Casting Workbook Global Privacy Policy

Effective Date: May 25, 2026  •  Replaces: May 16, 2018 policy

Plain-Language Summary

We collect your information to operate our casting platform. We do not sell your data. You can access, correct, or delete your data at any time. We use cookies and standard analytics tools. If you are under 18, a parent or guardian must consent on your behalf.

1. About This Policy

This Global Privacy Policy describes how Casting Workbook Services Inc. (“Casting Workbook,” “we,” “us,” or “our”) collects, uses, shares, and protects personal information when you use our websites, mobile applications, and related services (collectively, the “Services”).

This policy applies globally and incorporates requirements of the EU/UK General Data Protection Regulation (GDPR/UK GDPR), Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial equivalents, the California Consumer Privacy Act (CCPA/CPRA), and other applicable privacy laws.

Data Controller: Casting Workbook Services Inc., 660C Leg In Boot Square, Vancouver, B.C., Canada V5Z 4B3
Data Protection Officer: Jonathan Cohen – privacy@theworkbook.com
Scope: castingworkbook.com, voice.castingworkbook.com, and all connected sites and mobile applications.

2. Definitions

“You” / “User” — Any individual using our Site or Services, including actors, agents, casting directors, producers, and parents/guardians acting on behalf of minors.

“Personal Information” — Any information that identifies or can reasonably identify you.

“Processing” — Any operation performed on personal information, including collection, storage, use, disclosure, or deletion.

“Sensitive Data” — Information about race or ethnicity, health or disability, biometric identifiers, or financial details.

3. Personal Information We Collect

3.1 Information You Provide

  • Identity & contact: full name, date of birth, gender, postal/email address, telephone number(s).
  • Professional profile: headshots, photographs, video and audio clips, performance credits, skills, training, and representation details.
  • Diversity data: ethnicity and disability information (provided voluntarily to support inclusive casting).
  • Physical attributes: height, weight, measurements (as relevant to casting submissions).
  • Account credentials: encrypted password hash; we never store plaintext passwords.
  • Payment information: processed by PCI-DSS-compliant payment processors; card details are not stored on our servers.
  • Communications: messages, feedback forms, competition entries, and survey responses.
  • Identity verification documents: where required by law or for age/discount verification.

3.2 Information Collected Automatically

  • Usage data: pages visited, features used, session duration, referring URLs.
  • Device and technical data: IP address, browser type and version, operating system, device identifiers.
  • Cookies and similar technologies: see Section 10 for full details.
  • Location data: general geolocation inferred from IP address.

3.3 Information from Third Parties

  • Your talent agent or training establishment may supply your profile data when representing you on our platform.
  • Digital app stores (Apple, Google, Amazon) may share limited account data when you download our apps.
  • Social media platforms, if you choose to connect your accounts.

4. How and Why We Use Your Information

We only process your personal information where a lawful basis exists. The following summarises our primary processing activities:

Contract Performance

  • Creating and managing your Casting Workbook account.
  • Delivering casting submissions, audition scheduling, and related Services.
  • Processing purchases (room bookings, editing sessions, membership renewals).
  • Sending essential service communications (account alerts, billing notices).

Legitimate Interests

  • Improving and personalising our Services based on usage patterns.
  • Detecting and preventing fraud, misuse of trial/cooling-off periods, and security threats.
  • Business analytics and reporting to support operational decisions.
  • Maintaining historical archives of public profiles for industry reference.
  • Facilitating network partner integrations for cross-territory casting.

Consent

  • Sending optional email marketing and newsletters (you may opt out at any time).
  • Placing non-essential analytics and advertising cookies (managed via our cookie consent tool).
  • Publishing diversity data on your profile where you have explicitly provided it.

Legal Obligation

  • Responding to lawful requests from law enforcement or regulatory authorities.
  • Retaining records as required by applicable tax, corporate, or employment law.
  • Notifying supervisory authorities of data breaches within required timeframes.

5. How We Share Your Information

Casting Workbook does not sell personal information to third parties. We share information only in the circumstances described below.

5.1 Your Public Profile

As a casting platform, your profile (headshots, credits, contact details you choose to publish) is visible to other registered users such as casting directors, agents, and producers. You control what information appears on your public profile.

5.2 Service Providers

We engage trusted third-party processors to help us deliver the Services, including cloud hosting providers, payment processors, email delivery services, and analytics vendors. These processors are bound by data processing agreements and may only use your information for the specific purpose we authorise.

5.3 Network Partners

We share breakdown and submission data with casting platform partners in other territories solely to facilitate cross-territory casting workflows.

5.4 Legal and Safety Disclosures

We may disclose information where required by law, court order, or to protect the rights, safety, or property of Casting Workbook, our users, or the public.

5.5 Business Transfers

If Casting Workbook is acquired, merged, or undergoes a restructuring, your information may be transferred to the successor entity, subject to equivalent privacy protections.

6. International Data Transfers

Our operations span Canada, the United States, the United Kingdom, and the European Economic Area. Personal information may be transferred to and processed in countries outside the EEA or UK. Where such transfers occur, we rely on:

  • European Commission adequacy decisions (e.g., transfers to Canada under GDPR Article 45).
  • Standard Contractual Clauses (SCCs) approved by the European Commission.
  • UK International Data Transfer Agreements (IDTAs) for transfers from the UK.
  • Binding Corporate Rules or other lawful transfer mechanisms as applicable.

You may request a copy of the relevant transfer safeguards by contacting our Data Protection Officer.

7. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, and in accordance with our retention schedule. Key retention periods include:

  • Active accounts: retained for the duration of your membership plus a reasonable post-termination window for legal and audit purposes.
  • Inactive accounts: reviewed periodically; you will be notified before deletion.
  • Legal holds: retained as required by law or ongoing legal proceedings.
  • Archived public profiles: may be retained in historical archives for industry reference, stripped of directly identifiable contact information upon account closure.

You may request deletion of your account and personal data at any time (see Section 9).

8. Children and Young Performers

Casting Workbook’s Services are used by performers of all ages, including minors. We take particular care to protect the privacy of children (persons under 18, or the applicable age of majority in your jurisdiction).

  • Consent for minors is obtained from a parent or legal guardian, who must agree to this Privacy Policy on the child’s behalf.
  • Parents and guardians may exercise all data subject rights on behalf of the child they represent.
  • We do not knowingly collect personal information directly from children under 13 without verified parental consent.
  • Please refer to our Young Performers FAQs and speak to our Data Protection Officer if you have any concerns.

9. Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information. To exercise any right, contact our Data Protection Officer at privacy@theworkbook.com. We will respond within 30 days (or within the timeframe required by applicable law).

Rights Available to All Users

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Ask us to correct inaccurate or incomplete information.
  • Deletion (“Right to be Forgotten”): Request erasure where we no longer have a legal basis to retain it.
  • Restriction: Ask us to limit processing while a dispute or correction is pending.
  • Objection: Object to processing based on legitimate interests or for direct marketing.
  • Portability: Receive your data in a structured, machine-readable format.
  • Withdraw Consent: Where we rely on consent, withdraw it at any time without affecting prior lawful processing.

Additional Rights for California Residents (CCPA/CPRA)

  • Right to Know: Request disclosure of the categories and specific pieces of personal information collected.
  • Right to Opt-Out of Sale/Sharing: We do not sell or share personal information for cross-context behavioural advertising.
  • Right to Limit Use of Sensitive Personal Information.
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.

To submit a CCPA request, contact us at privacy@theworkbook.com or by post at our address above.

10. Cookies and Tracking Technologies

10.1 What Are Cookies?

Cookies are small text files placed on your device by websites you visit. We also use similar technologies such as pixels, local storage, and SDKs.

10.2 Categories of Cookies We Use

  • Strictly Necessary: Essential for login, authentication, session management, and secure payments. Cannot be disabled without affecting core functionality.
  • Analytics & Performance: Used to understand how visitors interact with our Services (e.g., Google Analytics). These are enabled only with your consent.
  • Functional: Remember your preferences (language, region, display settings).
  • Advertising & Third-Party: May be set by Google AdWords or similar partners to measure ad effectiveness. Subject to your cookie consent choices.

10.3 Managing Cookies

You can manage cookie preferences through our Cookie Consent tool (available on first visit and via the footer link) or through your browser settings. Note that disabling strictly necessary cookies will prevent you from using core features of our platform.

For more information about cookies, visit the ICO’s guidance at ico.org.uk or allaboutcookies.org.

11. Security

We apply industry-standard technical and organisational measures to protect your personal information against unauthorised access, disclosure, alteration, or destruction, including:

  • TLS/SSL encryption for all data in transit.
  • Encrypted storage of passwords; plaintext passwords are never stored.
  • PCI-DSS compliant payment processing; card data is not retained on our servers.
  • Access controls, least-privilege principles, and regular security reviews.
  • Staff training on data protection obligations.

11.1 Data Breach Response

In the event of a personal data breach that poses a risk to your rights and freedoms, we will notify the relevant supervisory authority (e.g., the Office of the Information Commissioner) within 72 hours of becoming aware and will notify affected individuals without undue delay where required by law.

12. Payment Security

All payment transactions are processed through fully PCI-DSS compliant payment service providers. Payment card details are encrypted in transit using SSL and are not stored on Casting Workbook servers beyond the duration of the transaction. If you experience payment issues, please contact your card issuer and then our support team.

13. Links to Third-Party Sites

Our Services may contain links to third-party websites or platforms not operated by Casting Workbook. We are not responsible for the privacy practices of those sites and recommend reviewing their privacy policies before submitting personal information.

14. Changes to This Policy

We review and update this Privacy Policy periodically to reflect changes in our practices, Services, or applicable law. Where changes are material, we will notify you by email or by a prominent notice on our Site prior to the change taking effect, and we will update the Effective Date at the top of this document. Your continued use of the Services after notification constitutes acceptance of the updated policy.

15. Supervisory Authority Complaints

If you believe we have not handled your personal information in accordance with applicable law, you have the right to lodge a complaint with your local data protection supervisory authority:

  • Canada: Office of the Privacy Commissioner of Canada — priv.gc.ca
  • UK: Information Commissioner’s Office (ICO) — ico.org.uk
  • EU: Your national data protection authority (see edpb.europa.eu for a full list).
  • California (USA): California Privacy Protection Agency — cppa.ca.gov

We encourage you to contact us directly in the first instance so we can address your concerns.

16. Contact Us

For any questions, requests, or concerns about this Privacy Policy or our data practices, please contact:

Data Protection Officer: Jonathan Cohen
Email: privacy@theworkbook.com
Post: Casting Workbook Services Inc., 660C Leg In Boot Square, Vancouver, B.C., Canada V5Z 4B3
Website: www.castingworkbook.com

This Privacy Policy was last reviewed and updated on May 25, 2026. It supersedes all previous versions.