Privacy Policy

1. Who We Are

Scoutcast (PTY) LTD (“Scoutcast,” “we,” “us,” “our”) is a South African company, registration number 2026/040587/07. We operate the Scoutcast mobile app and the website scoutcast.app (together, the “Platform”).

Scoutcast is the responsible party (POPIA) and data controller (GDPR) for the personal information processed through the Platform, except where this policy says we act as your operator / processor (Sections 2.5 and 2.7).

1.1 Information Officer

Our manual under the Promotion of Access to Information Act is at scoutcast.app/paia.

2. Information We Collect

2.1 Information You Give Us

• Account: your name, email address, password (stored only as a hash) and date of birth. We do not ask for a phone number at sign-up; you may add one to your profile later, and it is private unless you choose to show it
• Profile: bio, profile photo, the city you work from, your roles and categories, keywords, experience, rates and availability, business or studio details, the website and social links you choose to add (such as Instagram, TikTok, YouTube or IMDb), and your gender. Gender is shown on your profile and can be used as a search filter; if you would rather not give it, choose “Prefer not to say” in Edit Profile. Your real name is shown on your profile and matched in search; a “Known as” name you add is shown alongside it, not instead of it. Your profile is visible to other members from the moment you create your account, within the reach rules in Section 10; the Public Profile switch in Settings takes it out of search, and people you are already connected to can still see it
• Your look (talent): eye colour, hair, build, height, playing age, features and a short note — every row optional. How these are shown and searched is in Section 2.4
• Portfolio: photos, videos, audio, showreels and captions you upload
• What you post and send: Wall posts with their photos and short clips, gig listings and your applications to them (including an application note and an optional self-tape), the private notes you keep on your own crew connections, what you write in project rooms, and people you save and gig alerts you set (Section 2.8)
• A place you add to the Atlas: when the area you live or work in is not in our list of places and you add it (or save it as your home on your profile), we keep the name you typed, the town you said it is part of, when, and which version of the Terms you had accepted. Until we have checked it, nobody else can see it in the Atlas, and if it is your home, your profile’s map point is the point of that town (Section 2.2). While your account exists we keep that it was you who added it. The entry stays after you delete your account, with your name removed (Section 9)
• Messages: direct messages, group and project rooms, photos, documents and voice notes you attach. Chat photos, voice notes, documents and self-tapes are stored in a private store, never a public one
• Business and billing details for Papers: if you issue a quote or an invoice through Papers, we store your business name, billing address, VAT registration number and bank details so they can be printed on the paper. Only you can read these columns
• Subscription: which plan you are on and the receipts for plans and extra Wall posts. Apple and Google take the payment; we never see your card
• If you sign in with Apple: a token Apple issues to us, kept only so that we can revoke our access when you delete your account
• Contract and form drafts stay on your phone. They are not sent to us, and they are wiped when you log out
• Your phone number on a job: on every job you choose who may see it — nobody, the office, your department, or the whole job
• Your switches: with “Show when I’m online” off, nobody sees when you are online and you see nobody’s; we never store a last-seen time. With “Show message text in notifications” off, a message notification says who wrote to you, never what

