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.

Invite Rewards

From time to time we may offer Supporting Artists rewards for inviting colleagues or introducing agencies to RosterDeck. The current rewards, and how they are decided, are shown in the Invite a Colleague section of your settings. By taking part you agree that:

• Rewards are paid at RosterDeck’s sole discretion, and our decision on who has won is final.
• We may disqualify anyone, and withhold or recover a reward, if we reasonably believe the rewards have been gamed or misused: for example through fake, duplicate or incomplete accounts, profiles filled in only to count, invitations sent without the person’s agreement, or anything else that is not in the spirit of inviting real colleagues. This applies even to methods these Terms do not list.
• Rewards are paid by bank transfer to the bank details on your profile. They are not pay for work, and you are responsible for any tax due on them.
• We may change, pause or end the rewards at any time. A reward we have already confirmed you have won will still be paid, unless it is disqualified as above.

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.

Rate Cards, Timesheets & Pay Calculations

The Platform allows agents to configure rate cards (day and fitting rates, overtime rates and rounding rules, holiday pay percentages, commission, and supplement fees) and to apply them to jobs so that timesheet pay amounts (“chits”), summaries, exports, and draft accounting documents are calculated automatically from the times and supplements recorded.

All rates and calculation settings are supplied and controlled by the agent. RosterDeck performs arithmetic on the figures the agent has entered; it does not verify those figures against any collective or union agreement, statutory minimum wage or holiday pay requirements, or any contract between an agent, Artist, or production company. Any preset rate templates offered on the Platform are provided for convenience only. Agreements and statutory rates change, and it is the agent’s responsibility to check that any preset or configured rate is current, applicable, and correct before use.

Agents are solely responsible for:

• the accuracy of all rates, percentages, fees, and per-booking overrides they enter;
• reviewing calculated amounts (on timesheets, chits, emails, downloads, and exports) before relying on them or making any payment based on them;
• reviewing all draft invoices and bills created in connected accounting platforms (such as Xero or QuickBooks) before approving, issuing, or paying them. Documents are always created as drafts for the agent’s review; and
• their own payroll, tax, National Insurance, pension, and holiday pay obligations towards Artists.

Calculated figures are provided as an administrative and record-keeping aid only and do not constitute payroll, accounting, tax, or legal advice. To the maximum extent permitted by law, RosterDeck accepts no liability for any loss arising from incorrectly configured rates, from reliance on calculated figures without review, or from data transferred to third-party accounting platforms.

Artist Bank Details

Artists may choose to enter bank details (account name, sort code and account number) on their profile so that their agency can pay them. Providing this is entirely optional, and an Artist may change or delete it at any time. An Artist may also choose to provide a National Insurance number and Unique Taxpayer Reference, which are likewise optional, are not required in order to be paid, and are held solely so that the Agency can meet its own statutory reporting obligations to HMRC. RosterDeck does not transmit either to a production company or to any accounting provider; they are released to the Agency only through the HMRC export described below, and an Artist may remove them independently of their bank details.

Sort codes and account numbers are encrypted at rest. No screen in the Platform shows an agent a full account number, and no feature returns one on request; on a pay run an agent sees the last two digits of a sort code and the last four of an account number, which is enough to tell two accounts apart and not enough to pay one. These details are never included on call sheets, timesheets, cast lists, or anything sent to a production company.

An agency does necessarily come to hold an Artist’s full details, because it cannot pay them otherwise, and there are exactly two routes by which that happens: the payment file an agent downloads in order to pay a batch of Artists through their own bank, and the contact record written into a connected accounting platform as described below. Both are the agency acting as its own data controller in its own systems. Each release is recorded against the Artist concerned.

Where an agent has connected an accounting platform that can store them, the Platform may write an Artist’s bank details to that Artist’s contact record in it, so that the agent can pay them. At present this applies to Xero only; QuickBooks provides no field for supplier bank details, so none are sent to it. From that point the agent can see those details in their own accounting platform, which is necessary in order to make a payment; that information is then governed by that platform’s terms and by the agent’s own obligations as data controller. The Platform will not overwrite bank details already held in a connected accounting platform that it did not write itself; where it finds different details, it leaves them unchanged and reports the difference to the agent.

