Privacy

Our Privacy Policy

The Union of B.C. Performers (UBCP/ACTRA) is an autonomous branch of the Alliance of Canadian Cinema, Television and Radio Artists (“ACTRA”). UBCP/ACTRA is committed to protecting the privacy of our members. This Privacy Policy applies to information collected by all means including online through UBCP/ACTRA’s website (the “Website”), which includes www.ubcp.com, the Members Financial Tracking System (“MFTS”) and ACTRA Membership System (“AMS”) – both embedded within the Website –, and ACTRAonline

The information UBCP/ACTRA members provide is used to deliver services to our members, and we treat all personal information with care and concern for your safety and security. However, it is important to recognize that no computer system or online database is completely free from risks of unauthorized intrusions or hacking. We will, of course, promptly deal with all discovered incidences of unauthorized intrusions or hacking, including reporting such incidences to legal authorities if deemed appropriate.

The Website may from time-to-time also contain links to other websites over which we have no control. UBCP/ACTRA is not responsible for the privacy policies or practices of other websites you may choose to link to from the Website.

UBCP/ACTRA’s Online Commitment to Privacy Statement

This statement governs the privacy practices used on the Website. Any revisions to UBCP/ACTRA’s Privacy Policy will be posted on the Website. Your continued use of the Website will constitute consent to the revised Privacy Policy.

What Information is Collected?

In order to become a member of UBCP/ACTRA, it is necessary to complete and submit a application form to UBCP/ACTRA. The application form contains personal information. UBCP/ACTRA members must provide certain personal information as a condition of membership, as stipulated in UBCP/ACTRA’s By-laws. Your personal information is password protected and its availability is limited to people who have a “need to know.” The personal information that we collect and maintain is as follows:

  • UBCP/ACTRA Member Number
  • Date of Birth and Social Insurance Number
  • First and Last Name (Stage and Legal)
  • E-Mail Address
  • Mailing Address and/or Home Address
  • Contact Telephone Numbers and Agency Contact Information
  • Performer Type and Status
  • Branch Location
  • Canadian Residency and Citizenship
  • Gender
  • GST/HST/QST Numbers
  • Accounting Transactions and Work History
  • Union Affiliations

Your personal information is used to generate a username and password that you may use to access the member online services section of the Website, MFTS and ACTRAonline.

How Do We Use The Information We Collect?

Your personal information is used to send you mail, including national and branch newsletters, voting packages on relevant agreements, residual cheques, and to reconcile with information held by AFBS or Members’ Benefits Trust (“MBT”), ACTRA, and ACTRA Performers’ Rights Society (“ACTRA PRS”), if applicable. Your information is also used for invoicing dues, tax receipts and other membership purposes.

As a UBCP/ACTRA member, you are included in ACTRA’s online talent catalogue. You may choose to include your résumé and credits in addition to your headshot. This allows casting directors, directors, producers and others from the industry to view your full résumé and profile, including contact information, as well as your skills, and any credits you include.

Who We Share Your Information With?

We share your information with AFBS, MBT, ACTRA and ACTRA PRS in order to cross-reference and exchange payment information, process address updates and to facilitate your benefits and use fee payments. Payroll Companies and Engagers receive information containing your Member number, branch ID, stage name (first and last), Social Insurance Number, status and contact information in order to facilitate payments. UBCP/ACTRA also provides contact information to engagers to facilitate the engagement of UBCP/ACTRA members. Otherwise and subject to the next paragraph, UBCP/ACTRA does not sell, distribute or make your personal information available to others without your consent.

Disclosure to Affiliates, Aligned Agencies and Service Providers

UBCP/ACTRA may transfer Personal Information to a third party for processing or to provide services, where that party uses contractual or other means to provide a comparable level of privacy protection while the information is in the custody of that third party, and where that party’s goals and objectives are aligned with those of the UBCP/ACTRA membership.

Processing payments (if you are using our online payment system)

If you use the Member Online Services Payment System, we may provide your personal information to appropriate financial institutions, and processors under contract with ACTRA National. For financial institutions and processors, the use of personally identifiable consumer information is governed by Federal and Provincial privacy laws. The use and distribution of your personal information will be used by such entity for its internal use related to fulfilling the transaction services for UBCP/ACTRA, will be treated as confidential by this entity, and will be transferred between UBCP/ACTRA and this entity only via encrypted means.

