of the website www.rhcasting.ro.

For any question, request or exercise of your rights regarding your data, you can contact us at [email protected] — see also section 14.

What legislation we comply with

We process your personal data in accordance with:

• Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data ("GDPR");
• Law no. 190/2018 on measures implementing Regulation (EU) 2016/679, as subsequently amended and supplemented;
• Law no. 506/2004 on the processing of personal data and the protection of privacy in the electronic communications sector, as subsequently amended (applicable to cookies — see the Cookie Policy, a separate document);
• the provisions of the Civil Code on the exercise of minors' rights through their legal representatives, applicable to the processing of data of persons under 18.

The national supervisory authority is the National Supervisory Authority for Personal Data Processing (ANSPDCP), B-dul G-ral. Gheorghe Magheru no. 28-30, sector 1, Bucharest, www.dataprotection.ro, [email protected].

What data we collect and from whom

We collect different data depending on your relationship with us. Below, each flow through which we come to process your data is described point by point.

3.1 Website visitors

When you browse rhcasting.ro, we may collect your IP address, information about the pages visited, visit duration and clickstream-type technical data, through cookies and similar technologies — detailed in the Cookie Policy.

3.2 People registered in the casting database (actors / talents)

When you register through the form on the "Register in the Database" page, we collect the data you provide directly in the form, including:

• identification and contact data: first name, last name, date of birth/age, gender, phone, e-mail, city/address;
• physical and professional characteristics relevant to casting: height, weight, measurements/sizes, eye and hair colour, special skills and abilities (acting, dance, sport, musical instruments, etc.), occupation, previous experience, languages spoken;
• photographs uploaded by you (portrait and full body) and, where applicable, video/showreel materials;
• login credentials for the platform account (username/password).

3.3 Video auditions (self-tape / audition)

For a particular role, we may ask you for a video audition. This is filmed at our studio or, when filming at the studio is not possible, sent to us directly by you — for example via WhatsApp. Regardless of the channel through which it reaches us, this video audition is personal data and is subject to the same rules on use, transmission to producers and retention described in this policy (see sections 5 and 7).

3.4 Actors selected for a project

If you are selected for a shoot, we may additionally request the data needed to conclude the collaboration/service contract and for payment: ID document data, personal numeric code (CNP), bank details for remuneration, signature.

3.5 Children registered in the database or for acting courses

For minors, the data is entered and confirmed by the parent/legal guardian, who also gives consent — see section 6, dedicated entirely to this subject.

3.6 Producers, directors, production companies and other collaborators

When you send us a project brief or collaborate with us as a client, we collect the identification and contact data of the contact persons (name, position, e-mail, phone, company name).

3.7 People who contact us

Through the contact form, e-mail or phone, we collect the data you voluntarily provide so we can respond to your request.

For what purpose we use the data and on what legal basis

We do not use your data for decisions based solely on automated processing or profiling that would produce legal effects on you. Selection for a role is always made by a person (director/casting director), never automatically.

Photographs, profile and the public page

5.1 To directors, producers and clients (the selection process)

The main purpose of our database is to propose you for roles. Therefore, your photographs, video auditions and the relevant data from your profile (measurements, skills, availability, contact data) are transmitted to directors, producers and clients (production companies, advertising agencies) involved in a specific project, strictly for the purpose of the selection process for that project — usually through the platform, Vimeo or Dropbox, depending on file size and the flow agreed with the client.

Producers and clients to whom we transmit materials are required to use them exclusively for the casting process for which they were requested; we collaborate with them contractually and require them to respect the confidentiality of the materials received.

5.2 The public actors' reference page

In addition to transmitting the profile to producers for a specific project (5.1), we publish on the site, at rhcasting.ro/romanian-actors-reference, a public page — visible to anyone, without login — with the portrait photo and the name of the actors in our database, as reference and promotional material for the industry. The page does not display other profile data (no phone, e-mail, address, measurements); each photo links to the full profile, accessible only through the platform.

For adult actors, inclusion in this public page is, implicitly, part of registration in the database, which we clearly inform you about at registration. If you do not want your photo and name to appear on this public page, you can request removal at any time — without needing to delete your database account — by writing to us at [email protected].

For minors, the photo and name are not published on this public page unless the parent/legal guardian gives explicit and separate consent, distinct from the general consent given at registration in the database — see the full rules in section 6.4. Without this separate consent, the child's profile remains visible only internally, transmitted directly to producers for specific projects (section 5.1), never published on the public page.

5.3 Other recipients

We may also transmit data to:

• IT/hosting service providers who host the platform and the database, as processors, on the basis of a data processing agreement;
• public authorities, where required by law (for example tax or judicial bodies);
• accounting/legal consultants, for managing the contractual relationship with selected actors;
• film festival organisers and public video platforms (YouTube, Vimeo) — exclusively for the short film made at the end of the children's acting courses, and only with the separate consent described in section 6.3.

