Privacy Policy

Pocket Backstage is operated by The Carver Theatre ("we", "us", "our"). We are the data controller for personal data processed through this app. You can contact us about anything in this policy at registrar@carvertheatre.co.uk.

• Account data: email address, password (stored hashed by our auth provider), phone number, role (actor / production / member / admin) and, for production and admin users, the theatre you belong to.
• Member record: name, postal address, phone, mobile, email, and subscription status (paid for the current and next financial year).
• Actor profile: name, headshot and up to four additional photographs, biography / pen picture, headline role, contact email and phone, gender, age range, height, location, role interests, performance credits, stage history, and your discoverability preference.
• Family links: if you manage a child performer's profile, we store the link between your account and the child's actor profile so you can manage it on their behalf.
• Audition activity: auditions you create or apply to, casting decisions, production-visible notes on your submission, and related notifications.
• Registration and invitation records: if you register interest, or are invited by an admin, we keep the details you submitted (name, email, phone, any note) and the status of that request.
• Member change requests: requests you send to your theatre admins from the "My membership" page, plus the admin's response, are stored so both sides have a record.
• Event attendance: events you are invited to, whether you accepted or declined, and the record of that response.
• Uploaded files: actor headshots and additional photographs, theatre logos, and play scripts uploaded by production users. These are held in our backend storage and shown through short-lived signed links rather than public addresses.
• Notifications: alerts about auditions, member matches, change requests, event invitations and similar activity. These are stored against your account until you dismiss them, and may also be sent to you by email.
• Message records: a log of emails we send you (recipient, subject, template and delivery outcome), plus a suppression list of addresses that have bounced or unsubscribed so we stop emailing them. If you unsubscribe, your theatre's admins and the platform admins are alerted so the membership records can be kept up to date.
• Images added to emails: when an admin adds a picture to an email they are sending, the image file is stored in our backend storage and included in the email as a long-lived private link, so it still displays when you open the message later.
• AI assistant (super-admins only): if you use the Admin → Assistant feature, your chat threads and messages are saved against your account until you delete them.
• Account preferences: small flags stored against your account (such as which help screens you've already seen, your Fellow-members privacy choice) so the app doesn't keep showing them or sharing what you've opted out of.
• Operational logs: audit records of admin actions and significant member-driven events (registrations, change requests, invitations, and exports of the membership register), and technical logs needed to keep the service secure and reliable. When an admin exports the register to a spreadsheet, that export is logged and the theatre's admins and platform admins are notified.

• Contract: to provide the membership and casting service you signed up for.
• Legitimate interests: to operate, secure and improve the platform, and to communicate with you about account, membership and audition activity.
• Consent: for non-essential cookies, for letting production users discover actor profiles, and for appearing in the Fellow members directory with your contact details.
• Legal obligation: to comply with UK GDPR / Data Protection Act 2018 requests and other applicable law.

• Other users of the app: theatre members (users with the production role) at your theatre can see each other; actors who opt in to be discoverable are visible to theatre members; submissions and cast lists for a given play are shared with that play's play committee.
• Fellow members directory: other signed-in members at your theatre can see your name and the interests you have recorded (for example acting, backstage, front of house or other roles you're happy to help with). Your contact details (email, phone, mobile) are hidden by default; only you can choose to show them, using the switch on your "My membership" page. Where your details are hidden, other members can still ask you to get in touch through the app.
• Theatre admins: admins at your theatre can see and edit your member record, see change requests you submit, and see registration requests that match your email.
• Emails and text messages sent by admins and play committee members: admins and play committee members can email or text members and actors from the app. Some emails are sent through the app itself — we keep a delivery log of the recipient, subject and outcome, and the message may include pictures the sender added. Others are opened as a draft in the sender's own email client (with addresses placed in BCC so recipients can't see each other) and sent from there — in that case Pocket Backstage does not relay or store the message contents.
• Newsletter provider (where used): if your theatre uses our EmailOctopus integration to send newsletters, your member name and email are synced to EmailOctopus so the mailing list stays up to date. They act as our processor for newsletter delivery only.
• AI assistant provider: when a super-admin uses the in-app AI assistant, the messages in that thread are processed by our AI provider on our instructions to generate a reply. Regular member, actor and production data is not sent to the AI provider.
• SMS provider (where used): when an admin or play committee member sends a text message from the app, your mobile number and the message content are passed to our SMS provider (Brevo) so the message can be delivered. They act as our processor for message delivery only.
• Google Calendar (where connected): if your theatre connects a Google Calendar, event details (title, time, location and description) are written to and kept in step with that calendar, including removals when events are deleted or the connection is ended. Member and actor contact details are not sent to Google.
• Our other processors: our hosting, database, authentication and file-storage provider (Lovable Cloud / Supabase) and our transactional email provider, which delivers invitations, confirmations, notifications and account emails on our behalf. They act on our instructions and are bound by confidentiality and security obligations.
• We do not sell your personal data.

