Privacy Notice

Who we are

ArtsAssistant is a service operated by ArtsAssistant LLC, a New Jersey limited liability company, for managing auditions and casting. Companies — theatres, studios and production companies — publish job postings; performers apply to them. This notice explains what we do with personal information for both groups, and for people who are named in the service without ever having used it.

For questions or requests about your information, email support@artsassistant.comwith “Privacy” in the subject line, so it reaches the right person rather than sitting in a general support queue.

If you have an account

When you register as a performer, we hold:

• Your name and email address, and a password we never see in readable form.
• Contact and location details you choose to add — phone, address, city, country.
• Portfolio material you upload: photographs, documents such as a CV or résumé, audio and video, and links to material hosted elsewhere.
• Your applications, the answers you give to a company’s questions, and the status of each application over time.
• Audition slots you book, and any waitlist entries.

Staff accounts hold a name, email, phone and address, and the company they belong to.

If you have no account but appear in the service

Three kinds of information about people who never signed up can end up here. We think it is fairer to say so plainly than to leave it out.

• References. A performer may list someone as a reference, including their name, job title, relationship, phone number and email.
• Agents.A performer may record their agent’s name, agency, email and phone.
• Contacts added by companies. Staff can add people to their own private contact list, with a name, email, phone, city and free-text notes.

In each case the information was given to us by someone else, not by you, and you were not asked. If you are one of these people and want your details removed, email support@artsassistant.comwith “Privacy” in the subject line, and we will remove them. You do not need an account, and you do not have to explain why.

Who else can see your information

Companies you apply to can see your profile, your application, and the portfolio material attached to it. That is the purpose of applying, and it is not something we can limit for you.

Other companies cannot, unless you turn on discoverability. Profiles are private by default and are not listed anywhere. Discoverability is not currently offered; if we introduce it, it will be something you choose, not something that is on when you arrive.

Published job postings are public. Anyone with the link can see a posting and the company that published it. Your application is not part of that.

Emails we send you

Most emails you get through the service are sent on behalf of a company, about your application or an audition, and a reply reaches that company.

ArtsAssistant also sends a few emails of its own, from an address that does not accept replies: a reminder the day before an audition you’ve booked, a notice when a company books an audition for you, and one reminder when a job posting you’ve started applying to is about to close. You can turn the reminders off on your profile page, under Email reminders; a notice of a booking made for you is always sent. Companies never see an application you haven’t submitted, or whether you were reminded about it.

Companies we rely on

We are a United States company and our service providers store data in the United States. If you are in the UK or the EU, your information is therefore handled outside your country. We have data processing agreements with each provider incorporating the European Commission’s Standard Contractual Clauses, which is the safeguard we rely on for that.

• Supabase — our database, sign-in system and file storage. Effectively everything described above.
• Postmark — sends our email. It holds your address and the content of messages we send you for 45 days, then deletes them.
• Vercel — hosts the website itself.

We do not sell personal information, and we do not use it for advertising.

Two things worth knowing about how the service works

Document links. When a company views a document you have uploaded, the service generates a temporary link. That link works for about eight hours for anyone who has it, without signing in. We keep the window short for this reason, but if such a link is forwarded, it will work until it expires.

Reports. If you report content, the description you write is kept as part of the moderation record even if you later delete your account, because it concerns someone else and forms part of a decision we made. Your name is removed from it.

How long we keep things

Your profile and the portfolio material you uploaded are deleted when you close your account, and your name is replaced with “[Account Deleted]”. Applications you submitted are kept by the company that received them, along with their history, any notes or evaluations they recorded, and the messages we sent you on their behalf — that record belongs to their casting process as much as to you. Anything staff wrote in their own words, and emails already sent, may still mention your name; if you want those removed, ask the company directly. Our email provider keeps its own copy of messages sent to you for 45 days and then deletes it.

Your rights

You can ask for a copy of what we hold about you, ask us to correct it, ask us to delete it, or object to how we use it. Email support@artsassistant.com. If you are in the UK or the EU you also have the right to complain to your data protection regulator.

You can close your account yourself, from your profile page. That deletes your profile, photos, audio, video, documents, references and contact details, removes your email address, and stops you signing in. It does not remove what a company recorded about its own casting process — the application itself, its history, notes, evaluations and messages already sent — because those belong to that company. Contact them directly about those. Closing an account cannot be undone.

Changes

If we change this notice materially we will say so on this page and, where the change affects you meaningfully, tell you directly. See also our Terms of Service.