Terms of Service

1. About These Terms

These Terms of Service (“Terms”) govern your access to and use of the RosterDeck platform, including the website, applications, and all related services (collectively, the “Platform”). By creating an account or using the Platform in any way, you agree to be bound by these Terms and our Privacy Policy.

Registration Consent: All new users — whether registering as a supporting artist (an “Artist”) or applying for an Agent account — must affirmatively agree to these Terms and our Privacy Policyduring the account creation process.

If you do not agree to these Terms, you must not use the Platform.

2. Eligibility

• You must be at least 18 years old to create an account
• If you are registering on behalf of an agency or organisation, you confirm you have the authority to bind that entity to these Terms
• You must provide accurate and complete information during registration and keep your account details up to date

3. Account Types & Roles

Artists

Artists use the Platform to maintain a profile, manage availability, choose whether their profile is discoverable by other agencies (see Section 4), respond to booking requests, and complete timesheets. Each Artist has a single profile, which may be connected to more than one agency.

Agents & Casting Directors

Agents use the Platform to manage talent rosters, create production jobs, send availability checks, book talent, generate timesheets, and submit cast lists for production approval. Agent accounts operate on a pay-as-you-go credit billing system (see Section 6).

Agents are solely responsible for vetting any Artist they add to their roster, whether by signing them up through the members area or by inviting them directly. RosterDeck does not verify, endorse, or guarantee the suitability, identity, qualifications, or conduct of any Artist on the Platform.

Production Companies

Production companies may interact with the Platform through secure, time-limited links to review and approve cast lists. They do not require an account but are bound by these Terms when accessing any part of the Platform.

4. Discovery, Visibility & Multiple Representation

One profile, multiple agencies

RosterDeck is built around a single profile for each Artist. The same Artist may be represented by more than one agency at the same time, reflecting how supporting-artist representation commonly works. Adding an Artist to your roster does not give your agency any exclusive rights over that Artist, and an Artist may join, leave, or be represented by other agencies independently of your agency.

Discoverability is opt-in (Artists)

Artists are not discoverable by default. Your profile is private unless you actively choose to switch on the “discoverable” setting in your account settings. This is your decision, and yours alone:

• While discoverable is switched on, your basic profile may appear in the Members directory so that agencies you are not yet signed with can find you and invite you to their roster.
• While discoverable is switched off (the default), you will not appear in the Members directory, and only agencies you are already connected with can see your profile.
• You can change this setting at any time. Switching it off removes you from the directory going forward.

An agency adding or inviting you to their roster does not make you discoverable to other agencies. Only you can choose that, by switching the setting on.

One exception: if you join RosterDeck for the first time through an invitation from an agency that has not switched on Networking Mode (see below), the discoverable setting is not shown on your profile until you become eligible. This happens automatically as soon as your introducing agency switches Networking Mode on, or a second, independent agency adds or invites you. If you registered on RosterDeck independently, this exception does not apply to you.

Inviting from the directory (Agents)

The Members directory lets you discover and invite Artists who have chosen to be discoverable, so you can grow and scale your roster. You acknowledge that Artists listed in the directory may already be represented by other agencies; that discovery is reciprocal, meaning other agencies can likewise discover Artists who have opted in; and that an Artist must accept your invitation before they join your roster. Browsing the directory is only available while your agency has Networking Mode switched on (see below). You remain solely responsible for your own checks on any Artist you invite (see Section 3).

Networking Mode (Agents)

Discovery operates on a Networking Mode basis, which is off by default. While your agency's Networking Mode is off:

• your agency's users cannot browse, search, or invite Artists through the Members directory; and
• any Artist who joins RosterDeck for the first time through your agency's invitation is not listed in the directory and is not shown the discoverable setting.

Switching Networking Mode on lets your agency browse and invite from the directory, and lets the Artists you represent choose to opt into discoverability. An Artist also becomes able to opt in, regardless of your setting, as soon as a second, independent agency adds or invites them, or if they already had a RosterDeck account before your agency invited them.

Enabling Networking Mode does not make any Artist discoverable — it simply gives them the choice, which stays off unless the Artist switches it on. If you later switch Networking Mode off, Artists who have already opted in remain discoverable by their own choice, while those who have not are no longer offered the option. To discourage misuse, Networking Mode must remain on for a minimum period before it can be switched off again. It does not affect your agency's other functions, including inviting Artists directly, managing your roster, creating jobs, and making bookings.

