Privacy Policy

Film Crew Collective is the controller of your personal data and is operated by Film Crew Collective Network Limited (company number 07725285), 225 London Road, Burgess Hill, West Sussex, RH15 9QU. We are registered with the UK Information Commissioner’s Office (ICO), registration number ZC266890.

For anything in this policy, email crew@filmcrewcollective.com.

Information you give us

• Account details: your name, email address and password. Your password is stored only as a one-way hash, so we can never see it.
• Profile details you choose to add: department and grade, region, phone number, availability dates, IMDb, Twitter/X and Instagram links, filmography, qualifications and a profile picture.
• Things you do on the site: messages to other members, contact requests, favourites, job posts and applications, marketplace listings, posts, comments and Spotlights on The Stage, and support tickets.
• Insurance requests: if you ask us to activate an insurance benefit, the name, surname, email, phone number and account ID you confirm in the request are sent to our insurance partner to set up your cover.
• Messages you send through the contact form.
• Invitations: if you invite someone to join from the directory, the email address you type is used only to send that one invitation, which includes your name.
• Discount suggestions: if you suggest a shop, restaurant or café on the Discounts page, we keep your message together with your name so the team can follow it up.

Information created as you use the site

• Your membership plan, renewal date, and the identifiers Stripe gives us for your customer record and subscription. We never see or store your card number.
• Notes kept by Billy Flyman, the AI stage manager on The Stage: short notes about what you tell him there, such as your department or what you are working on, so he can follow up naturally. He doesn't keep anything private (health, family, money, politics, religion and the like). Our team can see them, and you can ask to see or delete them.
• A sign-in (session) cookie, so you stay logged in.
• A security log of important account events (for example a password change, signing out of all devices, or an admin action) including the IP address it came from.
• Short-lived counters, keyed on a scrambled (hashed) form of your IP address or email, used to slow down repeated sign-in attempts and other abuse.

• To run your membership (contract): creating your account, showing your profile to other members in line with your plan and settings, messaging, jobs, the marketplace, billing and support.
• To keep the site safe (legitimate interests): preventing fraud and abuse, rate-limiting sign-in attempts, keeping security logs, and fixing faults.
• To email you (your preferences): service emails such as password resets and receipts are part of the contract. Notification emails (new messages, jobs, news) follow the choices you set under Account → Notifications, which you can change at any time.
• To meet legal obligations: keeping financial records for tax purposes.

We don’t sell your data, and we don’t use it for advertising or profiling.

Other members can see the profile details you add, within the limits of your plan and your own settings (for example you can hide your phone number and control who sees your availability). Your member ID card has a QR code. When someone scans it, such as an affiliated shop checking your membership, they see a page confirming whether your membership is current, together with your name, photo, plan, the month you joined and your account ID. They can’t see anything else, and the code is a long random one that can’t be guessed from your account ID.

Behind the scenes we use a small number of service providers who process data on our behalf:

• Railway: hosting and our database.
• Stripe: payments and subscriptions.
• Resend: sending our emails.
• Anthropic: the AI service behind Billy Flyman, the AI stage manager on The Stage. To write his posts, comments and welcomes, Billy is sent what is already public on The Stage (recent posts, comments and news headlines) and, when welcoming new members, their first name and department. When he replies to a member, the department and part of the UK shown on that member's profile may be included so his reply is relevant. He is never sent your email address, phone number, private messages, plan or payment details.
• MET Norway and OpenStreetMap: when Billy looks up the weather, only the name of a place (for example London, or a film studio) is sent, to find the forecast. No personal details are sent.
• The Movie Database (TMDB): when you search for a production to add to your filmography, the title you type is sent to TMDB to find a poster.
• Our insurance partner: only if you request an insurance benefit, and only the details described above.

Some of these providers are based outside the UK, including in the United States. Where that happens we rely on the safeguards the UK GDPR requires, such as the UK’s approved transfer mechanisms. We may also disclose data where the law requires it.

We use one cookie, fcc_session, which keeps you signed in. It is strictly necessary for the site to work, so it doesn’t need your consent. We don’t use advertising or analytics cookies.

Posts on The Stage can embed videos from YouTube, Dailymotion and Instagram. Those companies may set their own cookies or collect data when an embedded video loads; their own policies cover that.

• Sign-ups that haven't been approved: 7 days. If we haven't approved a new sign-up within 7 days of your sign-up, or within 7 days of us letting you know we need more information or can't approve it, the account and everything you entered when signing up is permanently deleted.
• Your account data: until you delete your account. Deleting it removes your profile, filmography, messages, contacts, listings, jobs, Stage posts and comments, and support tickets straight away.
• Billing records: Stripe keeps invoices and payment records for the period tax law requires (currently six years in the UK). Deleting your account cancels any subscription but does not erase those records.
• Security log: up to 13 months. If you delete your account we keep only a log entry recording the deletion and your email address for that time.
• Billy's notes about you: until you delete your account, and in any case cleared after a year without being refreshed. You can ask us to delete them sooner.
• Sign-in sessions: 30 days, or until you sign out.
• Abuse-prevention counters: no more than two days.
• Invitations: when a member invites someone to join, we email that person once. We keep only a scrambled (hashed) form of their address for 90 days, so we don't email them again too soon, and we don't add them to any list.
• Discount suggestions: until the team has read them and removed them, or until you delete your account.
• Contact form messages: until we have dealt with them, and then until you ask us to remove them.

Connections to the site are encrypted (HTTPS). Passwords are hashed, sign-in attempts are rate-limited, and you can sign out of every device from your Security page. Access to member data by our own team is limited to admins, and admin actions are logged. No system is perfectly secure, but we take care to keep yours safe, and we will tell you and the ICO if a breach puts your rights at risk, as the law requires.

Under UK data protection law you can ask us to:

• give you a copy of your data (access and portability),
• correct anything that is wrong,
• delete your data (erasure),
• restrict or object to how we use it,
• stop notification emails you have opted into.

Most of this you can do yourself without asking: edit your profile under Account, manage emails under Notifications, and use Privacy & data to download a copy of your data or delete your account. For anything else, email crew@filmcrewcollective.com and we will reply within one month.

If you’re unhappy with how we’ve handled your data you can complain to the Information Commissioner’s Office at ico.org.uk (0303 123 1113). We’d appreciate the chance to put things right first.

If we change how we use your data we will update this page and the date at the top, and tell members by email if the change is significant.