Off the Page Productions Ltd T/A Casting Tools

www.casting-tools.com

Effective date of this privacy policy: 1st October 2026

Privacy at a glance: Off the Page Productions Ltd, trading as Casting Tools, uses your account details, profiles, auditions and messages to run the casting service, help users find opportunities and keep the Site safe. This policy covers visitors, account holders, children with adult-managed profiles and people whose details another user supplies. We explain who is responsible and how to contact us in section ‎1.

Your choices and sharing: Optional sensitive details, such as ethnicity or health information, need separate explicit consent; accepting our Terms and Conditions does not give that consent. Marketing is optional too. Profiles and auditions are shared according to the permissions explained below, including approved deliveries outside the Site in ZIP files. Child profiles are not public and each recipient must be identified and approved by the Responsible Adult, subject to the child’s own rights. We do not sell your information or use profiles or auditions to train AI models.

Find the detail you need: Information we collect: section 2; sensitive details and consent: section 4; why we use information: section 5; who can see it, including downloaded auditions: section 6; children: section 7; marketing: section 8; cookies: section 10; use outside the UK: section 11; how long we keep it: section 12; your rights: section 14; complaints: section 15. The numbered sections below provide the full explanation. Role names, including Performer, Agent, Casting Director, Hirer and Responsible Adult, have the meanings given here or in our Terms and Conditions. A Responsible Adult is a person with parental responsibility who manages a child’s profile.

1. Who is responsible and how to contact us
   1. Who we are: Off the Page Productions Ltd is the controller of personal information used to operate and administer Casting Tools, manage accounts, provide the profile and job-discovery service, maintain security and enforce our rules. Controller means the organisation deciding why and how information is used. Our registered office is CS Innovation Centre, Mewburn Road, Banbury, Oxfordshire, OX16 9PA, company number 05199093, and our privacy contact is support@casting-tools.com. You can also write to our privacy contact at the registered office.
   2. Additional privacy contacts: Hugh Edwards, Director, available through support@offthepage.com
   3. Other organisations’ responsibilities: Casting Directors, Agents, Hirers, the actual employer or client and authorised casting or production team members may decide for themselves how to use information for casting, representation, employment or their own records. In that case they are separate controllers and must explain their use and deal with requests about it. If we hold particular private project information only on an organisation’s instructions, we act as its processor: we provide that information-handling service for it, and its privacy notice also applies. We remain responsible for our own uses. You can contact us for help identifying who is responsible.
2. Information we collect
   1. Account and contact details: names, stage names, contact email, login and authentication information, selected roles, organisation and business contact details, account settings and permissions. For invited Hirers, this includes the invitation, inviting Casting Director and permitted projects. We collect age information where needed to distinguish adult and child profiles and operate safeguarding arrangements.
   2. Performer profiles: We collect photographs, audio or video demo reels, credits, experience, skills, performance categories, languages, accents, availability, broad location, playing-age range, representation and other profile details you provide. Profiles may include height, weight, appearance, sex or gender and, with the required separate consent, sensitive details such as ethnicity or health information. Section 4 explains the extra protection for those sensitive details.
   3. Casting and communications: job descriptions, scripts, applications, audition recordings, shortlists, project comments, decisions and status updates, messages, attachments and email delivery information. These may include information supplied by a Casting Director, Hirer, Agent or Responsible Adult about a Performer.
   4. Children and representatives: the child's name or stage name, age, professional profile and audition material; the Responsible Adult's contact details, relationship and evidence of parental responsibility where necessary; Agent authorisations; and records of permissions and consent. If we need identity or age evidence, we request only what is proportionate to the purpose and explain the method and retention at the time. Such evidence is not part of a casting profile.
   5. Purchases and payments: Casting Directors' billing details, service orders, invoices, payment status, transaction references and correspondence about payments. [Identify the payment provider and confirm whether payment details are collected directly by that provider, and the limited payment information returned to Off the Page Productions Ltd.] We do not administer payments for Performers' work or Agent commissions.
   6. Technical and usage details: IP address, browser and device information, access times, pages and features used, search filters, security and error logs, and account-administration records. Cookies and similar technologies are explained in section 10 below. We also hold support requests, complaints, safety reports, consent choices and records needed to investigate misuse.