2.2 Information Collected Automatically

• Device: device type, operating system and app version, and a push token if you allow notifications
• Sign-in records: when you created your account and last signed in, kept by our sign-in system (Supabase). For each device you are signed in on, it also keeps the network address and the device or browser description it signed in from, for as long as that session is open — until you sign out on that device or delete your account. We read your sign-in times for three things only: whether a partner plan renews (Section 6), whether a job owner has been back in the app since a warning about their job’s files (Section 9), and a count of how many people used the app this month
• Read marks: in a conversation we record when you last read it, so the other side can see their message was read. In a job’s rooms we keep when you last read each room, visible only to you
• View counts: to count a Wall post’s views once per person per day, we record which account viewed it for about two days, then drop it. The poster sees numbers only, never who
• Abuse brakes: the network address of a device that signs up or opens a call link is used as a counter; a paper link is limited per link, not per address. These and our other rate-limit counters are deleted by a daily clean-up once they are a day old, so one can sit for up to two days
• Usage analytics: we have built in a product-analytics tool (PostHog) but it is not switched on in the current build and nothing is sent. If we switch it on, the Usage Analytics switch in Settings turns it off for your phone, and direct identifiers (name, email, phone, date of birth, ethnicity) are stripped before anything leaves the app
• Location: the city, region and country you set on your profile. If you turn on live location, the app asks your device for its position once, finds the nearest city in our built-in list, and stores only that city, region and country; we do not track you in the background . Your profile’s map point (latitude and longitude) is worked out by us from the area or town you picked — that place’s centre, on a grid of about 1 km — never from your phone’s position; a point the app sends is thrown away. For an area you added that we have not checked yet, it is the point of the town you said it is part of; if we have neither, there is no map point. Only you can read it . When you post to the Wall, post a gig or list gear or a service, the item carries an area, not your point: the point rounded to a fixed grid of about 1 km, which other signed-in users can see. Studio and agency listings show their exact address, because a studio or agency is a public place . Counts of people nearby are made from city centres, never from anyone’s point . “Where I am now” on a Wall post is worked out on your phone as a region and country, and is not stored
• Trips: when you set “I’m away for a while”, other users see the city, region and country you are visiting, and search places you there until the end date you chose. They do not see the end date. When the trip ends, you are placed back at home
• Job places and weather: the place you put on a job, and on each of its shoot days, is stored as you typed it and as a map point, and everyone on the job can see it. To show the light and the weather for a day, that point is rounded to about 1 km and sent, with the date and no user identifier, to Apple WeatherKit. Your phone’s own position is never sent to WeatherKit: before you have typed a place, the sun strip is worked out on the phone . A typed place is turned into a map point by your phone’s own geocoder (Apple or Google)
• Error and performance data: crash reports, error logs and performance samples (via Sentry), with your email, name and network address stripped before they are sent, and no user id attached

2.3 Information from Third Parties

• Sign in with Apple: if you sign in with Apple, we receive your name and email as permitted by your settings. Sign in with Google is not offered at the moment
• App store data: your subscription status and receipts from the Apple App Store or Google Play

2.4 Your Look — and Special Personal Information

Talent can fill in Your look in Edit Profile: eye colour, hair texture, colour and length, build, height, playing age (set by you, never worked out from your date of birth), features, a short note, and a line in your own words. Every row is optional. Once you fill a row in, it shows on your page and people searching for a look like yours can find you by it. The eye beside each row hides it from your page and from search; a hidden row leaves no trace in search. The free-text line for hair colour is shown but never searched. Your date of birth stays private, and your age band is not shown on your page or used in search

Medical and health words. If a word you type describes a condition or disability (for example albinism, vitiligo, a prosthetic, a wheelchair), the app recognises it as special personal information. It is never a tick-box, and it is searchable only if you switch it on: the app asks “People sometimes search for exactly this. Want to be found for it?” and records your yes as a consent you can withdraw at any time by deleting the words. A note you did not say yes to is not searchable, but it is still shown on your page unless you hide the row or delete the words

Heritage, in your own words. You may describe your look, including your heritage, in the “Your look, in your words” line. It is public, and Scout’s natural-language (AI) search matches the words you chose; plain keyword search does not read this line. If you mention your heritage there, you are choosing to make it public, and we process it on that basis (POPIA Section 27(1)(e); GDPR Article 9(2)(e)). We use it only to show it on your profile and to match searches. Share only what you want scouts to see, and change or delete it at any time

Ethnicity added earlier. Earlier versions of the app offered an optional ethnicity field. Ethnicity is “special personal information” under POPIA Section 26 and “special category data” under GDPR Article 9. We no longer ask for it, we do not use it for search, filters, analytics or AI search, and it is hidden from other users unless you chose to show it. If you added one, it stays on your profile until you remove it: tap Remove in Edit Profile. That withdraws any consent you gave, records the withdrawal, and deletes the stored value

2.5 Papers — information about your clients

Papers is our quote and invoice tool. When you issue a paper you type in your client’s name, email address, phone number and address. Your client does not need a Scoutcast account

• Who is responsible. You are the responsible party for your client’s details — you chose to collect them and you decide what they say. Scoutcast is your operator (POPIA) / processor (GDPR): we store and display them on your instruction and for no purpose of our own.
• Your duty. Because we did not collect these details from your client directly, POPIA Section 18 and GDPR Article 14 require that your client is told who holds their information and why. You must tell them. Our name, registration number and address are in Section 1 and Section 17 of this policy so you can pass them on.
• Who can see the paper. A paper you send carries a secret link. Anyone holding that link can open the paper, which shows the client block and, on an invoice, your banking details. The link does not expire. Marking the paper void stops the link from opening it; until then, treat it like a document you emailed
• Where it is stored. On the same infrastructure as the rest of the Platform, and subject to the same cross-border transfers (Sections 7 and 8).
• Deletion. Papers are exported with your data and removed when your account is deleted, except the invoice snapshot described in Section 9. Papers are never deleted individually while your account is open — a cancelled paper is marked “void” so the numbering stays honest