Accuracy of Bank Details

Artists are responsible for the accuracy of the bank details they enter, and for keeping them current. The Platform stores what it is given: it does not carry out modulus checking, Confirmation of Payee, or any other validation against a banking system, and a well-formed but incorrect account number will be stored and presented without complaint.

Agents are responsible for the payments they authorise. Where the Platform produces a payment file, it states what its records show is owed and to the details on file; the agent submits that file to their own bank and authorises it there, and it is at that point that the bank’s own payee checks apply. RosterDeck does not initiate, execute, approve or reverse any payment.

A payment sent to an account that does not belong to the intended recipient is difficult and sometimes impossible to recover. RosterDeck accepts no liability for a payment made to incorrect bank details, however those details came to be incorrect, including where they were entered wrongly by an Artist, changed by an Artist after a file was produced, or altered after leaving the Platform. Recovery of such a payment is a matter between the paying agent, their bank and the recipient.

A payment file reflects the details held at the moment it is produced. An Artist may change their details at any time afterwards, and the Platform will not re-issue an unchanged copy of a file whose underlying details have moved.

RosterDeck does not make payments, hold client money, or act as a payment service. Money flows between production companies, agents and Artists directly, through their own banks and accounting systems. RosterDeck is not a party to it and at no stage receives, holds or transmits any of it.

The Platform records what it has been asked to produce and what an agent has told it: that a payment file was generated for named Artists, and that an agent stated they had submitted it to their bank. None of that is evidence that a bank moved money. The Platform cannot observe a payment being made, and these records must not be relied on as proof that an Artist has been paid. Where the Platform reads an agent’s connected accounting software to learn whether an invoice or bill it created there has been marked paid, it records only what that software reports. That reflects the agent’s own records and is never a determination by the Platform that payment was received or made.

HMRC Reporting

RosterDeck does not prepare, submit or file any return to HMRC on an agent’s behalf, is not an agent of any user for tax purposes, and does not provide tax, accounting or legal advice. Agents remain solely responsible for determining which reporting obligations apply to them, for the content and accuracy of anything they file, and for meeting the relevant deadlines.

The Platform can produce worker data drawn from an agency’s own timesheets and from details Artists have entered, arranged to match the column order and formats HMRC specifies for the employment intermediaries return. That output is source data, not a completed return, and it is provided without warranty that it is complete, accurate or sufficient for any filing. The Platform does not supply HMRC’s template, which HMRC publishes and revises; agents must obtain the current version themselves. Determining which engagement reason code applies to a worker is the agency’s decision, not the Platform’s.

An Artist’s National Insurance number and Unique Taxpayer Reference are released to their agency only through this export, are never written to a connected accounting platform, are never sent to a production company, and are never displayed on any screen. Each release is recorded against the Artist concerned. Artists who have not provided them will appear on the output with those fields empty, and it is the agency’s responsibility to complete or obtain them before filing.

Producing this data does not make RosterDeck a tax agent, an accountant, a payroll bureau or an employment intermediary, and does not transfer any part of an agency's reporting duty to RosterDeck. RosterDeck is not registered with HMRC to act on any user's behalf and cannot be appointed to do so through use of the Platform. Whether an agency is within scope of the reporting rules at all, which workers must be included, what figures are correct and whether a worker is properly treated as self-employed are all matters for the agency and its own professional advisers.

The Platform reports only what it holds. Where an Artist has not provided a National Insurance number or UTR, or where information is missing or wrong, the output will reflect that, and it is the agency's responsibility to identify and resolve such gaps before filing. RosterDeck does not verify any identifier against HMRC records or any other source.

RosterDeck accepts no liability for any penalty, interest, assessment, investigation or other loss arising from a return that is late, incomplete, incorrect or rejected, from an incorrect determination of a worker's employment status, or from reliance on the output of the Platform in place of professional advice.

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.

Electronic Document Signing & Retention

The Platform includes an electronic signing facility that lets agents send documents (such as NDAs and appearance releases) to Artists for e-signature. Agents are solely responsible for the content, legality, and suitability of any document they upload and send for signing. RosterDeck provides the signing mechanism and audit record only; it is not a party to, and accepts no responsibility for, any agreement signed through the Platform.

