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Privacy Policy for Ambient Artists Inc

This Site and related Services are provided by Ambient Artists Inc.

Effective Date: 11/04/2025 

Last Updated: ​

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By using Ambient Artists Site(s) and Services, you agree to the terms and conditions below.

 

​​1. Introduction

Ambient Artists Inc. ("Ambient Artists," "we," "us," or "our") respects your privacy and is committed to protecting the personal information entrusted to us.

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This Privacy Policy explains how Ambient Artists collects, uses, stores, shares, and protects personal information relating to Performers, applicants, casting and production contacts, website visitors, and others who interact with the Agency.

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We collect and handle personal information responsibly and in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable.

This Policy applies to personal information collected through our website, online platforms, communications, applications, representation activities, bookings, and other interactions with Ambient Artists.

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2. Information We Collect

Ambient Artists collects personal information that is reasonably necessary to evaluate applicants, represent Performers, submit Performers for work opportunities, administer bookings and payments, operate our services, and meet production or legal requirements.

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Depending on how you interact with Ambient Artists, the information we collect may include:

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  • Personal and Contact Information: Your name, professional name (if applicable), date of birth, address, telephone number, email address, and other contact information.

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  • Performer Profile and Casting Information: Photographs, physical characteristics, height, measurements and clothing sizes, union or guild status, availability, special skills, licences or certifications, wardrobe information, vehicles, work experience, credits, and other information relevant to casting or representation.

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  • Application and Representation Information: Information submitted when applying to Ambient Artists or during our vetting and onboarding process, as well as agreements, booking history, communications, and other records relating to your representation by the Agency.

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  • Residency, Identity & Work Eligibility Information: As part of our vetting and onboarding process, Performers are required to provide appropriate documentation that allows Ambient Artists to verify their identity, Ontario residency, and eligibility to work in Ontario. This may include government-issued identification, proof of residency, work eligibility documentation, Notices of Assessment, utility bills, or other appropriate supporting documentation.

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  • Financial and Payment Information: Banking or electronic payment information, payment records, invoices, tax information, and other information reasonably necessary to receive, process, record, or remit payments.

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  • Booking and Production Information: Information relating to availability, submissions, bookings, call times, vouchers, hours worked, compensation, wardrobe or fitting information, production requirements, and other information associated with engagements secured through the Agency.

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  • Communications: Emails, messages, inquiries, feedback, and other correspondence or communications with Ambient Artists.

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  • Website and Technical Information: Information such as IP address, browser and device information, website activity, and information collected through cookies or similar technologies when you use our website or online services.

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We may also receive personal information about Performers from casting professionals, productions, studios, payroll providers, or other parties involved in an engagement where reasonably necessary to provide our representation services.
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3. Legal Basis for Data Processing

Ambient Artists collects, uses, and shares personal information with your knowledge and consent, except where otherwise permitted or required by law.

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When you apply to Ambient Artists, create or maintain a Performer profile, enter into a representation agreement with us, accept a booking, or otherwise provide personal information to the Agency, we will use that information for the purposes identified in this Privacy Policy and for purposes that would reasonably be expected in providing our agency and representation services.

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Where appropriate, we may ask for additional consent before using or sharing personal information for a new purpose that was not previously explained to you.

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You may withdraw your consent to certain uses of your personal information, subject to legal, contractual, and operational requirements. Depending on the information involved, withdrawing consent may affect Ambient Artists' ability to represent you, submit you for work, administer bookings, process payments, or provide other Agency services.

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4. How We Use Your Information

Ambient Artists uses personal information only for purposes reasonably connected with operating the Agency, representing Performers, providing our services, and meeting our legal and professional obligations.

We may use your personal information to:

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  • Evaluate Applications and Onboard Performers: Review applications, conduct our vetting process, determine eligibility for representation, create Performer profiles, and administer the representation relationship.

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  • Verify Residency and Work Eligibility: Verify a Performer's identity, Ontario residency, and eligibility to work in Ontario as part of the Agency's vetting and onboarding requirements.

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  • Represent and Submit Performers for Work: Use relevant photographs, profile information, physical characteristics, measurements, availability, skills, union status, wardrobe information, vehicles, and other casting-related information to identify suitable opportunities and submit Performers to casting professionals and productions.

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  • Manage Bookings and Engagements: Coordinate availability, bookings, fittings, call times, production requirements, cancellations, upgrades, and other matters relating to engagements secured through the Agency.

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  • Share Required Information with Productions: Provide casting professionals, productions, studios, payroll providers, and other authorized production personnel with information reasonably required for casting, booking, onboarding, payroll, residency or work-eligibility requirements, and other production administration.

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  • Process and Administer Payments: Receive and record production payments, calculate Agency commissions and other authorized deductions, remit funds to Performers, maintain payment records, and meet accounting and tax requirements.

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  • Communicate with You: Send casting opportunities, availability requests, booking information, production instructions, payment information, administrative notices, changes to Agency policies or agreements, and other communications relating to your representation or relationship with Ambient Artists.

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  • Operate and Improve Our Services: Maintain and improve our website, online platforms, Agency operations, security, and the services we provide to Performers and industry partners.

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  • Meet Legal and Professional Obligations: Maintain appropriate records, respond to lawful requests, protect the rights and interests of Ambient Artists and its Performers, prevent misuse or fraud, and comply with applicable legal and regulatory requirements.

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  • Marketing and Promotion: Send promotional or marketing communications where permitted by law and use Performer information for Agency marketing or promotional purposes where authorized under the Talent Representation Agreement or otherwise with appropriate consent.

 

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5. Sharing and Disclosure of Information

Ambient Artists does not sell your personal information.

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We share personal information only where reasonably necessary to provide our services, represent Performers, administer engagements, operate the Agency, or meet legal requirements.

