Who operates JOIN
M&D Media Ltd, UK operates JOIN and is responsible for its member records. Contact studio@bai-ley.com for privacy enquiries, access requests, corrections or withdrawal. JOIN membership is for adults aged 18 or over with legal capacity to participate.
What we collect
Your name, account email, date of birth, city, country, height, two likeness photographs, a clear photograph of your government-issued photo ID, signed agreement and consent evidence, verification outcome, production uses, notices and payment records. You choose PayPal or bank transfer and provide the receiving details needed for that method. We do not ask for passwords, PINs, card security codes or access to your bank or PayPal account. JOIN members sign in using their email address and password. Passwords are salted and hashed; we do not store plaintext passwords. Private administration uses the existing separate administrator sign-in.
Why we use it
We administer your requested membership, assess eligibility, review photographs, record your licence, cast approved productions and calculate and pay agreed fees. Account, licence and payment information is processed for contractual administration; records needed for tax/accounting and other mandatory requirements are retained for those duties. Security and audit records protect the service and its members. Your likeness participation and related consent are recorded separately from marketing; JOIN does not enrol you in marketing.
Verification and production use
A clear government-issued photo ID is required. Authorised administrators check its photograph, name and date of birth against your profile. Your ID is used for identity and age verification, kept separate from likeness assets, and is not supplied to productions or used to generate content. Uploading an ID does not automatically verify you. Our team confirms email, age, identity and production eligibility before making your likeness available for casting. Registration and signing do not alone approve production use. No automated biometric identification, facial template matching, actual-voice cloning or solely automated casting decision is used in this stage. Any future biometric verification requires its own information and consent where applicable.
Payments
Your chosen PayPal email, or account holder, bank, bank country, currency, account number/IBAN and routing/SWIFT information is encrypted in JOIN's database. Authorised administrators may view it for payment, with an audit record. Payments are made manually by M&D Media Ltd outside JOIN. Relevant details are provided to the chosen bank or PayPal to process the payment. A payment is recorded as completed only when an administrator enters its transaction reference. Receiving charges, conversion and applicable withholding may affect settlement and must be explained in the payment record.
Who can see information
Authorised BAI-LEY personnel review member records for administration and casting. Production partners receive only the licensed material and information needed for the authorised production. Photographs are private and not a public directory. JPEG, PNG and HEIC/HEIF images up to 20 MB are accepted. We retain uploaded originals and may store smaller JPEG previews separately for display. Preview preparation takes place on your device; photographs and ID are not sent to an external conversion service. Administrators review photo ID from the uploaded original. Government photo ID copies are encrypted separately and accessible only to authorised administrators through an audited interface. Members see submission and review status in their account. Existing OpenAI Sites/Cloudflare infrastructure provides hosting, database and private storage. When connected, Google Workspace sends JOIN verification, password-reset and production-notice emails through dave@bai-ley.com, with replies directed to studio@bai-ley.com. An alternative configured transactional service may be used. These services receive the email address and message needed for delivery. Providers and production partners may process information internationally; contact us for the applicable processor and transfer arrangements. Raw photographs are not sold as a dataset or supplied for general-purpose model training.
Your choices and rights
You can update your profile, replace photographs, choose payment details and stop future participation in your account. Contact studio@bai-ley.com to request access, correction, erasure, restriction, portability or human review, or to withdraw a relevant consent. Existing lawful production rights and outstanding payments may survive withdrawal; privacy rights are assessed separately. You can complain to the UK Information Commissioner's Office or your applicable local authority.
Retention
ID copies are retained for staff verification and any necessary follow-up. Administrators can remove the copy once it is no longer needed, retaining a record of the verification, reviewer and date. Replacing an ID requires a new review before future casting. Contact studio@bai-ley.com to request removal or ask about retention. Other information is retained while your membership, production permissions or payments need administration. Requests to close an account or remove replaced photographs are reviewed by the team. Unneeded application material is removed following that review; necessary licence, dispute, tax and payment evidence may be retained for applicable legal periods. We do not promise deletion of already distributed lawful productions. Permanent object identifiers remain as non-personal tombstones when underlying personal data is erased. Contact us for the retention basis and period applying to your records.
Security and consent
Private storage, authenticated access checks, encrypted payment details and audit records are used. Upload only the requested government photo ID, likeness photographs and receiving instructions. Do not include unrelated sensitive documents. Your signed licence is not blanket consent to unrelated personal-data processing. Additional uses require appropriate notice and a lawful basis.