5. Acceptable Use

You agree not to:

• Use the Platform for any unlawful purpose or in violation of any applicable law
• Upload false, misleading, or fraudulent profile information
• Upload images you do not own or do not have permission to use
• Attempt to access another user's account or data without authorisation
• Scrape, crawl, or use automated tools to extract data from the Platform
• Interfere with or disrupt the Platform's infrastructure or security
• Use data obtained from the Platform for unsolicited marketing, spam, or any purpose unrelated to legitimate casting and booking activities
• Share secure links (approval links, timesheet links) with unauthorised third parties

We reserve the right to suspend or terminate any account that violates these Terms, without prior notice and without refund.

6. Fees & Payment

Credit-Based Billing

Agent accounts operate on a pay-as-you-go credit basis. There are no core monthly subscription fees for accessing the Platform. Agents purchase credits in pre-paid credit packs, which are shared across their agency.

Credit Consumption: One (1) credit is consumed each time a cast member is marked as booked on a specific job date. Where an agency holds both gifted and purchased credits, gifted credits are always consumed first.

Nature of Credits

Credits are a prepaid licence to use the Platform. They are not a stored monetary balance, have no cash value, are not transferable between agencies, and cannot be exchanged for cash except as expressly set out below.

Expiry of Purchased Credits

Purchased credits do not expire and remain on your agency's account until spent.

Gifted & Promotional Credits

Credits granted by RosterDeck without payment — including the free credits issued to new agency accounts on signup and any promotional credits we may add to your account from time to time — are discretionary. Specifically:

• Gifted credits expire 60 days after they were granted and any unspent gifted credits are automatically removed from your balance after that period.
• RosterDeck may modify, revoke, suspend, or expire gifted credits at any time, with or without notice, at our sole discretion.
• Gifted credits have no cash value and are not refundable under any circumstance.

Refunds on Purchased Credits

Once delivered, purchased credits are non-refundable except as follows:

• Automatic booking refunds: credits are returned to your balance automatically when a booking is cancelled, provided no call sheet has yet been sent to that cast member for the relevant job date. Once a call sheet has been sent the credit is committed and is no longer eligible for refund.
• Discretionary refund of unspent purchased credits: if you choose to close your agency account, you may request a refund of the unspent portion of your most recent credit pack purchase, provided that the request is made within 30 days of the purchase date. Earlier purchases and any credits already spent are non-refundable.
• Statutory rights: nothing in these Terms limits any non-excludable rights you may have under the UK Consumer Rights Act 2015 or other applicable law.

Refunds, where granted, will be returned to the original payment method via Stripe and may take 5–10 business days to appear. Credits associated with the refunded portion will be removed from your balance.

Optional Extras

Certain optional services (such as SMS reminders, custom email domains, white-label branding, and AI assistant usage) draw from your agency's credit balance. SMS reminders and AI assistant usage are metered. Custom email domains and white-label branding operate as credit-based monthly subscriptions. If you disable a monthly credit subscription, the remaining unused portion of that month's subscription credit will be refunded to your agency balance.

Changes to Pricing

We may change our credit pack prices, credit consumption rules, expiry windows for gifted credits, or optional extra costs at any time. Any changes to pricing will be posted on the Platform. Changes will not retroactively expire purchased credits already on your account.

Discontinuation of the Platform

If RosterDeck discontinues the Platform or any material portion of it, we will give registered agency accounts at least 30 days' notice by email and in-Platform notice. During that notice period we will, at our discretion, either:

• continue to honour unspent purchased credits for normal use until the discontinuation date; or
• refund the cash value of any unspent purchased credits pro-rata, based on the original purchase price per credit of each pack, to the original payment method.

Gifted and promotional credits will be cancelled on discontinuation without refund or compensation. Credits already spent are not refundable in any scenario.

Platform Role & Payment Between Parties

RosterDeck is a software platform that facilitates connections between agents and Artists. RosterDeck does not operate as a talent agency, casting agency, employer, or intermediary.

RosterDeck has no involvement in the payment of Artists. The standard payment flow is between production companies, agents, and Artists directly. Productions pay agents, and agents pay Artists. RosterDeck is not a party to these transactions and accepts no responsibility for late payments, non-payment, payment disputes, or any financial arrangements between users.