2.6 Projects — what a job records, and who sees it

When you are on a job run through Projects, the job keeps a record for the people on it:

• Your line on the job: your name, role, department, the days you are on, your call time, and the booking terms the office set for you. The office (the producer and coordinators) and the head of your department can see your whole line, including your booking terms; the rest of the job sees your name, photo, role, department, the days you are on and your call time, and your phone number only if your setting for that job allows it
• Call sheets: each issued sheet is kept as a snapshot. When you tap Got it, or open the sheet, the time is recorded and shown to the office and whoever manages your line
• I’m here and Running late: when you tap them, the time (and the minutes you chose) is recorded. The time is shown only to you and whoever manages your line — never in rooms, never to the rest of the crew, never on a public page — and it stays on the job’s record. Your room shows that you are here today (in its count and faces), but never when you arrived or that you were late. No location is captured
• Rooms: what you write in a job’s rooms is kept until the job is deleted. If you delete a message for everyone (within an hour of sending), the words and any attachment go at once; the empty marker is cleared after 30 days. Pinned messages, and who is here today (a count and faces, never a time), are shown to the room
• Files: a file you add records your name, the file’s name and size, who it is for, and each version. The first time you open a version is recorded; the office, the head of that team and whoever added the file can see who has opened it (“Seen by 3 of 7”). Everyone else sees only their own
• Days: each shoot day’s place (as typed and as a map point), time zone, nearest hospital and note are visible to everyone on the job
• Your calendar: if you add your days to your calendar, your calendar app fetches them through a secret link that we store only as a hash. The feed carries your own days only: the job’s name, your call and wrap, and the place as text — nobody else’s name, number or rate. You can turn the link off in the app; we keep when it was last fetched
• Projects completed: a job you were on that wraps counts on your portfolio as a completed project. Visitors see numbers only (how many jobs, people, days); the job’s title and your role on it are shown only to people who were on it with you. It is built from the job’s record and nobody can edit it
• Your desk: the Desk shows you counts of your own hiring, applications, money and Wall activity. It is built for you alone from your own rows

2.7 People without the app

If you run a job you can add someone who doesn’t use Scoutcast — a location owner, a driver — by their name and phone number, to send them their call time by WhatsApp or text message. The message is sent from your own phone, not by us. Only you and your job’s coordinators can see that number. We delete their name and number when you take them off the job, when the job is deleted, when you delete your account, and 30 days after the job wraps

The link they receive opens a page that shows the job’s name, the name of the person running it, their date, call time and place, and a Got it button — nothing else: not their own name, not the call sheet, not anyone else. Opening the page and tapping Got it are recorded on the job. The link stops working a day after that day. To stop abuse, the network address of a device that opens a link is used as a counter for up to two days and is never written to the job

You are the responsible party for their details; Scoutcast is your operator. Tell them their name and number are held on Scoutcast and why (POPIA Section 18) — the page their link opens says so too.

If someone added you and you don’t use Scoutcast: that is all we hold — your name, your number, and the day(s) you were on, kept until 30 days after the job wraps. Ask the person who sent the link, or write to privacy@scoutcast.app, and we will tell you what we hold and delete it on request.

2.8 Gigs — applications, bookings and shared links

• Applying: your application, its note and any self-tape are visible to you and the person who posted the gig. Applications you leave pending on a gig that closes without a booking are declined automatically and you are told
• The gig’s address: a gig’s exact address is held in a locked table and shown only to the poster and to an applicant who has been booked and holds a seat on the job. Everyone else sees the area
• The booking record: when a poster books you, a record of the deal is kept — the price, rate type, payment terms, the address and the shoot dates — readable only by you and the job’s owner
• Sharing a gig: a gig can be shared as a link. Anyone with the link, signed in or not, sees a public-safe card: the title, the role, category, area, dates, pay and the day it was posted — never the description, the address, the image or anything about the poster
• Gig alerts and saved people: an alert stores the words, categories and place you chose and sends you a notification when a matching gig appears (at most three a day); the record of what was sent to you is kept 30 days. Saving a person stores only the link between you; they are not told

3. Lawful Basis for Processing (POPIA Section 11 / GDPR Article 6)

We process your personal information only where we have a lawful basis:

4. Direct Marketing (POPIA Section 69)

Push notifications and email are used for service messages: new messages, gig applications and bookings, gig alerts you set, project updates, account verification, subscription confirmations and security alerts. These are not marketing and are sent as necessary to run your account.