   7. Details to keep private: You must not place home addresses, identity documents, bank details, unnecessary medical information or other highly private information in visible profiles or auditions. Children’s schools, private contact details and precise locations must not be included. Criminal-record information is not a standard profile field. If we need it for a particular lawful process, we will explain why and the additional protections that apply.
3. Where information comes from
   1. Information from you and others: We collect information directly when you register, complete a profile, select filters, apply, upload material, correspond with us or use the Site. We record your acceptance of the Terms and Conditions, including the version, account and time of acceptance, separately from optional consent choices. We receive information about you from users involved in a relevant casting or representation process: for example, your Agent, Responsible Adult, an inviting Casting Director or a Hirer providing project feedback. We also receive payment confirmations from the payment provider and technical information from service providers operating the Site.
   2. Information supplied before you register: Where someone supplies information about you before you have an account, such as a Hirer invitation or a proposed representation link, we use it to manage that invitation or link and explain how we use it when we first contact you or earlier where required. We provide the required privacy information within the applicable legal period, normally no later than one month after obtaining the information, and before earlier sharing or at first communication where required. You can ask us who supplied information about you.
4. Sensitive information and your choices
   1. What we mean by sensitive information: The law gives extra protection to information about racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health or disability, sex life and sexual orientation. It also protects genetic information and biometric information used to identify someone uniquely, such as a facial or voice pattern analysed for identity checking. The legal name is “special category data”; in this policy we call it sensitive information.
   2. Appearance, photographs and recordings: Height, weight, sex and gender are not automatically sensitive information in that legal sense, although they remain personal information and may reveal sensitive details in context. An ordinary photograph or voice recording is not automatically biometric information used for identification. We do not use photographs or voices for biometric identity checks or infer ethnicity, health, religion or sexuality from appearance or recordings.
   3. Separate consent for sensitive details: We use optional sensitive profile details for finding casting opportunities, filtering results and authorised sharing only with explicit consent. This means a clear, specific agreement to that use. Consent provides both our ordinary legal basis for using the information and the additional permission the law requires for sensitive information. Before collecting it for these purposes, we explain which details we want to use, why and the recipients or clearly identified recipient groups, and ask separately for agreement. Accepting the Terms and Conditions, uploading a photograph or having an Agent does not itself give this consent.
   4. Leaving fields blank or changing your mind: You can leave optional sensitive fields blank and still use the core service. A search relying on an omitted characteristic may show different results. We will not suspend your account for declining this optional use. You can withdraw consent or ask us to remove the details through the available profile controls or at support@casting-tools.com. Withdrawing consent is as easy as giving it. It does not make earlier lawful use unlawful.
   5. What happens after withdrawal: We stop the use and sharing covered by the withdrawn consent and remove the information from active use. We retain a restricted record only if a separate lawful reason allows or requires it. Where the law requires, we tell relevant recipients about deletion or restrictions. A recipient must explain any legal obligation to keep its own record; having received a copy does not allow it to continue using it for casting after the permission ends.
   6. Exceptional uses for claims or safeguarding: A dispute or safety report may contain sensitive information. We use it only if both an ordinary legal basis and an additional legal condition apply, for example where necessary for a legal claim or where a specific safeguarding condition under UK law is met. We apply the protections that condition requires. Safeguarding concerns or our business interests do not give us general permission to collect sensitive profile details.
5. Why we use your information
   1. Accounts and requested services: We use account details, profiles, searches, applications, auditions and messages to provide the service, manage access and send necessary service messages. Where you contract with us personally as an adult, our legal basis is performing that contract: the use must be necessary to provide what we have agreed. For an organisation’s staff, invited representatives and others who are not personally party to the contract, we rely on legitimate interests in running the requested service and enabling authorised professional communications. “Legitimate interests” means a necessary, reasonable purpose that we have checked does not override your rights and interests. Optional sensitive details instead need the separate consent explained in section 4.
