Privacy Policy

1. Who We Are

RosterDeck is a talent booking and management platform designed for casting agents and supporting artists. This policy explains how we collect, use, share, and protect personal data when you use our platform.

2. Data We Collect

Supporting Artists

• Name, email address, and phone number
• Physical measurements (height, weight, shoe size, chest, waist)
• Gender and playing-age range
• Profile photos (headshots, selfies, full-length images)
• Experience types, skills, and wardrobe preferences
• DBS certification dates
• Availability and booking history
• Timesheet data (call times, arrival, wrap times, overtime, attendance)
• Ethnicity (Optional): This is collected strictly on an opt-in basis with explicit consent for casting purposes because it is considered Special Category Data. You may always choose ’Prefer not to say’.
• Identity documents (Optional): If you choose to upload them, a copy of your DBS certificate and a photo ID (driving licence or passport). These are stored in a private area, are never shown on call sheets or sent to productions, and can be deleted by you at any time.

Bank Details (Optional)

Supporting Artists may choose to add an account name, sort code and account number so that their agency can pay them, and so that RosterDeck can pay any invite reward they win. This is optional. You can leave it blank, and you can change or delete it at any time.

You may also choose to add your National Insurance number and UTR. These are optional too, and you do not need them to be paid. They are held so that your agency can complete the quarterly report HMRC requires it to file about people it has paid without deducting tax. They are encrypted in the same way as your bank details, are never sent to a production company and are never written to your agency’s accounting software, and you can remove them at any time.

Your agency sees them in one place only: the worker list they download to complete that HMRC report. No screen in RosterDeck displays them. Each time an agency downloads that list, we record which artists it covered, so there is a record of when your details were included.

Nothing is deducted from your pay. Supporting Artists are self-employed and remain responsible for their own tax.

No screen in RosterDeck shows your agency your full account number. On our pages they see the last few digits, which is enough to tell one account from another.

Your agency does receive your full details when it pays you, because a bank transfer cannot be made without them, and there are two ways that happens: the payment file they download to give their bank, and their own accounting software if they have connected it. That is how any agency pays anyone. From that point the information sits in their systems under their control, and Section 7 explains what that means.

Agents & Casting Directors

• Name, email address, and phone number
• Agency name, agency email, website, and phone
• Account preferences and organisation affiliation

Automatically Collected

• Authentication data via Google OAuth or email/password sign-in
• Session cookies required to keep you logged in
• Email delivery status (sent, bounced) for platform notifications

3. How We Use Your Data

• To create and manage your account and profile
• To allow agents to search, filter, and book talent from their roster
• To track DBS issue dates to ensure safeguarding compliance for productions
• To send availability checks, booking confirmations, and call sheets via email
• To share cast lists with production companies for approval
• To generate and manage digital timesheets
• To track email delivery and update roster status when emails bounce
• To make an Artist’s bank details available to their agency for payment
• To run Artists’ invite links: we record who joined, or which agency applied, through an Artist’s link, and show that Artist the first name and surname initial of people who joined and whether their profile is complete enough to count, so we can work out invite rewards
• To pay an invite reward an Artist has won into the bank account on their profile
• To maintain platform security and prevent abuse

4. Data Shared with Third Parties

Casting Agents

When you join an agent’s roster, whether through the members area, by invitation, or by accepting a roster request, the agent gains access to your personal data including: name, email address, phone number, physical measurements, images, availability, booking history, timesheet data, and email communication logs. This is necessary for the agent to manage bookings and communicate with you. Access is restricted to agents within the same organisation through row-level security policies.

Production Companies

When an agent submits a cast list for production approval, the following data is shared with the production company via a secure, time-limited link: talent names, headshots, physical descriptions, and role assignments. Agents may also share additional details with production companies as part of normal booking operations, such as contact details on call sheets. Production companies can approve, decline, or provide feedback on individual cast members.

Data Downloads

Agents and production companies may download data from the platform as part of normal operations. This includes roster data, cast lists for production approvals, and timesheet records. Once downloaded, that data is held by the respective agent or production company and is subject to their own data handling practices.

AI Assistant Features

RosterDeck includes optional AI-powered chat assistants on agent dashboards and on public approval and timesheet pages opened by production companies. When the assistant is used, your message and the relevant context are sent to our AI service providers, OpenAI and Google, to generate a response. We have disabled both providers’ “use my data for model training” options, so your data is not used to train AI models. Providers may retain inputs and outputs for up to 30 days for abuse monitoring, after which the data is deleted. Agencies can disable the public-facing AI chat at any time in their agency settings.

Your Agency’s Accounting Software

If your agency has connected Xero, RosterDeck writes your bank details to your contact record there when it sends finalised timesheets across, so your agency has a payee to pay. This happens only for agencies you have joined, and only if you have provided those details. If different bank details are already held there, RosterDeck leaves them alone rather than replacing them.

From that point your agency can see your full account details in their own accounting system; they have to be able to, in order to pay you. That information is then governed by that platform’s privacy policy and by your agency’s obligations as data controller, and is no longer under RosterDeck’s control. QuickBooks has no equivalent field, so nothing is written there.

Payment Files

When your agency pays a group of artists, RosterDeck works out who is owed what and produces a file for them to upload to their own online banking. That file contains your account name, sort code, account number and the amount, because those are what a bank needs in order to make the payment.

RosterDeck does not send the payment. The file is downloaded by your agency and submitted by them, and their bank makes the transfer. We keep a record of which artists were included in each file and when, but we hold no copy of the file itself and never see whether the payment was made.