Children registered in the database and in acting courses

We treat children's data with particular care. The general rule, applicable both to registering a minor in the casting database and to the RH Casting Academy courses, is that the child's data is collected and processed exclusively with the explicit consent of the parent or legal guardian, who acts on behalf of the child and may exercise, on the child's behalf, all the rights described in section 11.

6.1 The casting database

We collect the date of birth at registration, which allows us to identify in the system an account belonging to a minor. The rule we apply is that a child's registration should be done by the parent/guardian, who confirms consent for the collection and for the transmission to producers/directors of the child's data and photographs, under the same conditions described in section 5.1. Publishing the child's photo and name on the public actors' reference page (section 5.2) is an exception — it is done only with the explicit and separate consent of the parent, never automatically. As at the date of this policy, there is no minor's profile on the public page.

Currently, the registration form does not separately verify whether the person completing the data is the child themselves or their parent/guardian — that is, we cannot technically confirm, for each account, that consent was actually given by an adult with parental authority.

6.2 Children's acting courses

At course registration, we sign a contract with the parent/legal guardian. Currently, through the course registration form we collect the child's name and a contact phone number. We recommend and will implement, together with you, the completion of this flow so that the contract with the parents includes:

• a clear GDPR section/annex, informing the parent about the data collected, the purpose (running the course, possibly the child's casting portfolio), the legal basis (performance of the contract) and the retention period;
• the full identification data of the parent/guardian (name, e-mail, phone) and of the child (name, age), needed for the proper administration of the contract;
• a separate and distinct consent, explicitly ticked by the parent, if during the course photos or video materials of the child are made that could be used for promotional purposes (website, social media, portfolio) — this consent must be withdrawable at any time, without affecting the child's participation in the course;
• the note that any additional data, sensitive by nature (for example allergies or medical conditions relevant to the child's safety during the course), is collected only if strictly necessary and only with the parent's explicit consent, used exclusively for the child's safety.

6.3 The short film at the end of the course

At the end of each course cycle, the children take part in making a short film — part of the educational process and the concrete result of the course. This film may be sent to film festivals (in the country or abroad) and may be published on the official RH Casting channels on YouTube and/or Vimeo, as well as used, in full or in the form of fragments/trailer, on the rhcasting.ro website and on the agency's social networks, for the purpose of promoting the courses and the activity of the RH Casting Academy.

The legal basis for this consent is the explicit consent of the parent/guardian (art. 6(1)(a) GDPR), together with the provisions of art. 73–79 of the Civil Code on the protection of private life and the right to one's own image — a distinct consent that supplements, but does not replace, the GDPR consent.

Withdrawal of consent: the parent/guardian may withdraw consent for this film at any time. Withdrawal cannot retroactively erase screenings already made at festivals or copies already transmitted to organisers before withdrawal, but, at the parent's request, we no longer use the material in future projects and we remove or make private the film on the channels we directly control (YouTube, Vimeo, website, RH Casting social media), as far as technically possible. If the film is already accepted at a festival at the time of withdrawal, we discuss with the organisers the option of it no longer being screened, without being able to guarantee this outcome, as it depends on each festival's policy.

6.4 Publication on the public actors' reference page

As described in section 5.2, our website has a public page (rhcasting.ro/romanian-actors-reference), visible to anyone on the internet, without login, with the portrait photo and name of the actors in our database. For adult actors, appearing on this page is implicit at registration. For minors, this rule does not apply: the child's photo and name do not appear on the public page unless the parent/legal guardian gives an explicit and separate consent for exactly this — a public exposure, for an indefinite period, different both from mere registration in the database (5.1, internal use) and from the consent for the course film (6.3, a one-off project). Without this separate consent, the child's profile is not published on the public page, regardless of whether the other consents (registration, course, film) have been given.

The legal basis is the same as in 6.3: the explicit consent of the parent (art. 6(1)(a) GDPR), together with the child's right to their own image (art. 73–79 Civil Code). Consent can be withdrawn at any time, in which case the child's photo and name are removed from the public page without undue delay.

For minors, we do not request or collect sensitive data (ethnic origin, religion, health, etc.) other than what the parent voluntarily and explicitly provides for a legitimate purpose, such as the child's safety during activities.

