PRIVACY POLICY

RACCOON FREELANCER PRIVACY NOTICE

Who we are and what this notice covers

REP London Ltd, trading as Raccoon London ("Raccoon", "we", "us"), is committed to protecting the privacy and security of your personal information. This notice explains how we collect and use personal information about the freelance photographers, videographers and other creatives we work with, before, during and after your working relationship with us, in accordance with the UK GDPR and the Data Protection Act 2018.

For this information, Raccoon is the "data controller" — we decide how and why your personal information is used. This notice does not form part of your Freelancer Agreement, and we may update it from time to time. It sits alongside our main Privacy Policy, which covers visitors to our website and our clients.

The information we hold about you

We collect and use the following information about you: your name and business or trading name; contact details (address, phone numbers, email); your headshot, bio and portfolio images or footage you submit for your Raccoon profile; your availability, rates and booking history; copies of your insurance policies; bank or Wise payment details, invoices and tax or VAT information; company details where you contract through a company; correspondence between us, including by email and WhatsApp; and feedback relating to assignments you have carried out.

We do not routinely collect special category (sensitive) data about you. If you choose to tell us something relevant — for example a health issue affecting an assignment — we use it only for that purpose.

How we collect it

Almost all of this information comes directly from you: when you apply to join the network, complete onboarding, quote for and carry out assignments, and invoice us. Occasionally we may receive information from others, such as a client's feedback on an assignment or a reference.

How and why we use it

We use your personal information: to onboard you and administer your Freelancer Agreement; to offer you assignments, agree fees and manage bookings; to feature your profile and portfolio on our website and put you forward to clients, in line with your agreement; to pay your invoices; to keep accounting and tax records; to manage quality, resolve any issues and maintain our network; and to keep in touch about work and opportunities.

Our lawful bases for this are: performance of our contract with you; compliance with our legal obligations (such as accounting and tax rules); and our legitimate interests in running and promoting our business and network, where those interests are not overridden by yours.

Who we share it with

We share limited information where needed to do the above: with clients (your name and portfolio when you are put forward or booked); with service providers who support our business, such as accounting, payment (including Wise), IT, cloud storage and website providers; and with professional advisers. We require third parties to keep your information secure and use it only on our instructions. We never sell your personal information.

International transfers

We work with freelancers and clients around the world, so your information may be transferred outside the UK — for example when paying you in your local currency or putting you forward to an overseas client. Where we do this, we ensure an appropriate lawful transfer mechanism or safeguards are in place.

How long we keep it

We keep your information for as long as you are part of the Raccoon network, and afterwards only as long as necessary — typically up to six years for financial and contractual records, in line with legal requirements. Your website profile is removed when you leave the network or on request.

Security

We have appropriate measures in place to protect your information against loss, misuse and unauthorised access, and we limit access to those who need it. If we become aware of a data breach affecting you, we will notify you and any applicable regulator where legally required.

Your rights

You have the right to request access to the personal information we hold about you, to have it corrected or erased, to object to or restrict certain processing, and to request transfer of your information to another party. There is normally no fee. It's also important that the information we hold is accurate — please tell us if your details change.

To exercise any of these rights, contact Helen Abraham at helen@raccoonlondon.com. If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office (ico.org.uk), though we'd appreciate the chance to resolve any concern first.

Questions

If you have any questions about this notice, please contact Helen Abraham at helen@raccoonlondon.com.

Last updated: August 2026