We will only send direct marketing (promotions, new-feature announcements) if you have given explicit, prior consent (opt-in). You may withdraw that consent at any time by:

• Turning off Push Notifications in Settings → Notifications
• Clicking “Unsubscribe” in any marketing email
• Emailing privacy@scoutcast.app

There is currently no separate email-notification switch in the app, because we do not yet run an email pipeline of our own — the only emails you receive from the Platform are the sign-up, password and security emails sent by our authentication provider (Supabase) and delivered by Resend

5. How We Use Your Information

• Provide, maintain, and improve the Platform
• Show your profile in Scout within the reach your plan and the viewer’s plan allow, and match searches — including searches by look — to the rows you chose to show
• Power natural-language (“semantic”) search, so users can find profiles by describing what they need — see Section 6
• Run the Wall and the gig board: show your posts and listings, count views, enforce your plan’s limits, and match gig alerts
• Run your jobs: call sheets, rooms, files, who is on which day, and — on your instruction — a call to a person without the app
• Keep the booking record between a poster and the person they booked
• Count the space you use, and keep a job’s files for the period your plan sets (Section 9)
• Facilitate messaging and collaboration
• Process subscription and extra-post purchases through Apple and Google
• Send service notifications
• Produce your quotes and invoices in Papers, and display them to the client you send the link to
• Fetch the weather for a job’s place on a shoot day (Apple WeatherKit)
• Scan uploaded images and posted words automatically for unlawful or unsafe content, and keep evidence while a report is open — see Section 6
• Monitor platform stability and fix errors (via Sentry)
• Enforce our Terms of Service and Community Guidelines, and handle reports and appeals
• Comply with legal obligations including SARS tax record requirements

6. Automated Decision-Making & AI Search (GDPR Article 22 / POPIA Section 71)

Scoutcast uses the following automated processing that may affect how your profile and content are shown:

• Search ranking: Scout results are sorted by place first (your own city, then your region, then your country, then the world), gated by the viewer’s reach. Within each band, a match on your role title comes before a match on a keyword; then paid plans rank above Free, Professional first; then how complete your profile is; then accounts our team has marked as verified (a mark only we can set; it is not an identity check); then newest. The Wall is ordered by plan too: Professional posts get more of the top slots, with Creator posts woven in
• Gig alerts: every five minutes new gigs are matched against the alerts people set; a match sends a notification to the person who set the alert. The poster is not told
• Partner plans: a partner plan renews on its own if the partner opened the app in the 60 days before it ends. We read your last sign-in for that (the other uses of sign-in times are listed in Section 2.2)
• AI semantic search: to let users search by describing what they need in plain language, the public text on your profile — your name, business name, roles and categories, city, bio, your own-words look line, keywords, genres, platforms, assets, credentials, experience and availability, each only if you have not hidden it — is converted into a mathematical representation (an “embedding”) by a model run by Cloudflare (Workers AI). The same is done with gig listings and the words a searcher types. It never includes your gender, ethnicity, date of birth, body measurements or look rows, your contact details, your map point or your messages. Typed search words are sent to Cloudflare for matching and are not stored by us
• Image moderation: images you upload — profile photos, portfolio items, Wall photos and clip covers, gig listings, chat and project attachments, files on a job’s shelf, and self-tapes — are scanned automatically by a vision model run by Cloudflare (Workers AI). If the model flags an image as unsafe, the file is removed automatically, the item it was attached to is removed or cancelled, and you are notified afterwards — except where the model flags an image as possibly showing a child in a sexual way: then you are not told, the file is kept as evidence and the matter is reported. No person reviews the image before it is removed. An image the model cannot judge is held out of view until a person looks at it
• Video is judged by its cover frame only. A clip’s moving footage is not scanned; its cover frame is. Clips are otherwise covered by user reporting
• Words are checked: the words of a Wall post are checked automatically against a short list of threatening terms; a post that fails is refused on the spot and not stored. The app runs the same check on a message before it is sent

Appealing an automated removal. If your content was removed automatically and you believe that was wrong, email legal@scoutcast.app. A person will look at it and can restore the item or explain the decision. We review appeals and reports as soon as reasonably possible.