Payments

RosterDeck never holds or moves the money you are paid for work. Productions pay agencies and agencies pay Artists for jobs directly, through their own banks and accounting systems. None of that money passes through us at any point.

We do record what your agency asked us to produce: that you were included in a payment file for a stated amount, and that your agency told us they had submitted it. That is not a record that you were paid. We cannot see your bank account or theirs, so if a payment has not arrived, your agency is the only party who can tell you what happened to it.

Reading an Agency’s Own Accounting Records

Where an agency has connected Xero or QuickBooks, RosterDeck reads back the invoices and bills it created there, to learn which invoices a production has paid and which Artists the agency has already paid from their bills. This reads the agency’s own financial records, not an artist’s. It does not touch any artist’s bank account and gives us no access to anyone’s banking. It runs once a day, and whenever an agent asks it to.

Service Providers

5. Cookies & Local Storage

We use essential cookies to maintain your authenticated session. We also store a cookie-consent preference in your browser’s local storage so you are not asked to accept cookies on every visit. If you follow a colleague’s invite link and choose to join, we keep that link’s code in a cookie for up to 7 days, so the invitation still counts if you finish signing up later. We do not use advertising cookies or third-party tracking pixels.

6. Profile Visibility

Artists control their own visibility through a “discoverable” setting, which is off by default. Your profile only appears in the agent Members directory if you actively switch this setting on, and you can switch it off again at any time. An agency adding you to its roster does not change this setting; only you can.

If you join RosterDeck for the first time through an invitation from an agency that has not switched on Networking Mode, the discoverable setting is not available on your profile until you become eligible, which happens automatically when that agency switches Networking Mode on, or as soon as a second, independent agency adds or invites you. Artists who register independently are not affected. Full details are in our Terms of Service.

Profile images stored on the platform are accessible to agents within your roster. Images shared as part of production approvals are visible to production personnel through secure, token-based links.

7. Data Security

• All data is transmitted over HTTPS encryption
• Database access is protected by row-level security policies ensuring agents can only view data within their own organisation
• Production approval and timesheet links use unique, unguessable tokens that expire after a set period
• Profile images are processed, compressed, and stored securely in Supabase Storage
• Authentication is handled by Supabase Auth with support for Google OAuth

Bank Details

Sort codes and account numbers are given additional protection beyond the measures above:

• They are encrypted by RosterDeck before they are stored, using AES-256-GCM. What is written to the database is ciphertext, not the number you typed, so a database backup, an export, or anyone with direct database access sees an unreadable value.
• The key that decrypts them is held separately from the database, in the application’s server environment. It is a different key from the one protecting agencies’ accounting connections, so a compromise of one is not a compromise of the other.
• RosterDeck never displays your bank details to your agency: not on any screen, export or report, and not even in part. The only thing an agent can learn from RosterDeck is whether you have added details, and only when they are about to send a timesheet to their accounting software, so they know whether to ask you.
• RosterDeck’s own team sees your full details only to pay you an invite reward you have won, and we note on that reward who last viewed them and when.
• Your agency can see your full details in their own accounting systemonce RosterDeck has written them there, and they need to be able to in order to pay you. What RosterDeck controls is its own handling; once the details reach your agency’s accounting platform they are held by your agency, under their own obligations.
• Your account name is stored without this additional encryption, as it is needed in readable form to display your details back to you and to your agency. It remains protected by the access controls above.

No system is perfectly secure, and we do not claim otherwise. Providing these details is always optional, and you can delete them at any time.

8. Data Retention

• Account and profile data is retained for as long as your account is active
• Email communication logs are retained to support delivery tracking and roster management
• Timesheet records are retained as part of the booking history
• When an agent deletes a job, all associated data (dates, assignments, emails, approvals) is permanently removed
• Email response tokens expire after 24 hours; timesheet, approval and digi-fit links expire 1–7 days after the (last) job date, as set by the agency; digi-fit photos are permanently deleted at the same point

Production & Booking Records

If you have worked on productions through the platform, minimal data (specifically your name and timesheet records) will be retained for at least 7 years to comply with HMRC and standard UK tax/employment record-keeping requirements, even if you request account deletion. All other personal data (contact details, measurements, images, and profile information) will be removed upon account closure.

Bank Details

Your bank details are deleted immediately and permanently when you remove them, or when your account is closed. We delete the stored record rather than blanking it, so no encrypted value is left behind.

Two things survive that deletion, and both are outside our reach. Anything already written to your agency’s own accounting platform is held by them. So is any payment file they have already downloaded, which is a file on their computer and in their banking system. Deleting your details here does not reach back into either, so a request to your agency is needed as well.

Your National Insurance number and UTR are deleted on the same terms. Records of the HMRC worker lists your agency has downloaded are kept, because an agency has to be able to show what it filed, but those records name you and say which identifiers were included; they do not contain the identifiers themselves.

9. Your Rights

Depending on your jurisdiction, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data (subject to the retention terms in Section 8)
• Object to or restrict certain processing of your data
• Request a portable copy of your data

Please note that data previously downloaded by agents or production companies (such as roster exports, approval records, or timesheets) is outside our control once downloaded. Deletion requests apply to data held on the RosterDeck platform only.

To exercise any of these rights, please contact us using the details below.

10. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will notify you through the platform or by email. Continued use of RosterDeck after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions about this privacy policy or your personal data, contact us at support@rosterdeck.com.