Accessing and Updating Your Information

You may review, correct, update or change your personal information at any time. Use your username and password to login to your profile to review and edit the information. You may also ask UBCP/ACTRA to edit your information, in which case, you may have to provide this request to UBCP/ACTRA in writing, originally signed.

Use of Information by UBCP/ACTRA Employees

In the course of daily operations, access to private, sensitive and confidential information is restricted to authorized employees who have a legitimate purpose for accessing it. As a condition of their employment, all UBCP/ACTRA employees are required to abide by the privacy standards established by UBCP/ACTRA. All employees are expected to maintain the confidentiality of information at all times and failing to do so will result in appropriate disciplinary measures. We confirm that notwithstanding any other provision herein, the name and contact information of the talent agent and talent agency that represents you may be given out to those who request it, but no other personal information is disclosed without permission.

Cookies

During user interaction with one of our internet sites, we may use a browser feature called a ‘cookie’ to collect information anonymously and track user patterns on our websites. A cookie is a small text file containing a unique identification number that identifies your browser to our computers each time you visit one of our sites that uses cookies. Cookies tell us which pages of our sites are visited and by how many people. This helps us to enhance the online experience of visitors to our sites.

Most major websites use cookies and most major browsers are set up to accept them. If you wish, you can reset your browser either to notify you when you have received a cookie, or to refuse to accept cookies.

Changes to Privacy Statement

Any changes to UBCP/ACTRA’s Privacy Policy will be posted at www.ubcpactra.ca

Contact Information

If you believe there has been a breach to the security of this website or if you have any questions about our Privacy Policy, please contact Alison Stewart, Privacy Officer, at info@ubcpactra.ca, or at (604) 689-0727 or toll free at 1-866-680-0727.

If you are not satisfied with the UBCP/ACTRA Privacy Policy as currently presented, you should disconnect from www.ubcp.com and send a letter outlining your concerns to UBCP/ACTRA. UBCP/ACTRA will respond promptly to your inquiry. If you are still not satisfied once you have received a reply from UBCP/ACTRA, the next recourse is to forward your complaint to the UBCP/ACTRA Executive Board, where your issues will be addressed. To forward your complaint to the UBCP/ACTRA Executive Board, please send a letter or e-mail to the address listed below. Please mark clearly on the envelope or in the title of your e-mail that your letter is related to UBCP/ACTRA’s Privacy Policy. If you are not satisfied after having dealt with us, your issue will be referred to an impartial third party.

UBCP/ACTRA
300 – 380 West 2nd Avenue
Vancouver, BC V5Y 1C8
Tel: (604) 689-0727
Toll Free: 1-866-689-0727
E-mail: privacyofficer@ubcpactra.ca

For further information on privacy and privacy legislation as it pertains to the Province of British Columbia, Canada, please visit the website for the Office of the Information and Privacy Commissioner at http://www.oipc.bc.ca/.

UBCP/ACTRA reserves the right to modify this Privacy Policy at any time.

UBCP/ACTRA System Descriptions

UBCP/ACTRA’s information applications consist of three systems. These systems are the Website, MFTS, AMS and ACTRAonline.

The Website acts primarily as a tool to allow users to view information about UBCP/ACTRA and its members. Available information ranges from news and press releases to UBCP/ACTRA policies and agreements. Content is either accessible to the public or can be restricted to be viewable only to members and/or industry accounts if required. The UBCP/ACTRA web site also houses content for ACTRA National and ACTRA PRS.

The ACTRAonline web application enables UBCP/ACTRA members to maintain their portfolio for casting directors and producers to search and view. Members can list physical traits, such as height and hair colour, as well as credits, awards, and training. All UBCP/ACTRA background, apprentice and full members receive an account. Accounts are also available for signatory casting directors and producers that allow them to search by specific criteria for UBCP/ACTRA members that might meet their requirements for a specific role.

The primary role of MFTS and AMS is to provide an application that will allow UBCP/ACTRA staff to service its members. This system will allow staff to administer member accounts, perform accounting, and create invoices and work permits. Other functionality also includes maintaining lists of engagers, productions, and work history. Finally, MFTS is able to produce reports on many different data sets and activities. MFTS also permits members to update their own personal information to assist in maintaining the integrity of the data.