Search ranking, gig alerts and semantic search do not produce legal effects for you. Automated content removal does affect you, which is why the appeal route above exists and why we tell you when it happens (except in the child-safety case above).

7. Service Providers & Data Sharing

We do not sell, rent, or trade your personal information. We share data with the service providers below. Each of them processes your information under its own data processing terms, which form part of our agreement with that provider.

We may also disclose information when required by law, court order, or to protect the safety and security of our users.

8. Cross-Border Transfers (POPIA Section 72)

Your data may be transferred to and processed in countries outside South Africa (see service providers above). We ensure adequate protection through:

• Binding agreements. Written agreements with each provider that require them to uphold protections substantially similar to POPIA — Section 72(1)(a).
• Necessary for your contract. The transfer is necessary to perform the contract between you and us, or a contract concluded in your interest — Section 72(1)(c) and (d).

For GDPR: transfers outside the EEA rely on Standard Contractual Clauses (SCCs) or adequacy decisions.

9. Data Retention

• Active account data: retained until you delete your account
• Deleted account data: if you ran jobs, anyone you added who doesn’t use Scoutcast is taken off at the same time (their number and links deleted, their name shown as “Removed contact”). When you confirm, your profile, portfolio, posts, gigs, connections and notifications are erased straight away, and so are most of your files, from both media stores — the public one and the private one holding chat photos, voice notes, documents, self-tapes and job files — and the copies on our content network are purged. Any file of yours still left in storage after that (such as a Papers logo or a job’s cover picture) is removed by a nightly clean-up, within a day. Some records belong to other people as well and stay, with you shown as “Deleted user”: the words you wrote in conversations and project rooms (not the attachments), shared call sheets and your role on them, and reports you filed or that were filed about you (with the link to you removed). A job you ran stays for the people still on it as a read-only record with no owner; if nobody else is on it, it is deleted with you. Invoices you sent keep your business name, name, address and VAT number for 5 years, because your client needs a valid tax invoice. Subscription and payment records are kept for 5 years. Our database backups roll off within 8 days
• Wall posts: expire automatically. Posts on Free and Creator run for 14 days and posts on Professional for 30 days; an extra post you bought lasts as long as the posts of the plan you posted it on. An expired post leaves the Wall at once; its record is kept for 30 days (so you can post it again and see its counts), then deleted by a scheduled job
• Portfolio items you remove: gone from your page and from search at once; the file is deleted from storage within a day, and until then anyone who already holds its address can still open it
• Photos and clips of a deleted post or gig: removed from storage by a job that runs every 10 minutes, then purged from our content network within about a minute. A phone that has already loaded a file may keep its own copy for up to a day
• Evidence hold: if a post or gig you delete has an open report against it, its files are kept until the report is resolved, for at most 30 days, then removed
• Self-tapes attached to a gig application: a tape you withdraw goes at once; a declined tape after 7 days; every other tape 14 days after the gig closes; a tape on an accepted application stays with the application
• Weather cache: a forecast for a place and a date is cached for between one hour and one day depending on how far off the day is (up to two days when the service is under heavy load), then re-fetched; old entries are cleared from time to time. The cache holds no user id
• Messages: kept while either side’s account exists; when one side leaves, the words stay for the other, shown as “Deleted user”. A message you delete for everyone (within an hour of sending) loses its words and attachment at once; an empty marker stays in the conversation. In a job’s rooms the marker is cleared after 30 days, and room messages otherwise stay until the job is deleted. Voice notes, photos and documents in a chat stay with their message
• Job files after a wrap: we keep them for at least 6 months (Free owner), 2 years (Creator) or while on Professional, plus 1 year. After that we may remove them, but only after warning the owner 30 days and 7 days before, with Download all, and one free 3-month extension per job; nothing goes before the 7-day warning has been seen. The job’s record stays
• People without the app: name and number deleted when they are taken off the job, when the job or the owner’s account is deleted, or 30 days after the job wraps (Section 2.7)
• Booking records: kept with the job for the two parties
• Places you added to the Atlas: while your account exists, the record keeps that you added the place (our Terms require it, Section 6.5). When your account is deleted, your link to it is removed; the record then keeps only that a member added it, when, and which Terms version they had accepted, and the place itself stays
• Post view records: which account viewed a post, about 2 days; the totals stay with the post
• Gig alert sends: 30 days
• Notifications: read ones 90 days, unread ones a year
• Abuse brakes: network addresses and other rate-limit counters, deleted by a daily clean-up once a day old (so up to two days)
• Promotional codes and partner plans: kept with your account; when you delete it, your name is removed from the code list
• Error logs (Sentry): retained for up to 90 days, per our Sentry plan
• Moderation verdicts and reports: the record of an automated scan is kept while the file exists. A file quarantined as unsafe, and its record, are kept as evidence and are not deleted with your account. A report stays on record after either account is deleted — the reason, the details and when — with the link to the deleted account removed
• Consent records: your acceptances of the Terms and this policy, and your special-information opt-ins and withdrawals, are kept with your account and go with it
• Financial records: retained for 5 years as required by the South African Revenue Service (SARS) under the Tax Administration Act
• Store purchase records: the receipt number of a plan or an extra Wall post is kept after an account is deleted, without your name, so a receipt can never be credited twice and our books stay complete
• Dormant accounts: we do not currently delete accounts for inactivity
• Legal hold: data relevant to disputes or legal proceedings may be retained until the matter is resolved