   2. Adult-managed child profiles: We use the Responsible Adult’s information to perform our contract with that adult. For the child’s ordinary information, we rely on legitimate interests in providing the safe, adult-managed service requested for the child. We assess the impact and give particular weight to the child’s best interests. The adult’s contract does not itself provide a contractual basis for using the child’s information. Sections ‎4 and ‎7 explain consent for sensitive details.
   3. Orders and accounting: We use purchase and billing information to carry out our contract with the purchaser. For an organisation’s representative, we rely on legitimate interests in administering its purchase. We keep accounting records where tax or company law requires us to do so. That legal basis is called a legal obligation: the law requires the relevant use or retention.
   4. Support and service administration: We use correspondence and limited account information to answer requests and correct faults. We rely on performing our contract where the use is necessary to deliver your agreed service, and otherwise on legitimate interests in helping users and keeping the service working. Administrator access is limited as described in section 9 below.
   5. Security, safety, complaints and enforcing our rules: We use relevant account details, usage records, communications and reports to prevent fraud, protect users, investigate concerns, enforce our rules and deal with legal claims. We rely on legitimate interests in a safe, lawful service and protecting people’s rights, or on a legal obligation where the law requires the activity. This includes our legal duties to handle data protection complaints. Sensitive information and criminal-offence information need additional legal conditions and protections; legitimate interests alone are not enough.
   6. Improving the service: We use limited technical and usage records for legitimate interests in understanding faults and improving usability and performance, with consent for optional tracking where required. We use information that does not identify you, or combined statistics where practical. We do not use profile or audition material to train AI models.
   7. Optional emails and alerts: Where the law requires consent for marketing emails or optional job alerts, we ask for it and respect unsubscribe requests. Where the law permits a particular message without consent, we rely on legitimate interests in sending relevant information only if the electronic-marketing rules allow it. Free registration is not general marketing permission. Section 8 explains service messages and marketing.
   8. Legal duties and business administration: We use necessary information to respond to lawful requests, meet our own applicable regulatory duties and keep required records, relying on legal obligation. For professional advice, corporate administration and a proposed genuine business sale or restructuring, we rely on legitimate interests, with limited sharing and appropriate protection. We consider the effect on individuals before relying on legitimate interests, with particular weight given to children's interests. You may ask for information about how we have balanced those interests against your rights.
6. Who can see your information
   1. Profiles, applications and project access: We share profile information according to the relevant visibility settings and the casting or representation process you choose. Applications and auditions may be seen by the receiving Casting Director or Agent and authorised project participants, including the Hirer, actual employer or client and relevant casting or production team. We explain the intended recipients or clearly identified groups before sharing. A Hirer has only the access set by the inviting Casting Director. Agents can create jobs for their own Performers; they need a Casting Director account to make jobs available more widely. A profile is not automatically visible to every user. Children have the stricter protections in section 7.
   2. Auditions sent outside the Site: We may package audition recordings and the accompanying details needed to identify and assess them into downloadable files, including ZIP archives. For an authorised casting process, we may send them by email, secure download link or another appropriate method to the relevant Casting Director, authorised Agent, Hirer, actual employer or client, or authorised casting or production team members. We explain the recipients or clearly identified groups before sharing and apply the required permissions, legal grounds and separate consents. Each recipient of a child’s material must be identified and approved as explained in section 7. Non-registered recipients must agree equivalent written use, confidentiality, security, sharing and deletion restrictions before access; where we send material directly, we obtain that agreement unless they are already bound. Deleting a file from the Site does not automatically delete downloaded copies. Recipients must observe those restrictions and data protection law. Section 11 covers transfers outside the UK.
   3. Adult profile visibility: You have the option to make your profile public. This will allow your profile to be seen on the platform and appear in searches and filters, and will also be publicly available externally on the site, and visible to search engines. If you choose not to make your profile public, you will not appear in any searches nor on the external site.
   4. Agents and representation links: An Agent may manage information and submit material within the authority given by the Performer or Responsible Adult and the permissions attached to the representation link. We record those links and authorisations. Representation does not itself provide consent to use sensitive details or authority to approve every recipient of a child’s material. Sharing outside the Site is subject to the same permissions and restrictions as sharing on it. We explain who will receive information before a representation link or submission enables access.
