Privacy notice

This notice explains what personal information Stoodiohub keeps, why, who can see it, how long it is kept and your rights. Stoodiohub is the app film productions use to plan and run a shoot. It is written in plain words; if anything is unclear, email hello@stoodiohub.com.

1. Who is responsible

Stoodiohub ("we") runs Stoodiohub and is the controller for your account and your own profile.

Each film on Stoodiohub is run by a production (its owner and the people they make producers). For what a production adds about its film and its people (the crew list, call sheets, schedules, attendance, contracts, rates and pay, incident reports), the production is the controller and we process that information on its behalf. If you have a question about how a film uses your information, ask its production first; we will help.

2. What we keep

• Your account: name, email, phone, password (stored scrambled, never readable), passkeys, your date of birth (to confirm you are 18 or over), and when you agreed to these terms.
• Your profile, in parts you fill in yourself: work (jobs, departments, showreel and links), sizes, food and health (diet, allergies), emergency contacts, photos, driving licence and vehicles, the postcode district you travel from (for travel and claims) and, if you fly a drone, your flyer details. When you ask for a lift on a film (or share your address for pickups), your address is shared with your driver and that film's planners, no one else. Under-18s: details their guardian adds.
• What happens on a film you are on: your job and department, your days and call times, scenes and characters, meals you choose, beds and lifts, when you sign in and out on site (and how: your phone, a QR code, an AD, an NFC tag), timesheets, takes you log, notes, tasks, contracts you sign (with the time, your internet address and browser as the record of signing), incident reports if you are hurt, and photos and video you upload.
• Money (seen by producers only): rates, fees, timesheet costs, travel claims and purchases.
• Technical: server logs (internet address, page, time) for security; phone-alert subscriptions; a record of changes (who changed what, when) on every film.

3. Why, and on what basis

• To run the service you signed up for (contract): your account, your profile, the films you are on.
• Safety and the law (legal obligation and legitimate interests): the fire register of who is on site, emergency contacts, first aid and incident records, child performer licences and chaperones, risk assessments, and keeping accident records for three years.
• Keeping Stoodiohub secure and working (legitimate interests): logs, rate limits, the record of changes.
• With your consent, which you can take back at any time: being findable by productions, appearing on a film's Crew Socials wrap page, phone alerts, and anything a production asks your permission for.
• Health information (allergies, diet for medical reasons, injuries) is a special category: it is kept for your health and safety at work and in emergencies, shown only to catering and first aid (allergies) or first aiders and producers (incidents), and every look at it is logged.

4. Who can see it

Everything in Stoodiohub is behind a login, and each film decides who sees what by role (owner, admin, head of department, crew, cast, viewer) and department. Some examples: phone numbers to heads and production; sizes to costume and make-up; allergies to catering and first aid; addresses and dates of birth to production; money to producers only; your own pay to you, after wrap. Sensitive details are encrypted in our database and opening some of them is logged.

A few things can be opened without a login, each only by its own unguessable link and only what it was made for: a film's Crew Socials wrap page (only people who said yes, and an under-18 only with a guardian's yes), a contract's signing link, a shared document link (which expires and can be revoked), a film's public page by its codename, the link to undo an email change, pictures shared with a social network for a post a producer approved (for one hour), and a film's board on a TV someone on the production paired.

5. Other companies we use

• Hosting: Stoodiohub runs on our own server in England, with the photos and video it holds; we may move it to a UK or European hosting company, and will update this notice if we do.
• Email and backups: DreamHost (United States) sends Stoodiohub's emails and keeps our nightly backups, encrypted before they leave our server.
• Maps, places and weather: your browser loads map pictures from OpenStreetMap, Esri and Ordnance Survey (and Google, if a film brings its own key); searches for places go to OpenStreetMap's search; weather comes from Open-Meteo for the film's locations, not for you.
• Phone alerts pass through Apple's, Google's or Mozilla's alert services, as all web alerts do.
• Only if a production connects them: its Google Drive, its social media accounts (Instagram, Facebook, X, TikTok), SumUp, and an AI picture service for storyboards (sent scene descriptions, not people's details).

Where information goes outside the UK (for example to the United States), we rely on the safeguards UK data law requires.

6. How long we keep it

• Your account and profile: until you delete them (you can delete your details and keep the login).
• What a film holds about you: while the film is live, then cleared 12 months after it is archived, except what the law needs kept longer: accident records (three years), and contracts and money records the production must keep.
• Archived photos: removed after 30 days. Self-tapes: six months. Backups: about two weeks of nightly copies.
• Photos and video in a film's library are never deleted by other crew; a producer can hide them, and they go with the film.

7. On your phone

Stoodiohub uses only the cookies it needs to work (keeping you logged in and protecting forms), and stores a copy of pages and any changes waiting for signal on your phone so it works offline; logging out clears it. A paired TV keeps its own key. There is no advertising and no tracking or analytics.

8. Children

You must be 18 or over to register. A child performer is added by their parent or guardian, who manages their profile; their details are seen by the production and their chaperone, and they appear on a wrap page only with the guardian's yes.

9. Your rights

You can ask to see the information we hold about you, have it corrected or deleted, restrict or object to how it is used, have it given to you in a usable form, and take back consent you gave. Much of this you can do yourself on My profile. Otherwise email hello@stoodiohub.com; we reply within a month. If you are unhappy with our answer you can complain to the Information Commissioner's Office: ico.org.uk.

10. Keeping it safe

Sensitive details are encrypted, passwords are checked against known breaches, you can sign in with your fingerprint or face (passkeys), logins and links are rate-limited, and every change on a film is recorded. If something goes wrong that puts your information at risk, we will tell you and the regulator as the law requires.

11. Changes

When this notice changes in a way that matters, the version above changes and you are asked to read and accept it the next time you open Stoodiohub.