Payment of fees or credit purchases to RosterDeck does not create an employment, agency, or partnership relationship between RosterDeck and any user. RosterDeck is not a party to any agreement between agents, Artists, and production companies.

7. Content & Data Ownership

Your Content

You retain ownership of all content you upload to the Platform (photos, profile information, documents). By uploading content, you grant RosterDeck a non-exclusive, royalty-free licence to store, display, and transmit that content as necessary to operate the Platform — for example, showing your profile to agents, including your headshot in cast lists sent to production companies, or displaying your details on timesheets.

Downloaded Data

Agents and production companies may download data from the Platform as part of normal operations — including roster data, cast lists, approval records, and timesheets. Once data has been downloaded or shared outside the Platform, RosterDeck has no control over how that data is used, stored, or deleted by the receiving party.

Platform Content

All other content on the Platform — including design, branding, code, and documentation — is owned by RosterDeck and may not be copied, modified, or redistributed without written permission.

8. Data Retention on Account Closure

If you close your account, the majority of your personal data will be deleted. However, if you have been booked on productions through the Platform, your name will be retained in job, booking, and timesheet records. This is necessary to maintain accurate historical records for agents and production companies. Full details are set out in our Privacy Policy.

9. Platform Availability & Disclaimer of Warranties

The Platform is provided on an “as is” and “as available” basis. We do not warrant that:

• The Platform will be available at all times or without interruption
• The Platform will be free from errors, bugs, or security vulnerabilities
• Any data stored on the Platform will be preserved indefinitely — you are responsible for maintaining your own backups of important information
• The Platform will meet your specific requirements or expectations

We may modify, suspend, or discontinue any part of the Platform at any time, with or without notice. We will make reasonable efforts to notify users in advance of any significant changes.

10. Limitation of Liability

To the maximum extent permitted by law:

• RosterDeck shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of revenue, lost profits, loss of data, or loss of business opportunities, however caused
• RosterDeck shall not be liable for any loss of data, whether caused by system failure, software bugs, third-party service outages, cyberattacks, or any other reason
• RosterDeck shall not be liable for any actions, omissions, or conduct of any user, agent, Artist, or production company — including failure to pay, failure to show up, disputes over bookings, or misuse of downloaded data
• RosterDeck shall not be liable for the accuracy or completeness of any information provided by users on their profiles
• RosterDeck's sole obligation and your exclusive remedy for any claim arising from the Platform shall be limited to a refund of fees you have paid to RosterDeck, at our reasonable discretion. Under no circumstances shall RosterDeck be liable for any damages, losses, or costs beyond a refund of fees actually paid

11. Indemnification

You agree to indemnify and hold RosterDeck, its directors, employees, and affiliates harmless from any claims, damages, losses, or expenses (including legal fees) arising from:

• Your breach of these Terms
• Your use or misuse of the Platform
• Content you upload to the Platform
• Any dispute between you and another user, agent, or production company
• Your violation of any applicable law or regulation

12. Third-Party Services

The Platform integrates with third-party services including Supabase, Google, Resend, and Vercel. Your use of these services is subject to their respective terms and privacy policies. RosterDeck is not responsible for the availability, accuracy, or conduct of any third-party service.

13. Suspension & Termination

• We may suspend or terminate your account at any time if you breach these Terms
• We may suspend or terminate your account if your subscription payment fails and is not resolved within a reasonable period
• You may close your account at any time through account settings or by contacting us
• On termination, your right to use the Platform ceases immediately. Data retention on closure is governed by Section 8 and our Privacy Policy
• Sections that by their nature should survive termination (including Limitation of Liability, Indemnification, and Governing Law) will continue to apply

14. Changes to These Terms

We may update these Terms from time to time. If we make material changes, we will notify you through the Platform or by email at least 14 days before the changes take effect. Your continued use of the Platform after the updated Terms take effect constitutes your acceptance. If you do not agree with the updated Terms, you must stop using the Platform and close your account.

15. Governing Law

These Terms are governed by the laws of England and Wales. Any disputes arising from these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

16. Severability

If any provision of these Terms is found to be invalid or unenforceable by a court of competent jurisdiction, the remaining provisions will continue in full force and effect.

17. Contact Us

If you have questions about these Terms, contact us at support@rosterdeck.com.