How long we keep data

• Profile in the casting database: for the entire period the account remains active, i.e. until you request deletion of the data through the button in your profile or through a direct request to us.
• Photo and name on the public actors' reference page (section 5.2): remain public for as long as the account is active and — for minors — for as long as the separate consent described in section 6.4 is not withdrawn. They are removed upon deletion of the account or, for adult actors, at any time, upon a request for removal from the public page only, without needing to delete the entire profile.
• Video auditions (self-tape / audition), filmed at the studio or received via WhatsApp: we keep them for the entire period the actor's profile remains active in the database — like the rest of the profile (the row above), not only for the project for which they were originally filmed. We do this because video auditions have long-term portfolio value: we sometimes reuse them years later, to show how an actor looks or performs in different types of characters, useful for future castings for which the actor is suitable. Deleting materials received via WhatsApp from the conversation, immediately after importing them into our internal system, remains standard procedure — this reduces the time personal data sits on a messaging channel we do not fully control, regardless of how long we later keep the internal file. Auditions are deleted upon deletion of the profile (section 8) or, if the actor wishes to remain registered but without certain auditions, upon a specific request to remove only those materials.
• Contractual data of actors selected for projects: for the duration of the contractual relationship and, thereafter, for the period required by law for financial-accounting supporting documents — 10 years from the end of the financial year in which they were drawn up, according to tax legislation.
• Data regarding acting courses (including for children): for the duration of the contract with the parent and thereafter, to the extent required by legal obligations (for example financial-accounting records, under the same conditions as above).
• The short film at the end of the course (section 6.3): unlike the other categories, this is a work and portfolio material of the academy, published with the parent's explicit consent — therefore it has no fixed deletion term, but remains public (festivals, YouTube/Vimeo, website) for as long as consent is not withdrawn. Upon withdrawal of consent, we proceed according to the rules described in section 6.3.
• Contact data of producers/clients: for the duration of the collaboration and for a reasonable period thereafter, needed to manage the commercial relationship.

Upon expiry of these terms or at your request, the data is deleted or anonymised, except where a legal obligation requires us to keep it for an additional period.

Deleting data from your profile

From your profile in the platform you have a data deletion button. When you press it, all personal data associated with the profile — including uploaded photographs and video auditions, regardless of how long they have been kept — is deleted immediately and in full from our database.

You can also request deletion directly, by e-mail at [email protected], if you encounter any difficulty using the button in your profile.

How we protect your data

We use reasonable technical and organisational measures to protect data against unauthorised access, loss or accidental disclosure: restricted access to the database based on account and password, secure communication (HTTPS), periodic backup and limiting internal access only to persons who need this data for casting activity. Materials received through external channels (for example video auditions via WhatsApp) are moved as soon as possible into our internal system and deleted from that channel, precisely to limit the time personal data sits on a channel we do not fully control.

Where the data is stored and transferred

Your data, including photographs, is stored on servers located in the European Union. The data is not transferred outside the European Economic Area. If, in the future, such a need were to arise (for example for a technical provider that processes data outside the EU), this will be done only with the application of appropriate safeguards — such as the Standard Contractual Clauses approved by the European Commission — and you will be duly informed through an update of this policy.

Known exception: the short film made at the end of the children's acting courses (section 6.3) is published, with the parent's explicit consent, on YouTube (Google Ireland Limited/Google LLC) and/or Vimeo (Vimeo.com, Inc.) — platforms that may process data also outside the European Economic Area, under their own privacy policies and on the basis of the transfer mechanisms these companies have implemented (such as the Standard Contractual Clauses or participation in the EU-U.S. Data Privacy Framework). Publication on these platforms is done only on the basis of the separate consent described in section 6.3, never implicitly.

What rights you have under GDPR

As a data subject, you have the following rights, which you can exercise free of charge, at any time:

Right of access

To obtain confirmation that we process your data and a copy of it.

Right to rectification

To correct inaccurate or incomplete data.

Right to erasure ("right to be forgotten")

Through the button in your profile or on request — see section 8.

Right to restriction of processing

In certain situations provided by law, until a request is clarified.

Right to portability

To receive the data in a structured format or to have us transmit it to another controller.

Right to object

You may object at any time to processing for direct marketing purposes, without any justification.

Withdrawal of consent

At any time, without affecting the lawfulness of processing carried out before withdrawal.

Right to lodge a complaint

With ANSPDCP (www.dataprotection.ro) or with the competent court.

To exercise any of these rights, you can write to us at [email protected]. We will respond within the period provided by law (usually one month from receipt of the request).

Cookies

The website uses cookies and similar technologies for functioning, analytics and, where applicable, marketing. Full details — which cookies we use, the purpose of each and how you can withdraw your consent — can be found in the Cookie Policy, a separate document.

Changes to this policy

This policy may be updated periodically, to reflect legislative changes or changes in how we process data. Any change will be published on this page, with the date of the last update indicated; important changes will also be communicated to you by e-mail, where appropriate.

How to contact us

For any question regarding this policy or the processing of your data:

• E-mail: [email protected]
• Registered office: RH CASTING HOUSE S.R.L., Valea Mieilor no. 18A, sector 3, Bucharest
• Studio / place of business: Strada Muzelor no. 2, sector 4, Bucharest, 030167
• Phone: +40 758 097 778

If you consider that the processing of your data infringes data protection legislation, you have the right to lodge a complaint with the National Supervisory Authority for Personal Data Processing (ANSPDCP) or to address the competent courts.