10. Data Security

We implement appropriate technical and organisational measures to protect your information:

• All data encrypted in transit (TLS 1.2+) and at rest (AES-256)
• Row-Level Security on every table. Your private columns — email address, phone number, date of birth, ethnicity, bank details, VAT number, billing address, push token and your profile’s map point — are readable only by you. Other users receive a public view of your profile with those fields removed, and with every row you hid removed too
• The reach fence is enforced by the database, not just the app. A Free account can see profiles and Wall posts in its home province, a Creator account across its country, and a Professional account worldwide. Anyone you are already connected to — a crew connection or request, a project you share, a chat, or a gig one of you posted and the other applied to — stays visible to you regardless of reach
• You can only apply for gigs within your reach, enforced at the database
• Gig addresses, people without the app and the links we hand out are held in locked tables that no app user can read directly; call links and calendar links are stored only as hashes. A booking record can be read only by the two sides of the booking
• Password hashing using bcrypt via Supabase Auth
• Rate limiting on sign-up, sign-in, link pages and heavy actions
• Regular security reviews and dependency updates
• No storage of payment card details (handled by Apple/Google)

11. Data Breach Notification (POPIA Section 22)

In the event of a security breach that compromises your personal information, we will:

1. Notify the Information Regulator as soon as reasonably possible after discovery
2. Notify affected data subjects (you) as soon as reasonably possible, providing:
   • A description of the possible consequences of the breach
   • A description of the measures we are taking or propose to take to address the breach
   • Recommendations for what you can do to mitigate possible adverse effects
   • The identity of the unauthorised person who may have accessed the data, if known
3. Notification will be made by email (to your registered address) and, where appropriate, via in-app notification. If direct notification is not possible, we will use public channels including our website and social media.

12. Your Rights

12.1 Under POPIA (South African Residents)

You have the right to:

• Access: request confirmation of whether we hold your personal information and obtain a copy (Section 23)
• Correction: request correction or deletion of inaccurate, irrelevant, excessive, out-of-date, incomplete, or misleading information (Section 24)
• Deletion: request destruction or deletion of your personal information (Section 24)
• Object: object to the processing of your information on reasonable grounds (Section 11(3)(a)), free of charge — by email to privacy@scoutcast.app, or on the Information Regulator’s Form 1 (POPIA Regulations, regulation 2), which we will help you complete
• Object to direct marketing: object to the use of your information for direct marketing at any time (Section 69(3))
• Withdraw consent: withdraw consent at any time, without affecting the lawfulness of prior processing. Deleting a medical word you made searchable in Your look, or removing an ethnicity added earlier, withdraws that consent and records the withdrawal in the same action
• Complain: lodge a complaint with the Information Regulator (see Section 14 below)

12.2 Under GDPR (EU/UK Residents)

In addition to the above, you have the right to:

• Data portability: receive your data in a structured, commonly used, machine-readable format (Article 20)
• Restrict processing: request that we limit how we process your data in certain circumstances (Article 18)
• Automated decisions: not be subject to decisions based solely on automated processing, including profiling (Article 22) — see the appeal route in Section 6
• Withdraw consent: withdraw consent at any time where processing is based on consent (Article 7(3))
• Complain: lodge a complaint with your local supervisory authority

