Personal information is any data that directly or indirectly identifies you. Examples include your name, contact details, date of birth, specific skills, health information, and body measurements.

As part of our activities, we may collect personal information when you interact with us:

• Via our website

• By email

• In person

• By filling out a form or paper documents

• When applying for a job

> CATEGORIES OF INFORMATION

You may provide your consent through a specific action (e.g., checking a box). Sometimes, your consent may be inferred from your actions. For example, if you choose to provide us with your personal information after reviewing this policy, we assume you consent to its use and disclosure as described.

In other cases, such as when we intend to use your information in ways that exceed reasonable expectations, we will seek your explicit consent.

We may disclose your personal information to the following categories of third parties:

• Casting Directors

  • To evaluate or submit an artist’s application

  • To contact an artist for auditions or shoots

  Production Coordinators

  • To manage schedules (auditions, shoots)

  • To book travel and accommodations

  • To handle production logistics

  Production Companies (Film, Advertising, Agencies)

  • To enter into a contract with an artist

  • To process payroll

  • To meet specific production requirements (e.g., driver’s license, background checks)

  Production Accountants

  • To issue payments and tax documents (T4/Relevé 1)

  • To handle tax and accounting matters related to production

  Marketing & Communications Services

  • To promote the artist

  • To manage public relations and advertising campaigns

  Database Managers

  • Host our data

  Accommodation Services

  • To book accommodations for shoots or events

  • To arrange artist stays

  Legal Services

  • To draft and review contracts

  • To ensure legal compliance for artist engagements

  Security Services

  • To ensure artist safety at public events or shoots

  • To manage risk and emergency situations

  Travel Agencies

  • To arrange artist travel for shoots or international events

  Medical Professionals

  • To ensure artist health and safety on set

  • To accommodate specific medical needs (allergies, conditions)

  Hair, Costume & Makeup Services

  • To meet production styling requirements

  • To match character traits

  • For the design and adjustment of costumes of productions

Your personal information is typically stored in:

• Internal databases

• Cloud servers and infrastructure

• Physical storage (paper files, hard drives, USB keys, local servers)

• Company website (cookies, trackers on the website and online forms)

• Professional devices (computers, smartphones)

• External partners and service providers (accounting or legal firms)

In some cases, we may transfer your personal information outside Quebec or your province of residence. If so, your information will be subject to the laws of that jurisdiction. We implement security measures before transferring any personal data.

We implement various physical, technological, and organizational measures to protect the personal information in our possession against unauthorized access, loss, theft, disclosure, or modification. Your personal information will be safeguarded by reasonable security measures that correspond to the sensitivity level of the information contained in our records.

We are committed to taking appropriate precautions to protect your personal information against loss, fraud, or unwanted use.

We restrict access to your personal information. Only staff members who need to process your personal information to perform their duties can access it. These individuals only have access to the information necessary to carry out their tasks.

We have established the roles and responsibilities of staff members throughout the lifecycle of your personal information, from its collection to its destruction.

We implement robust security measures. We have put in place multiple types of safeguards to protect your personal information against loss, theft, and any unauthorized access, use, or disclosure. 

These include:

• Physical measures, such as locked premises;

• Technological measures, such as firewalls and the security standards of the payment card industry;

• Organizational measures, such as the adoption of an information security policy.

We destroy your personal information after fulfilling our obligations.
To learn more, please refer to the section “How do we retain your personal information?”

We retain your personal information for as long as necessary to achieve the purposes described in this policy. Even if you no longer have a relationship with us, we may need to keep your personal information for a certain period to comply with our retention obligations. As long as we retain it, we continue to protect your personal information and ensure its confidentiality. When we no longer need this information, we destroy it permanently and securely.

Withdraw your consent

You may request to withdraw your consent for the use, disclosure, and retention of your personal information.
The processing of this request depends on the situation and the intended purpose. Depending on the case:

• You may withdraw your consent, but we will no longer be able to provide a service that depends on it.

• You may not withdraw your consent if processing your personal information is necessary or mandatory (for example, we must retain certain financial information for tax purposes).

In all cases, we may need to retain certain personal information to comply with legal obligations.

Access and correct your personal information

You may request access to your personal information that we hold about you and obtain a copy.

We have established procedures to ensure that the personal information in our possession is accurate and up to date for the purposes for which it was initially collected. However, when your personal information needs to be updated, we rely on you to inform us.

If any personal information about you is inaccurate, incomplete, or ambiguous, or if its collection, disclosure, or retention is not authorized by law, you may request that it be corrected.

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To exercise your rights, please write to our Privacy Officer at legal@mavengroupcanada.com, who will respond within 30 days.

We may verify your identity. We also reserve the right to charge reasonable fees to cover the cost of transmitting the requested information, but we will inform you of the approximate cost in advance.

Our website may contain links leading to third-party websites that we do not control. When you leave our website, you become subject to the privacy policy of the respective third party.

From time to time, we may need to update this policy. If we make significant changes, we will announce them by posting an update notice on our website and through any appropriate means to reach the affected individuals. If this policy changes, the most recent version posted online will apply to you.