Privacy notice

1. Who this covers

It covers people who run casting calls with us, and the colleagues and producers they share with.

It also covers visitors to the site.

If you applied to a casting call, the production team running it decides how your application is used. We hold it for them, as the Terms of Submission explain.

2. What we hold, and why

Your account: your name, company and email address, and any answers you give when you set up.

Your casting calls: the roles, briefs and production details you write, and your decisions on applicants.

Payments: the name, address and VAT number for your invoice, and what you paid. Stripe takes your card details, and we never see the card number.

Emails: sign-in links, receipts and invoices. Reminders about an unfinished call go only if you ticked the box for them.

People you share with: the name and email address of a colleague or producer you invite.

We also hold the answers and notes they leave.

Messages: what you send us through Contact us or a request for a quote, so we can answer.

Keeping the service safe: the network address a request comes from, so we can stop repeated attempts.

We also note when, and from which network address, the agreement was accepted.

A record of what was done in each casting call, such as a decision or a download.

It shows how applicants' information was handled.

3. Our legal reasons

We use your account, casting calls and payment details to provide the service you signed up for. That is our contract with you.

We keep invoices and payment records because tax law requires it.

We send reminders only with your consent. You can withdraw it on your account page at any time.

Some things we hold because we have a legitimate interest in running a safe, accountable service.

That covers network addresses, the record of actions, messages and the details of people you invite.

4. Who else handles it

A few suppliers each handle their own part of the service, under contract and only on our instructions.

Vercel hosts the site and stores its files. Neon runs our database. Resend sends our emails.

Vercel also counts visits to the site: which pages, from where, on what kind of device, and how quickly they load. It sets no cookie and does not know who you are.

We count visits ourselves too, to see the order people move through the site. We keep the pages, where the visit came from, the country and the kind of device. A visitor is known only by a code that changes every day, so no two days can be joined up. Nothing is stored on your device, and these counts are deleted after 13 months.

Stripe takes card payments. FreeAgent keeps our accounts and makes VAT invoices.

The site, its database and its files are hosted in the UK and the EU.

Some of these suppliers are based in the US and may handle information there.

Where they do, it is protected by the safeguards UK law requires.

We never sell personal information. We do not use it for advertising, or to train AI.

5. How long we keep it

Your account and casting calls: while your account is open. Ask us to close it and we delete it, with its calls and files.

A sign-up that is never confirmed: deleted after seven days.

Invoices and payment records, in our accounts: at least six years, as UK tax law requires.

Network addresses used to stop repeated attempts: 24 hours.

The record of actions in a casting call: kept as its audit trail, so it can be accounted for later.

Applicants' information: deleted on the date each casting call states, usually 30 days after the production finishes.

6. Cookies

We use only the cookies the site needs to work. There are no analytics or advertising cookies, so we do not ask you to accept any.

oc_session and oc_ctx keep you signed in, for up to 30 days.

oc_review lets a producer open the list they were sent.

7. Your rights

You can ask for a copy of your information, have it corrected, or have it deleted.

You can also ask us to limit or stop how we use it.

You can ask for it in a format you can reuse, to take elsewhere.

Write to richard@cwcasting.co.uk and we will reply within one month.

If you applied to a casting call, ask the production team named on it first. We will pass on any request that reaches us.

You can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. Please give us the chance to put it right first.

8. Changes to this notice

When what we do changes, we update this notice and the date at the top.