Privacy Policy
Last updated: August 9, 2026
What we collect
Calltime collects only the information needed to run theatre productions. Here is exactly what we store and why.
Profile information
Full name, preferred name, pronouns, email, phone, headshot. Visible to members of companies you belong to.
Birthday
Month and day may be shared with your company. Birth year is stored privately and used only to determine minor status for safety compliance.
Emergency contact
Name, phone, and relationship of your emergency contact. Visible only to company owners and production staff — not to other members or the public.
Measurements
Body measurements for costume fitting. Visible only to company owners and production staff within the specific production.
Contracts and compensation
Contract text, signature, and compensation amounts. Your contract is visible to you and to company owners. Production staff can see signing status but not contract content or compensation amounts.
Schedule and responses
Your call schedule, confirmation/conflict responses, and conflict reasons. Visible to production staff and company owners.
The state you live in
Optional, and the state only. If your information is ever exposed, the law that decides how and how quickly you must be told is the law of the state you live in, and without this we would be guessing from your company’s address. We do not ask for your city or your street, and this is not shown to other members.
Tax documents (W-9)
If a company asks you to complete a W-9 so it can pay you, Calltime generates and stores the completed form as a PDF. That form contains your taxpayer identification number, which for an individual is your Social Security number, along with your legal name, address, your signature image, and the IP address you signed from. This is the most sensitive information Calltime holds. It is kept in a private storage area that is not publicly reachable, and it is visible only to you and to the people in your company who handle payment. Your taxpayer number is never stored as a searchable field and is never displayed anywhere in the app.
How your data is protected
Every database query checks your organization membership before returning data. A member of Company A cannot see Company B's schedules, contracts, scripts, or people — even if both companies use Calltime.
All data is encrypted in transit (TLS) and at rest. Our database is hosted in the United States (us-east-1) on Supabase, a PostgreSQL platform with row-level security. The application is hosted on Vercel.
Sensitive fields — emergency contacts, measurements, compensation, birth year — have additional access restrictions beyond basic organization membership. Only users with owner or production-staff roles can view these fields.
Text messaging (SMS)
If you opt in, Calltime sends production text reminders through Twilio: call-time reminders, schedule changes, and confirm-by-reply requests. You opt in by checking “Text me call times and reminders” in Settings after adding your mobile number. Consent is not required to use Calltime or to take part in a production. Message frequency varies with your production’s schedule. Message and data rates may apply. Reply STOP to opt out, HELP for help.
No mobile information is shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in and consent are never shared with any third party. Your mobile number is disclosed only to Twilio, our messaging provider, solely to deliver the messages you requested. See our SMS terms for full details.
Third-party services
We use the following services to operate Calltime. Each processes only the minimum data required.
Supabase — Database, authentication, file storage. Hosts all Calltime data.
Vercel — Application hosting and deployment.
SendGrid — Transactional email delivery (call notifications, invites, reminders).
Twilio — SMS text reminders for members who opt in. We do not sell or share mobile information with third parties for their own marketing. Reply STOP to opt out, HELP for help. See our SMS terms.
PostHog — Product analytics. Records which pages are opened and which elements are clicked, so we can see which parts of Calltime are actually used. We do not send it your contract terms, compensation, measurements, emergency contacts or tax documents.
Sentry — Error and performance diagnostics. When something breaks, Sentry receives the technical details of the failure so we can fix it.
Anthropic — Powers the optional AI features (verse coaching, line translation, suggested cast voices). When a member uses one of those, the script text involved is sent to Anthropic to produce the response. Nothing is sent unless someone uses the feature, and a company owner can switch AI off for the whole organization in Settings. It is not used to train models.
Mux — Video hosting for the videos members upload to Marquee and to the Pit. The file goes from your browser to Mux directly, and Mux stores and plays it back. Anyone holding the playback link can watch that video without signing in, so treat a video the way you would treat a link to an unlisted recording: the link is the key. If you want a video gone, delete it in the room and it is removed from Mux too.
Push notifications, if you turn them on, are delivered by the push service built into your own browser or phone — Google’s for Chrome and Android, Apple’s for Safari and iPhone, Mozilla’s for Firefox. We hand that service the message and the address your device gave us for it. We do not choose it and cannot replace it; it is part of the device you are using.
Typography is served from Calltime’s own servers. We do not load fonts from Google Fonts or any other font network, so opening a page does not reveal your IP address to a company you never chose to deal with.
Email communications
Calltime sends transactional emails for call notifications, schedule reminders, contract signing alerts, and account invitations. These are not marketing emails. We do not sell your email address or send promotional content.
Data retention
Your profile data persists as long as your account exists. Production data (schedules, contracts, scripts, reports) is retained by the company for the life of the organization. If you delete your account, your personal profile is removed. Production records you participated in are retained by the company with your name de-identified where possible.
Companies can archive closed productions. Archived production data is retained but no longer actively displayed.
Children’s information. We collect a child’s information for one purpose: to run the production they are taking part in, which means calling them to rehearsal, reaching their guardian in an emergency, and fitting their costume. We keep it while they are an active member of that company and no longer than we need it for that purpose. We do not keep it indefinitely, and we never use it to advertise anything to them.
A guardian can ask us to delete their child’s information at any time, whether or not the production has finished. Deletion requests are handled by a person rather than a button today, so write to us at the address below and we will complete it within 30 days and confirm when it is done. Tax documents are the one exception: once a W-9 has been used to pay someone, the company that paid them may be legally required to retain it, and we will tell you if that applies to your request.
Your rights
You can:
• View all data Calltime stores about you through your profile and the rooms you have access to.
• Edit your profile information at any time through Settings.
• Request a complete export of your personal data by contacting us.
• Delete your account yourself, in Settings. It tells you exactly what goes and what a company keeps before you confirm.
• Leave any company at any time without losing your account.
Minors
Calltime is used by youth theatre programs. Members under 18 are marked as minors in the system, and that marking can only be set or changed by Calltime itself, never by the young person. Guardian contact information can be stored alongside emergency contacts. A minor's birth year is never shown to other members.
Responsibility for obtaining consent is ours, not the theatre company’s. Calltime operates this service, so where the law requires a parent or legal guardian’s consent before a child’s information is collected, obtaining and honouring that consent is our obligation. We will not push it onto the companies that license Calltime, and a company agreeing to handle it would not relieve us of it.
We do not publish children.When a company puts its programme on the public web, everyone under 18 is left off it, including their photograph and biography. They still appear in the printed programme the company hands to its audience, which is the company’s to decide.
A parent or guardian may ask us at any time to see what we hold about their child, to have it corrected, or to have it deleted, and may refuse any further collection. Write to the address at the bottom of this page and we will act on it.
Changes to this policy
We may update this policy as our practices evolve. Significant changes will be communicated through the platform.
Contact
Questions about your data or this policy? Reach us at collectivereachla@gmail.com.