   5. Who can see a child’s material: Child profiles are not public. Access is limited to the authorised Agent and relevant Casting Director, Hirer, actual employer or client, or authorised casting or production team members. Each recipient must be identified and approved by the Responsible Adult before access, including outside the Site, subject to the child’s own rights and any separate consent required. We do not display a child’s home address, school, private contact details or exact birth date to casting users. Contact goes through the Responsible Adult or an authorised Agent with adult oversight.
   6. Service providers: We share the minimum information needed with providers of hosting, storage, content delivery, email delivery, payment processing, technical support and security services. Providers acting on our instructions must protect the information and may use it only to provide the contracted services. A payment or professional service provider may also be a controller for its own legally required activities, which its privacy information explains.
   7. Other necessary sharing: We may share relevant information with professional advisers, insurers, courts, regulators, law enforcement and safeguarding authorities where necessary and lawful. A prospective buyer or successor may receive limited information under confidentiality and appropriate safeguards as part of a genuine business transaction. We do not sell personal information or give advertisers access to audition material.
   8. Copies held by other recipients: Other recipients may be responsible for their own lawful casting or engagement records. The Terms and Conditions and equivalent agreements with external recipients restrict onward sharing, production use, AI use and retention. Access controls cannot prevent every unauthorised screenshot or copy. You can report suspected misuse to support@casting-tools.com so that we can investigate and take action within our control.
7. Children and their information
   1. Adult-managed accounts: Under-18 Performers use profiles managed by a person with parental responsibility, called the Responsible Adult. Children do not open independent accounts. An Agent can assist if authorised, but representation alone does not permit the Agent to consent for the child. We use proportionate measures to check the adult's authority and to protect the child's information.
   2. The child’s own rights and consent: The rights belong to the child. We take account of their age, understanding and wishes when deciding who can consent or act for them. Where the special rule for online services offered directly to children applies and we rely on consent, a parent or other person with parental responsibility must give or authorise it for an under-13, and we must reasonably check that authority. A child aged 13 or over must be able to understand and give valid consent themselves. In other situations, understanding and the applicable law determine who may consent. Adult management does not allow us to disregard a child’s own valid decision or withdrawal.
   3. Extra care with sensitive details: We explain optional uses of sensitive information in language the child can understand and seek explicit consent from whoever can legally give it. A general parental checkbox does not cover every child or every use. We collect only what is needed, restrict access and communications, and do not use children’s information for advertising based on their behaviour or for unrelated marketing.
   4. Requests and becoming an adult: A child or Responsible Adult may contact support@casting-tools.com to ask what is held, correct information, restrict sharing or request deletion. We may need to check authority and whether a request reflects the child's rights and best interests. At 18, we seek the Performer's own acceptance and review permissions before transferring profile control. We do not automatically preserve parental access into adulthood.
   5. For young Performers: We hold your photos, performance clips and details to help find suitable work. Your parent or another person with parental responsibility manages your profile; an authorised Agent may help. Your profile is not public. Each person receiving your material must be identified and approved by the adult managing your profile, and we must respect your own rights too. You do not have to share optional details such as ethnicity or health information. You can ask what we know about you, ask for help removing it or complain at support@casting-tools.com. You can contact us yourself or ask a trusted adult to help. If someone makes you uncomfortable, you can contact support@casting-tools.com and speak to a trusted adult.
8. Emails job alerts and marketing
   1. Essential service messages: We send account, security and billing messages and communications about applications, auditions and offers as part of the service. These are separate from marketing. Withdrawing marketing permission does not stop essential service messages, close your account or prevent a Casting Director from contacting you about an application through the service.
   2. Optional alerts and promotional messages: You can choose whether to subscribe to optional job alerts and can stop them through the relevant preference control or unsubscribe link. We do not assume that every job-listing email is an essential administrative message. Messages promoting new features, upgrades or other services are treated as marketing where the law requires it, even if they also contain service information.
   3. Stopping marketing: You can unsubscribe at any time through the email link or at support@casting-tools.com. We keep only the details needed to record that you do not want marketing and avoid contacting you again for that purpose. Your choices do not authorise Casting Directors, Agents or Hirers to send unrelated marketing of their own. We do not send marketing directly to children.