12.3 Under CCPA (California Residents)

California residents have the right to:

• Know: request what personal information we have collected
• Delete: request deletion of personal information
• Non-discrimination: not be discriminated against for exercising your rights
• Opt-out of sale: we do not sell personal information, so no opt-out is necessary

12.4 How to Exercise Your Rights

Two of these rights are built into the app, in Settings:

• Download your data (Settings → Support & Legal → Download My Data). A machine-readable JSON export of your profile and settings (including your look rows), your trip, Wall posts with their media list and view counts, bought posts, gigs and applications, booking terms on your lines, conversations, group and project rooms and the messages you sent, crew and your notes on them, projects, days, call sheets you issued, your Got it and arrival stamps, files you added and files you opened, your calendar links, portfolio, blocks you made, reports you filed, automated moderation results on your uploads, promotional codes and partner plans, subscriptions and payment history, space used, papers (quotes and invoices, including invoices sent to you), your consent records, your notifications and the places you added to the Atlas. Other people appear only by name. The file lists where your photos, videos and documents are stored, but does not contain the files themselves. It does not yet include your gig alerts or saved people — ask us and we will add them by hand
• Delete your account (Delete account, at the foot of Settings). This removes your rows and purges your files from both the public and the private media stores — most of them straight away, the rest within a day (Section 9)

For anything else — including if you do not use Scoutcast but someone added you to a job (Section 2.7) or typed your details into a quote or invoice (Section 2.5) — contact us at privacy@scoutcast.app. We will:

• Verify your identity before processing any request
• Respond within 30 days (POPIA) or one month (GDPR, extendable by two months for complex requests)
• Not charge a fee unless the request is manifestly unfounded or excessive

13. Children’s Privacy

Scoutcast is intended for users aged 18 and older. We do not knowingly create accounts for, or collect personal information from, children under 18. No minor may register as a user of the Platform.

The 18+ rule is enforced by the database when an account is created or its date of birth is changed — not only by a tick box . Agencies may represent minors, but a minor may not hold an account or be listed: a listing of a person is for adults only, and the database refuses one without an adult birth year. A minor may appear only in lawful professional content, under the agency’s responsibility. An agency posting that people it represents are available must first confirm that those people agreed to be posted and are all 18 or older; the database refuses the post otherwise

Professional content uploaded by adult account holders (such as agencies, production companies, or photographers) may depict minors in a lawful, professional context, subject to the content requirements set out in our Terms of Service (Section 4.3). Where a child is identifiable in such an image, we hold and display that image, so we process the child’s personal information as an operator on the uploader’s instruction. The uploading account holder is responsible for holding every necessary parental or guardian consent, and for the lawfulness of the content. Uploaded images are scanned automatically (Section 6); video footage is not scanned.

If we become aware that a child’s personal data has been collected as an account holder, we will delete it immediately. If you believe a minor has created an account or that their personal data has been processed in breach of this policy, please contact privacy@scoutcast.app.

14. Regulatory Contacts

15. Cookies & Tracking

The Scoutcast mobile app does not use cookies. It keeps your sign-in session on your phone. It is built to use a privacy-respecting product-analytics SDK (PostHog); it is not switched on in the current build, and when it is, the Usage Analytics switch in Settings turns it off for your phone (see Sections 2.2 and 7). We do not use advertising trackers or third-party advertising pixels, and we do not sell or share your data for advertising.

Our website (scoutcast.app) sets no cookies of its own and runs no analytics. Its pages load fonts from Bunny Fonts, the password-reset page loads a script library from jsDelivr, and the call-link, shared-gig and password-reset pages talk directly to our own server. The password-reset page keeps the sign-in it opens from your email link in your browser’s own storage, on your device, so it can save your new password; it is not a cookie and is not sent anywhere else. Cloudflare, which serves the site, may set a short-lived security cookie if it challenges suspicious traffic. Because we set no non-essential cookies, there is no cookie banner

16. Changes to This Policy

We may update this Privacy Policy from time to time. When we do:

• The version and the “Last updated” date at the top change with every edit, and earlier versions are available on request
• For a material change, the app shows you a notice of what changed the next time you open it, and asks you to accept before you carry on. We may also tell you by email
• If you do not agree, you can stop using the Platform and delete your account

17. Contact Us

For any privacy-related questions, requests, or complaints: