LEGAL
Privacy Policy
Privacy Policy
Privacy Policy
This Policy explains how Roster handles information during its early-access beta. Roster is still developing, and our data practices may change as the service changes. We will update this Policy when needed.
This Policy explains how Roster handles information during its early-access beta. Roster is still developing, and our data practices may change as the service changes. We will update this Policy when needed.
This Policy explains how Roster handles information during its early-access beta. Roster is still developing, and our data practices may change as the service changes. We will update this Policy when needed.
Effective date: July 25, 2026
1. Overview
Roster is a private production tool. Production companies use Roster to plan projects, manage crew, send call cards, track changes, and keep records.
Private project data stays private unless it is shared by an authorized production user, or by the person the record is about, through a supported Roster feature.
We do not use private call sheets to create public crew profiles, we do not sell private project data or crew contact information, and we do not use uploaded call sheets or budgets to train general AI models.
Production companies are responsible for what they upload, create, or send through Roster. That includes making sure they are allowed to use project materials in Roster and to contact the people on the project.
Roster helps productions run the job. It does not turn the job into a public database.
2. Who This Policy Applies To
Production companies that use Roster.
Company admins and authorized project members.
Crew members who use Roster.
People who get Roster messages or appear in project records but do not have a Roster account.
Visitors to our website or app.
Some people show up in project records before they ever create a Roster account. We call them “non-users” in this policy.
3. Information We Collect
Account information
Name, business email, business phone number, company, role, and login information.
Project information
Project names, production dates, locations and logistics, roles, bookings, call times, call cards, revisions, and acknowledgments.
Call sheets, budgets, and production materials
Uploaded call sheets, budgets, notes, revisions, and related files. These are private project materials, and we use them to run the project inside Roster.
Crew and non-user contact information
Names, business contact details, role or department, and the project someone is connected to.
Rates, guarantees, and allowances
Some project records include rates, guarantees, or allowances. We treat these as confidential project information and use them only for supported production workflows.
Work states
Roster may record that someone was scheduled, called, or acknowledged a call. These are different things, and the source and strength of each differs. A call sheet can show that someone was scheduled or called. On its own, it does not prove what work was performed, what was paid, or how someone was classified.
Messages and delivery records
Invitations, availability requests, call cards, reminders, revisions, delivery status, opt-outs, and acknowledgments.
Device, usage, and security information
IP address, browser and device information, log data, and security events.
Cookies
We may use cookies or similar technology to keep you signed in, keep the service secure, and understand basic usage.
4. How We Use Information
We use project information to help the production company run the project in Roster. We use information to:
Provide the service.
Build production days and manage bookings.
Send call cards, revisions, and other production messages.
Track acknowledgments and keep project records.
Support customers.
Keep the service secure and look into unauthorized use.
Meet our legal obligations.
5. How We Do Not Use Private Project Data
Roster does not:
Sell private project data or crew contact information.
Turn private call sheets into public crew profiles.
Create public credits from uploaded call sheets.
Show one company’s crew list to another company.
Send general job ads, marketing, or recruiting texts.
Use uploaded call sheets or budgets to train general AI models.
Roster does not turn private production documents into a public people database.
6. Call Sheets and Private Production Files
Call sheets, budgets, and production files should only be uploaded by the production company, or by someone the production company allows to use them in Roster for that project.
Source files
A source file is the original document — a call sheet, a budget, a spreadsheet. Source files stay in the private project. We limit internal access to project materials to the people and systems that need it to run, support, secure, or review the service, and we are building out more detailed access logging and review controls for source files.
Work records
A work record is a record about one person’s own work on a project — a booking, a call card, an acknowledgment. A work record may come from a source file, but it is not the same thing as the source file.
Seeing your record is not seeing the file
Project information shows up in different forms in Roster. Getting access to one form does not give you access to another. Seeing your own work record does not mean you can open the full call sheet, the budget, or other private project files. Those may hold confidential production information, or information about other people.
7. Crew Access to Their Own Records
If your business contact details were used on a production in Roster, you may be able to confirm who you are and see certain records about your own work — your role, your dates, your call cards, messages sent to you, and your acknowledgments.
That does not give you the full call sheet, the budget, other private project files, other people’s contact details, or private production notes.
Crew may be able to see records about themselves — not the whole file.
8. Future Features
Roster may introduce optional profile, work-history, proof, integration, or sharing features in the future. Additional terms, privacy controls, or consent steps may apply before those features are made available.
Private call sheets, budgets, production files, other people’s contact information, and confidential production details do not become public just because they were used in Roster.
9. AI, OCR, and Document Parsing
Roster may use document parsing, OCR, or AI tools to read parts of uploaded budgets and call sheets. We use this to build project records, call cards, schedules, and revisions.
We do not use customer documents to train general AI models.
We limit people looking at uploaded documents to support, security, quality review, or legal review.
We may keep the original file when we need it for project history, revision history, support, security, or a dispute.
Customers can ask us to delete or restrict project files, subject to legal, security, and contract needs.
10. Production Text Messages
Roster texts are tied to a specific production. They may include:
Project invitations.
Availability requests for named dates.
Booking or hold updates.
Personal call cards, call-time updates, and project updates.
Location changes.
Acknowledgment reminders.
Cancellation or wrap updates.
Roster does not text you general job ads, marketing, product announcements, crew recommendations, or cross-project recruiting.
Reply STOP to any Roster text to opt out of further messages from that number. Reply HELP for help.
11. Non-User Privacy Requests
If you got a Roster message or show up in a project record without an account, you can ask us to:
Stop texting you.
Tell you what contact or project records we have about you.
Fix contact information that is wrong.
Delete or limit how we use your information.
Look into a call sheet, booking, or message you think was not authorized.
Email hello@onroster.io. We may need to confirm who you are before we respond.
We may not be able to delete every record right away. We may need to keep limited records for security, a dispute, customer records, legal reasons, or to show that we honored an opt-out. When we do, we limit what we keep and who can see it.
12. How We Share Information
We share project information only as needed to run Roster, support the project, protect the service, or follow the law. We may share it:
With the production company running the project, and its authorized project members.
With the person the record is about.
With service providers who help us run Roster.
For legal, security, or dispute reasons.
If the business is ever sold or transferred.
We do not sell private project data.
13. Service Providers
We use trusted service providers to run Roster — hosting, messaging, document parsing, security, and support. We do not let them use private production data to train general AI models.
14. Keeping and Deleting Data
We keep project information while it is needed to run Roster, support customers, keep the service secure, keep project records, handle disputes, or meet legal obligations. Customers can ask us to delete or restrict project data.
We may keep original files where we need them for revision history, support, security, or a dispute, and we may keep limited records for security, legal, customer, or opt-out reasons. Deleting a source file does not automatically erase every separate record of what happened on the project.
15. Security
We use reasonable safeguards — access scoped by company and project, encryption in transit, and limited internal access. No system is perfectly secure, and we do not claim otherwise.
If a security incident affects personal information, we will notify the people, customers, or regulators the law requires us to notify.
16. Your Privacy Rights
Depending on where you live, you may be able to ask us to:
Tell you what personal information we have about you.
Fix information that is wrong.
Delete information, when the law requires deletion.
Limit how we use certain information.
Send you a copy of certain information.
Object to certain uses of your information.
Email hello@onroster.io. We may need to confirm who you are, and we may keep limited records where the law allows or requires it.
17. Minors
Roster accounts are for people working in production. Roster is not directed to children, and we do not offer accounts to them.
Productions do work with minor performers. A production company may put a minor’s name, role, call time, or guardian contact details into a project record. When it does, that information is private project data covered by this Policy, and the production company is responsible for having the right to provide it and for following the rules that apply to employing minors.
18. Where Roster Is Available
Roster is currently built for production work in the United States. If you want to use Roster for projects, crew, or recipients outside the United States, contact us first. Additional terms, privacy requirements, or controls may apply.
19. Changes to This Policy
We may update this Policy as Roster changes, as our service providers change, or as the law changes. When we do, we will post the updated Policy and its effective date here. We will give additional notice, or ask for your consent, when the law requires it.
An updated Policy does not by itself let us use private production data we already collected in a materially different way when the law requires additional notice or consent first.
20. Contact Us
Privacy: hello@onroster.io
Legal and copyright: hello@onroster.io
Support: hello@onroster.io
1. Overview
Roster is a private production tool. Production companies use Roster to plan projects, manage crew, send call cards, track changes, and keep records.
Private project data stays private unless it is shared by an authorized production user, or by the person the record is about, through a supported Roster feature.
We do not use private call sheets to create public crew profiles, we do not sell private project data or crew contact information, and we do not use uploaded call sheets or budgets to train general AI models.
Production companies are responsible for what they upload, create, or send through Roster. That includes making sure they are allowed to use project materials in Roster and to contact the people on the project.
Roster helps productions run the job. It does not turn the job into a public database.
2. Who This Policy Applies To
Production companies that use Roster.
Company admins and authorized project members.
Crew members who use Roster.
People who get Roster messages or appear in project records but do not have a Roster account.
Visitors to our website or app.
Some people show up in project records before they ever create a Roster account. We call them “non-users” in this policy.
3. Information We Collect
Account information
Name, business email, business phone number, company, role, and login information.
Project information
Project names, production dates, locations and logistics, roles, bookings, call times, call cards, revisions, and acknowledgments.
Call sheets, budgets, and production materials
Uploaded call sheets, budgets, notes, revisions, and related files. These are private project materials, and we use them to run the project inside Roster.
Crew and non-user contact information
Names, business contact details, role or department, and the project someone is connected to.
Rates, guarantees, and allowances
Some project records include rates, guarantees, or allowances. We treat these as confidential project information and use them only for supported production workflows.
Work states
Roster may record that someone was scheduled, called, or acknowledged a call. These are different things, and the source and strength of each differs. A call sheet can show that someone was scheduled or called. On its own, it does not prove what work was performed, what was paid, or how someone was classified.
Messages and delivery records
Invitations, availability requests, call cards, reminders, revisions, delivery status, opt-outs, and acknowledgments.
Device, usage, and security information
IP address, browser and device information, log data, and security events.
Cookies
We may use cookies or similar technology to keep you signed in, keep the service secure, and understand basic usage.
4. How We Use Information
We use project information to help the production company run the project in Roster. We use information to:
Provide the service.
Build production days and manage bookings.
Send call cards, revisions, and other production messages.
Track acknowledgments and keep project records.
Support customers.
Keep the service secure and look into unauthorized use.
Meet our legal obligations.
5. How We Do Not Use Private Project Data
Roster does not:
Sell private project data or crew contact information.
Turn private call sheets into public crew profiles.
Create public credits from uploaded call sheets.
Show one company’s crew list to another company.
Send general job ads, marketing, or recruiting texts.
Use uploaded call sheets or budgets to train general AI models.
Roster does not turn private production documents into a public people database.
6. Call Sheets and Private Production Files
Call sheets, budgets, and production files should only be uploaded by the production company, or by someone the production company allows to use them in Roster for that project.
Source files
A source file is the original document — a call sheet, a budget, a spreadsheet. Source files stay in the private project. We limit internal access to project materials to the people and systems that need it to run, support, secure, or review the service, and we are building out more detailed access logging and review controls for source files.
Work records
A work record is a record about one person’s own work on a project — a booking, a call card, an acknowledgment. A work record may come from a source file, but it is not the same thing as the source file.
Seeing your record is not seeing the file
Project information shows up in different forms in Roster. Getting access to one form does not give you access to another. Seeing your own work record does not mean you can open the full call sheet, the budget, or other private project files. Those may hold confidential production information, or information about other people.
7. Crew Access to Their Own Records
If your business contact details were used on a production in Roster, you may be able to confirm who you are and see certain records about your own work — your role, your dates, your call cards, messages sent to you, and your acknowledgments.
That does not give you the full call sheet, the budget, other private project files, other people’s contact details, or private production notes.
Crew may be able to see records about themselves — not the whole file.
8. Future Features
Roster may introduce optional profile, work-history, proof, integration, or sharing features in the future. Additional terms, privacy controls, or consent steps may apply before those features are made available.
Private call sheets, budgets, production files, other people’s contact information, and confidential production details do not become public just because they were used in Roster.
9. AI, OCR, and Document Parsing
Roster may use document parsing, OCR, or AI tools to read parts of uploaded budgets and call sheets. We use this to build project records, call cards, schedules, and revisions.
We do not use customer documents to train general AI models.
We limit people looking at uploaded documents to support, security, quality review, or legal review.
We may keep the original file when we need it for project history, revision history, support, security, or a dispute.
Customers can ask us to delete or restrict project files, subject to legal, security, and contract needs.
10. Production Text Messages
Roster texts are tied to a specific production. They may include:
Project invitations.
Availability requests for named dates.
Booking or hold updates.
Personal call cards, call-time updates, and project updates.
Location changes.
Acknowledgment reminders.
Cancellation or wrap updates.
Roster does not text you general job ads, marketing, product announcements, crew recommendations, or cross-project recruiting.
Reply STOP to any Roster text to opt out of further messages from that number. Reply HELP for help.
11. Non-User Privacy Requests
If you got a Roster message or show up in a project record without an account, you can ask us to:
Stop texting you.
Tell you what contact or project records we have about you.
Fix contact information that is wrong.
Delete or limit how we use your information.
Look into a call sheet, booking, or message you think was not authorized.
Email hello@onroster.io. We may need to confirm who you are before we respond.
We may not be able to delete every record right away. We may need to keep limited records for security, a dispute, customer records, legal reasons, or to show that we honored an opt-out. When we do, we limit what we keep and who can see it.
12. How We Share Information
We share project information only as needed to run Roster, support the project, protect the service, or follow the law. We may share it:
With the production company running the project, and its authorized project members.
With the person the record is about.
With service providers who help us run Roster.
For legal, security, or dispute reasons.
If the business is ever sold or transferred.
We do not sell private project data.
13. Service Providers
We use trusted service providers to run Roster — hosting, messaging, document parsing, security, and support. We do not let them use private production data to train general AI models.
14. Keeping and Deleting Data
We keep project information while it is needed to run Roster, support customers, keep the service secure, keep project records, handle disputes, or meet legal obligations. Customers can ask us to delete or restrict project data.
We may keep original files where we need them for revision history, support, security, or a dispute, and we may keep limited records for security, legal, customer, or opt-out reasons. Deleting a source file does not automatically erase every separate record of what happened on the project.
15. Security
We use reasonable safeguards — access scoped by company and project, encryption in transit, and limited internal access. No system is perfectly secure, and we do not claim otherwise.
If a security incident affects personal information, we will notify the people, customers, or regulators the law requires us to notify.
16. Your Privacy Rights
Depending on where you live, you may be able to ask us to:
Tell you what personal information we have about you.
Fix information that is wrong.
Delete information, when the law requires deletion.
Limit how we use certain information.
Send you a copy of certain information.
Object to certain uses of your information.
Email hello@onroster.io. We may need to confirm who you are, and we may keep limited records where the law allows or requires it.
17. Minors
Roster accounts are for people working in production. Roster is not directed to children, and we do not offer accounts to them.
Productions do work with minor performers. A production company may put a minor’s name, role, call time, or guardian contact details into a project record. When it does, that information is private project data covered by this Policy, and the production company is responsible for having the right to provide it and for following the rules that apply to employing minors.
18. Where Roster Is Available
Roster is currently built for production work in the United States. If you want to use Roster for projects, crew, or recipients outside the United States, contact us first. Additional terms, privacy requirements, or controls may apply.
19. Changes to This Policy
We may update this Policy as Roster changes, as our service providers change, or as the law changes. When we do, we will post the updated Policy and its effective date here. We will give additional notice, or ask for your consent, when the law requires it.
An updated Policy does not by itself let us use private production data we already collected in a materially different way when the law requires additional notice or consent first.
20. Contact Us
Privacy: hello@onroster.io
Legal and copyright: hello@onroster.io
Support: hello@onroster.io
© Roster • 2026