9. Security and administrator access
   1. Protecting your information: We use appropriate security measures and working practices, including limiting access according to staff roles and the sensitivity of the information. No online service is completely secure. You must keep your login details private and report suspected unauthorised access to support@casting-tools.com.
   2. Administrator access: Our administrators have an account-switching capability that allows authorised staff to see an account as its user would for necessary support, fault investigation, security, safeguarding or enforcement. This may expose profiles, messages, auditions, project information and settings. Access is restricted to authorised personnel, limited to the task and recorded so that access can be checked. It is not permission to accept work, submit auditions or change your consents in your name. Staff must keep information confidential.
10. Cookies and similar technologies
    1. Cookies and your choices: Cookies are small files stored on your device; similar technologies may also store or read information there. We use technologies needed for requested functions such as login and security. We ask for consent before optional analytics, advertising or similar tracking unless a specific legal exception applies and we meet its conditions. Refusing optional cookies does not prevent use of the core service. Browser controls may also delete or block cookies, although blocking necessary cookies may affect login and other requested functions.
11. Using information outside the UK
    1. Where information is used: All data is stored on AWS (Amazon Web Services) servers and buckets, and within the UK regions. All support operations take place inside the United Kingdom.
    2. Protection when information goes abroad: We transfer information outside the UK only where UK data protection law permits it. Depending on the destination or recipient, this may mean relying on the UK’s formal recognition that its data protection is adequate, or using approved contractual safeguards. These include the UK International Data Transfer Agreement or the UK Addendum to EU standard contractual clauses: legal terms requiring the recipient to protect the information. We also carry out the required assessment and use additional protections where needed. Accepting this policy is not a substitute for those safeguards. You can ask support@casting-tools.com about the safeguards used and request a copy; we may remove confidential details where appropriate.
    3. Casting recipients abroad: Sending information to, or allowing access by, a Casting Director, Agent, Hirer or other authorised recipient outside the UK may involve an international transfer. Permission to see a profile or audition does not itself provide the required legal protection for that transfer. We explain and apply the relevant transfer arrangements for the casting process.
12. How long we keep information
    1. How we decide retention periods: We keep information only for as long as needed for its stated purpose, taking account of active casting processes, your choices, security requirements, applicable record-keeping duties and the time within which a genuine legal claim may arise. We do not keep every profile or audition for a standard legal-limitation period merely because a claim is theoretically possible.
    2. Accounts and profiles: We keep information while the account is active and we need it to provide the service. Following deletion or closure, we remove it from active display and retain only records we have a lawful reason to keep, with access restricted. Under the Terms and Conditions, we may close a free account after at least 12 months of inactivity, after giving at least 30 days’ notice and an opportunity to confirm that it is still needed. This is not an automatic 12-month deletion rule. Child profiles have more restrictive access and retention, reflecting the child’s interests and current casting needs.
    3. Auditions and casting records: We keep applications, auditions, shortlists and project messages only while needed for the authorised casting process. When the evaluation ends or the relevant permission ends, we delete the material or make it impossible to identify the person, unless a separate lawful reason requires or permits a restricted record, for example to deal with a genuine dispute. Keeping that restricted record does not permit further casting, production or AI use. Withdrawal of consent takes effect as explained in section 4.
    4. Accounting, choices and incident records: We keep purchase and accounting records for the period required by tax and company-record law. We keep consent and withdrawal records as long as needed to demonstrate and respect your choices, and limited opt-out records to prevent unwanted marketing. Support, security, administrator-access and complaint records are kept for a period appropriate to the incident, investigation, legal requirement and any genuine potential claim.
    5. Backups and records needed for legal matters: Deleted information may remain in backups with restricted access until the normal replacement cycle removes it. We do not use it for new casting purposes and reapply deletion instructions if a backup is restored. If information must be preserved for a legal matter, we limit this to the relevant records and review the need when the reason ends.
    6. Our detailed retention periods: Standard financial records are kept under UK law for 7 years. All other data is kept only while your account is open - when closed this data is deleted.