Signed documents are not stored as files. The Platform retains the signing record (the source document, who signed, when, the captured signature, and the document’s digital fingerprint) and reproduces the signed PDF (including the signature certificate page) on demand from that record whenever it is downloaded.

It is the agent’s responsibility to download and retain copies of any signed documents they need to keep. Artists are automatically emailed their own executed copy at the time of signing. RosterDeck does not guarantee the continued availability of any signed document and is not liable for the loss or unavailability of signed documents on the Platform.

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. Rate Cards, Pay Calculations & Timesheet Records

RosterDeck calculates pay from two things: the rate card you configure, and the times recorded against each Artist on a timesheet. Every figure on a rate card (day, night, shift and fitting rates, overtime rates, thresholds and rounding, supplement fees, holiday accrual and your commission) is entered and maintained by you.

Rate card templates. We provide templates that prefill the published rates of common industry agreements. A template is:

• A one-time snapshot copied onto your card at the moment you create it, provided so you do not have to retype figures. It does not update itself
• Not legal, financial, or professional advice, and not maintained in step with the underlying agreements: rates are renegotiated, and travel allowances in particular change most years
• Not an agreement between you and any union or trade body. RosterDeck is not a party to, and does not act for or represent, PACT, BECTU, Equity, the BBC, or any other body whose rates a template may reproduce

Your responsibility. Before you rely on a rate card, you are responsible for satisfying yourself that it produces the figures your agreement requires, including reviewing the first chit generated under it. Where the output of a rate card differs from the agreement or contract that actually governs an engagement, that agreement or contract prevails, and settling any resulting difference is a matter between you, the Artist, and the production company.

What a timesheet or chit is. Timesheets, chits, exports and reports produced by the Platform are a record of information entered by you, by a production contact, or by an Artist. They are not an invoice, a payslip, a statement of statutory entitlement, or confirmation that any sum is payable. RosterDeck is not a party to any engagement between an agency, an Artist and a production company; it does not pay Artist fees, does not deduct tax or National Insurance, and does not verify that recorded times are accurate.

If you believe a calculation is wrong, please tell us at support@rosterdeck.com and we will investigate. Nothing in this section removes our obligation to supply the Platform with reasonable care and skill.

10. The AI Assistant

The Platform includes an AI assistant on agent pages and on the timesheet and approval links sent to production. It reads the data on the page you are working in, answers questions about it, and can prepare changes for you to review. It is designed to save you time on the routine parts of a shoot day.

It assists, it does not decide. Answers are generated automatically from the data on the page. They are provided as a convenience and are not legal, financial, employment, tax, or professional advice. Nothing the assistant says varies these Terms, a rate card, a contract, or any agreement between an agency, an Artist, and a production company.

The page is the record. Like any system of this kind, the assistant can occasionally misread a question or summarise something imprecisely. Where an answer differs from what the Platform itself shows on a timesheet, chit, rate card, cast list, invoice, or export, the Platform’s own figures and records prevail. Before you rely on an answer for anything with a financial, scheduling, contractual, or safety consequence, check it against the page it came from. Section 9 applies to those figures in full.

You confirm every action. The assistant does not change your data on its own. Where it can act, it prepares the change and shows you exactly who and what it affects; nothing is applied until you confirm it on screen. You remain responsible for the changes you confirm, in the same way as if you had made them by hand.

What you type. Conversations with the assistant are processed by third-party AI providers on our behalf (see Section 14 and our Privacy Policy). Please do not enter information that is not relevant to the task in hand, and treat special category or sensitive personal data with the same care as you would anywhere else on the Platform.

To the extent permitted by law, RosterDeck is not liable for loss arising from reliance on an assistant answer that has not been checked against the Platform’s own records. If the assistant gets something wrong, please tell us at support@rosterdeck.com so we can look into it and improve it. Nothing in this section removes our obligation to supply the Platform with reasonable care and skill.

11. 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.

12. 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

13. 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

14. 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.

15. 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

16. 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.

17. 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.

18. 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.

19. Contact Us

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