Personal information may be shared with:

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  • Casting Professionals and Productions: Casting directors, production companies, studios, Assistant Directors, Background Coordinators, wardrobe, hair and makeup departments, and other authorized production personnel where information is reasonably required to consider a Performer for an opportunity, make casting decisions, prepare for an engagement, or administer a booking.

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  • Payroll and Payment Providers: Production payroll companies, accountants, financial institutions, payment processors, and other providers where necessary to process, receive, record, or remit payments and meet accounting or tax requirements.

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  • Technology and Service Providers: Companies that provide services used to operate Ambient Artists, such as our Performer management platform, website hosting, cloud storage, communications, security, technical support, and other business systems. These providers receive personal information only as necessary to provide their services to us.

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  • Professional Advisors: Lawyers, accountants, insurers, or other professional advisors where access to personal information is reasonably necessary for them to provide professional services to Ambient Artists.

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  • Government, Regulatory or Legal Authorities: Government bodies, regulators, courts, law enforcement, or other authorities where disclosure is required or permitted by law or is reasonably necessary to establish, exercise, or protect legal rights.

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We may also disclose personal information where you have specifically authorized us to do so.

Where reasonably possible, Ambient Artists limits the personal information shared to what is necessary for the particular purpose.

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6. Data Storage & International Transfers​

Ambient Artists uses third-party technology and service providers to operate our website, Performer management systems, communications, payment processes, and other Agency services.

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Personal information may be stored or processed in Canada or in other countries where Ambient Artists or its service providers maintain facilities or systems.

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When personal information is stored or processed outside Canada, it may be subject to the laws of the country in which it is located and may be accessible to courts, law enforcement, regulatory authorities, or other government authorities in accordance with those laws.

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Ambient Artists takes reasonable steps to select service providers that maintain appropriate privacy and security safeguards and to protect personal information under our control.

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Where reasonably possible, we limit the personal information provided to service providers to what is necessary for them to perform the services they provide to Ambient Artists.

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7. Data Security

Ambient Artists takes the security of personal information seriously and uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss, or destruction.

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Depending on the systems and services involved, these safeguards may include:

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  • limiting access to personal information to authorized individuals who require it for legitimate Agency purposes;

  • password protection, authentication controls, and other account-security measures;

  • encryption and secure transmission technologies where supported by the systems and service providers we use;

  • appropriate security measures provided by our technology, hosting, payment, and Performer-management service providers;

  • procedures for maintaining, backing up, and recovering Agency information where appropriate; and

  • reviewing and updating our privacy and security practices as our operations and technology evolve.

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Performers also play an important role in protecting their information and are responsible for keeping their account credentials confidential and notifying Ambient Artists promptly if they believe their account or personal information may have been compromised.

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While Ambient Artists takes reasonable steps to protect personal information, no electronic system, transmission, or method of storage can be guaranteed to be completely secure.

 

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8. Retention of Personal Information

We retain personal data only as long as necessary to fulfill our business and legal obligations. Once no longer needed, data is securely deleted or anonymized. The retention period varies based on:

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  • Legal compliance obligations.
     

  • Contractual agreements.
     

  • Business operational requirements.

 

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9. Your Rights Under Canadian Law

Under PIPEDA and relevant provincial laws, you have the right to:

  • Access, correct, or delete your personal data.
     

  • Withdraw consent at any time.
     

  • Request information on how your data is used.
     

  • Request data portability (for Quebec residents under Law 25).
     

  • File a complaint with the Office of the Privacy Commissioner of Canada (OPC).
    To exercise these rights, contact us at info@ambient-artists.com
     

 

10. Consent & Opt-Out Mechanisms

  • By accepting these Terms and Conditions, you provide express consent to receive communications from Ambient Artists Inc., including but not limited to casting calls, job opportunities, production-related requests, administrative notices, promotional materials, and updates relevant to your engagement with us.
     

  • This consent is in accordance with Canada’s Anti-Spam Legislation (CASL) and applies to electronic communications via email, SMS, casting portal messages, and other digital platforms used by our agency.
     

  • If you choose to opt out of receiving such communications, please note that you will no longer be eligible to receive work opportunities through our platform, and your account may be rendered inactive or suspended.
     

  • Implied consent may continue to apply for certain communications necessary for service delivery, administrative requirements, or legal obligations, even after opting out of marketing messages.
     

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11. Children's Privacy & Age Restrictions

Our services are not intended for children under 13 years old. We do not knowingly collect personal information from minors without verifiable parental consent.

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12. Cookies and Tracking Technologies

We use cookies to enhance user experience, analyze website traffic, and improve our services. You can adjust cookie settings through your browser.

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13. Data Breach Notification Policy

In the event of a data breach, we will notify affected individuals and relevant authorities as required by PIPEDA and provincial privacy laws, including Quebec’s Law 25 where applicable. Notifications will detail:

 

  • The nature of the breach.
     

  • Potential risks.
     

  • Remedial measures taken.
     

 

14. Do Not Track (DNT) & Opt-Out Preferences

Our website may not respond to Do Not Track (DNT) signals from browsers. However, users may adjust cookie settings or opt out of targeted advertising through industry-standard mechanisms.

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15. Contacting the Privacy Officer

We have designated a Privacy Officer responsible for ensuring compliance with this policy. For privacy-related inquiries, requests, or complaints, please contact: info@ambient-artists.com with the subject line PRIVACY OFFICER

 

Privacy Officer – Ambient Artists Inc.
Dennis Leslie
info@ambient-artists.com

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16. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in legal requirements or business practices. Any significant changes will be communicated through our website or other means.

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​Privacy Policy Changes

Our Privacy Policy is under regular review and may be changed by us at any time.

Last updated:

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