Agency Terms & Data Protection

These terms are between UNIT LIST LTD, a company registered in England and Wales (company number 17247712), registered office 4 St Georges Road, Sevenoaks, TN13 3ND (“UNIT LIST”), and the agency whose representative accepted them (“you”, “the Agency”).

They apply from the moment an agent of the Agency is approved for the Agent Portal, and continue for as long as the Agency has any approved agent or any represented client.

Jobs posted on the Platform are posted to the crew who are members of it. They are not a feed the Agency may work from on its clients’ behalf, and passing them on is the one thing that would empty the Platform of the reason crew are on it.

So an agent may not forward, repost, screenshot, paraphrase, circulate or otherwise pass on a job posted on the Platform — or the details of one — to a client, to another agent, or to anyone outside the Platform. An agent may not apply to a job, or contact the person who posted it, on a client’s behalf.

Because of that, an agent’s view of the feed is deliberately incomplete: an agent sees that a job exists, the role and the rate, but not who posted it and not any way of contacting them. Contact details found anywhere in a post are removed before it reaches an agent. This is done on the server, so it is a property of the account rather than a setting.

None of this stops an agent telling a client that UNIT LIST is where the work is posted, or encouraging them to look. The crew you represent see the whole feed, including the hirer, from their own account.

An approved agent may, for each client the Agency represents on the Platform:

• Edit how that client is presented for work — name, role, department, biography, skills, languages, location, availability, photographs, credits and public links.
• Build profiles for clients who do not yet have an account (“pending accounts”), and create real accounts from them.
• Receive and answer enquiries about clients.

An agent may never change a client’s email address, subscription, verification status, market, contact preferences, or anything the Platform has independently established about them. That list is enforced in the software, not by policy: the set of editable fields is an allow list, so a field is not editable until somebody adds it deliberately.

UNIT LIST is the controller for the Platform: accounts, the directory, messaging, search, and everything described in the Privacy Policy.

The Agency is the controller for the client information it brings to the Platform — its client list, the details it enters on a pending account, and the source it took them from. UNIT LIST processes that information on the Agency’s instruction in order to provide the portal.

Where we are joint controllers for the same processing, this document is the arrangement required by Article 26 UK GDPR. Whichever of us a person contacts, we will each give effect to their rights: contact admin@unitlist.co.uk and we will pass anything we cannot answer to the Agency, and expect the same in return.

By accepting these terms the Agency confirms that:

• You actually represent them. Every client you add, or ask to represent, is a client of the Agency. You will end the representation on the Platform when the relationship ends.
• You have a lawful basis for their data. You are entitled to hold and to give us the client information you enter, and to have it processed for the purpose of presenting them for work.
• Your clients know. They know the Agency represents them here, or will be told when we email them — which we do on the same call that creates their account, naming the Agency and telling them how to take the account over or have it removed.
• The account is theirs. A client account is created against the client’s own email address and belongs to the client. You will not create one against an Agency address, and you will not sign in as a client.
• Your agents are your staff. Each agent has their own account on an official Agency address, and you will remove agents who leave.
• You will keep it accurate. Credits, availability and contact details you enter are, so far as you know, correct.
• Jobs on the feed are not yours to pass on. You will not forward, repost, circulate or describe a job posted on the Platform to the crew you represent, or to anyone else, and you will not apply to one on a client’s behalf. Crew apply from their own accounts. This is set out in full in section 2.

• Only your roster. An agent sees only the clients their Agency represents, and only while both the Agency and that agent’s membership are active. This is enforced on the server on every request, not in the interface.
• A record of every change. Every edit an agent makes to a client’s profile is logged with the agent, the client, the field and the time.
• Pending accounts stay private. A pending account is not shown in Find Crew, is not on the public web, is not in search engines, and is visible only to the Agency that entered it and to our administrators.
• Sub-processors and transfers are those listed in the Privacy Policy, on the safeguards described there.
• Breach notification. If we become aware of a personal data breach affecting your clients, we will tell you without undue delay and give you what you need to meet your own obligations.
• Security. We keep appropriate technical and organisational measures under Article 32 UK GDPR, described in the Privacy Policy.

Representation on the Platform requires the client’s agreement, and it is theirs to withdraw. A client may end the Agency’s access from their own settings at any time, without asking the Agency and without telling us why. When they do, the Agency’s ability to see or edit that profile stops immediately.

A client who deletes their UNIT LIST account is erased from the Platform, and that erasure reaches the Agency’s records of them too: any pending account, representation, enquiry and edit log naming them is deleted with the account. The Agency may not keep a copy in order to re-create the profile.

We may suspend an individual agent, or the whole Agency, without notice, where we have reasonable grounds to believe a client’s profile is being edited without their agreement, an account has been created for somebody who is not a client, the portal is being used to obtain data about crew the Agency does not represent, or a job posted on the Platform has been passed on in breach of section 2.

Suspension is not a penalty and does not end the Agency’s obligations under section 4; it stops the access while we establish what happened. We will say why, and reinstate promptly if we are wrong.

Either of us may end this arrangement at any time. When it ends, the Agency’s agents lose portal access, representations become inactive, and pending accounts the Agency created that were never turned into real accounts are deleted within 30 days.

Client accounts are unaffected: they belong to the clients, who keep them.

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

For anything arising from them, including a data protection question or a request from one of your clients: admin@unitlist.co.uk

UNIT LIST LTD, 4 St Georges Road, Sevenoaks, TN13 3ND, United Kingdom