Rehearsals, read-throughs, dress rehearsals, performances and other events that you or your admin add to a play are stored so members, cast and crew can see what's coming up.

Theatre admins can turn on a subscribable calendar feed (an ICSlink) so members can add the theatre's events to Google Calendar, Apple Calendar or Outlook. The subscription link contains a rotating secret token — anyone with the link can read the theatre's event list until the token is rotated or the feed is switched off, so treat it like a password. Admins can rotate the token or disable the feed at any time from Admin → Calendar.

The feed only contains event details (title, time, location and description). It does not include member or actor contact details, cast lists, submissions or any other personal data.

Where a theatre has connected a Google Calendar, the same event details are also copied to that Google calendar and kept in step with the app, so changes and deletions are reflected there too.

When you're invited to an event, the email includes a one-tap link to confirm your attendance. That link carries a signed token tied to your invitation and expires, so you can respond without signing in first. Treat it as personal to you — anyone with the link could confirm attendance on your behalf. Your response is recorded against the event so organisers know who is coming.

Confirmation emails also offer an "Add ICS to Calendar" link so you can add the event to Google Calendar, Apple Calendar or Outlook. The calendar file contains only the event details and your own attendance — no other attendee's contact details.

Where a parent or guardian manages a child performer's profile, we store the link between the guardian's account and the child's profile, and the guardian's consent record for that profile.

Photographs uploaded to an under-18 profile are held back from other members until a theatre admin has reviewed them. Guardians can update or remove a child's profile at any time from the Family page, or ask us to remove it by email.

We keep your data while your account or membership is active. When you delete your account (or an admin deletes it on request), your profile, submissions and related data are removed. When an admin removes a user, the affected play committees, members and actors are notified so they can keep their own records up to date.

Audit logs, registration requests, email delivery logs and in-app notifications are retained for operational and security reasons even after a related account is removed. Addresses on our email suppression list are kept so we don't email someone who has bounced or unsubscribed. AI assistant threads stay until you delete them from the assistant page.

Under UK GDPR you have the right to:

• access the personal data we hold about you;
• ask us to correct anything that's wrong;
• ask us to delete your data ("right to be forgotten");
• restrict or object to certain processing;
• receive a copy of your data in a portable format;
• withdraw consent (e.g. unlist your actor profile or hide your contact details from the Fellow members directory) at any time;
• complain to the UK Information Commissioner's Office (ico.org.uk).

Many of these rights can be exercised directly in the app: edit your actor profile, unlist yourself, send a change request to your admins from "My membership", toggle your contact-details visibility in the Fellow members directory, remove a child profile from the Family page, delete AI assistant threads, or delete your account. For anything else, email registrar@carvertheatre.co.uk.

We use industry-standard security: encrypted connections, role-based access controls and row-level security in the database, audit logging of admin actions, and regular updates to the underlying software libraries to address known vulnerabilities.

Where your theatre has chosen to limit accounts to a single device at a time, signing in on a new device automatically ends your other active sessions. Our providers may process data outside the UK; when they do, they rely on appropriate safeguards such as the UK International Data Transfer Agreement or equivalent.

See our Cookie Policy for details on what cookies we use and how to change your preferences.

We may update this policy from time to time. The "last updated" date at the top will always show the latest version.