    7. Records held by other organisations: A Casting Director, Agent, Hirer or other authorised recipient may hold its own records under its own privacy notice and legal obligations. This does not permit unlimited retention or continued use after permission ends. You can contact the recipient about those records or ask us to help identify it.
13. Searches, filters and automated decisions
    1. How filters affect results: Searches use the filters selected by the user and the relevant job or profile information to narrow results. This can affect which opportunities are shown. A job outside the selected criteria may not appear, and missing or inaccurate information may affect a result. You can change your filters and correct profile information. An Agent may separately decide which jobs to forward to its Performers.
    2. People make casting decisions: Our tools do not themselves decide whom to employ or engage; Casting Directors and other authorised decision-makers make those decisions. We do not carry out hiring or rejection decisions made entirely by automated tools that have legal or similarly significant effects on you. We do not use audition or profile content to train AI models or create synthetic voices or likenesses. Optional sensitive information is used in filters only within the consent explained in section 4 above.
    3. Details of our search tools: Our search tools and filters operate based on the data you provide to us. If, for example, you specify that you can perform 5 different accents, and the casting director searches for an accent that you have not specified, you will not appear in the search results. This methodology is similar for all of your performer or agent profile terms, so it’s important for you to complete your profiles adequately. You may not like about your abilities or profile criteria in order to have greater access to jobs.
14. Your rights
    1. Seeing, correcting, deleting or moving information: Depending on the circumstances, you can ask to see your information and receive a copy; correct inaccurate or incomplete details; delete information; or limit how it is used. Where the legal right to move information applies, you can receive information you supplied in a commonly used electronic format, or ask us to send it to another provider where technically possible. This right applies to automated uses based on consent or contract. These rights have legal conditions and exceptions, which we will explain if relevant to your request.
    2. Your right to object: Where we rely on legitimate interests, you can object for reasons relating to your situation. We must stop unless we show compelling reasons that outweigh your rights and interests, or need the information for legal claims. You can always object to direct marketing, including using a profile of your interests for that marketing, and we will stop that use.
    3. Consent and automated decisions: You can withdraw consent at any time; this does not make earlier lawful use unlawful. If the law gives you rights over a significant decision made entirely by automated means, you can ask for human intervention, make representations and challenge the decision. Section 13 explains our current searches and decision-making.
    4. Making a rights request: You can contact support@casting-tools.com or write to our registered office. You do not need a special form or legal wording. We ask for identity or authority checks only where proportionate, including when someone acts for you. We respond without undue delay and normally within one month. If the law allows an extension or pause, we explain why and what happens next. Requests are normally free. If the law allows a fee or refusal in a particular case, we explain our reasons and how to complain.
    5. Information needed for the service: Providing core account details and, for a listed Performer, a photograph and demo reel is a service requirement, rather than a general legal duty. Without the necessary information we cannot provide the relevant account or listing. Optional sensitive information and marketing consent are not required to open an account. Some job-specific information may be needed by the contracting party to process a particular application or comply with law; it must explain that requirement.
15. Privacy complaints
    1. Raising a concern with us: You can complain about our handling of personal information at support@casting-tools.com or by writing to our registered office. We also accept complaints received through our other usual contact channels; no special form, label or legal wording is required. Complaining is free. You can explain what happened and how to contact you, and ask for help or use an authorised representative. We make the process accessible, including for children. We acknowledge complaints within 30 days, starting the day after receipt. We investigate appropriately without undue delay, give progress updates without undue delay and tell you the outcome, our reasons and any action taken without undue delay. We do not wait until the acknowledgement deadline to start considering a complaint. The 30-day period is for acknowledgement, not a fixed deadline for every investigation.
    2. Complaining to the ICO or going to court: You can complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, at https://ico.org.uk/make-a-complaint/. The ICO generally expects you to raise the concern with us first, but you may approach it at any time; you do not have to complete an internal review first. Our complaints process does not affect your right to seek a remedy through the courts or use another applicable regulatory complaint route.
16. Changes to this policy
    1. Keeping this policy up to date: We update this policy when our uses of information or legal duties change and show the effective date at the top. We bring important changes to your attention before they take effect where required. Updating the policy does not itself give us consent for a new purpose or remove a choice you already have. We ask for fresh consent where it is required.