Privacy Policy

The Rehearsal Hub is a digital platform designed to help amateur theatre companies manage rehearsals, cast members, and production planning.

For the purposes of UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data (Use and Access) Act 2025, each theatre company using The Rehearsal Hub is typically the Data Controller for its members' personal data. The Rehearsal Hub acts as a Data Processor on behalf of those organisations.

If you have questions about how your data is used within a specific production or company, you should contact your theatre company in the first instance. If your question relates to how The Rehearsal Hub itself handles your data, you can contact us directly — see Section 12.

We may collect and process the following types of personal data.

Basic information

• Name
• Email address

Production information

• Roles and characters you are cast as
• Productions you are involved in
• Cast grouping information (for example, ensemble groups)
• Availability for rehearsals
• Attendance at rehearsals
• Scheduling information

This information is used solely for production planning and management within the relevant theatre company. It is not shared externally and is not used for casting boards or external promotion unless explicitly arranged outside of The Rehearsal Hub. In such circumstances cast members will be consulted and separate approvals, where required, will be sought.

Financial information

• Show participation fees and payment status (where applicable)

System usage data

• Login activity
• Interactions with the platform

Your data is used to support the running of theatre productions, including:

• Scheduling rehearsals
• Identifying which cast members are required for specific scenes or rehearsals
• Avoiding scheduling conflicts
• Communicating rehearsal information to the relevant cast and production team
• Managing productions and cast lists
• Tracking attendance and availability

We process personal data under the following lawful bases:

• Legitimate interests — scheduling, attendance tracking, availability management, and audit logging
• Contract — account creation and platform access as part of participation in a production
• Consent — optional data fields such as show fee information

Your data is accessible only to appropriate individuals within the context of your theatre company and productions. This may include:

• Company managers or administrators responsible for running the theatre company
• Production team members such as directors, musical directors, and choreographers
• Other cast members where operationally necessary, for example to view rehearsal schedules

The Rehearsal Hub platform owners and site administrators do not routinely access personally identifiable data. Data is only accessed where strictly necessary for technical support, maintenance, or legal obligations.

Your data is not shared outside of your theatre company's productions and is not used for third-party distribution or marketing purposes.

We do not sell or share your personal data with third parties for marketing purposes.

The Rehearsal Hub is currently in Early Adopter phase. At this time, your data is processed by the following trusted service providers, solely for the purpose of operating the platform:

• Lovable — application hosting, database, and platform infrastructure during the early adopter phase (USA — UK Standard Contractual Clauses with ICO UK Addendum). During this phase, Lovable provides the complete underlying platform, including hosting and database services. As The Rehearsal Hub exits the early adopter phase, these services will transition to the Vercel and Supabase arrangements described below.
• Resend — transactional email delivery (USA — UK Standard Contractual Clauses with ICO UK Addendum)

As The Rehearsal Hub moves out of Early Adopter phase, live services and data will migrate to Vercel and Supabase, and Lovable will be retained as the development platform using mock or training data.

• Supabase — database hosting and authentication (Switzerland, eu-central-2 Zurich — covered by UK adequacy decision)
• Vercel — application hosting and Edge Function execution (United Kingdom, eu-west-2 London for Edge Functions; US for platform infrastructure — UK Standard Contractual Clauses with ICO UK Addendum)

Each provider is subject to appropriate data processing agreements and operates in compliance with UK GDPR requirements.

We retain your personal data only for as long as necessary. Retention periods by data category:

• Active member data — retained while company subscription is active
• Member data after company offboards — deleted immediately upon subscription termination
• Attendance and scheduling records — retained for duration of subscription plus 90 days
• Show fee and payment records — informational only; retained while the member's association with the company is active, deleted immediately on removal (see below)
• Audit log entries — 12 months rolling
• Invitation records (accepted) — deleted 90 days after acceptance
• Invitation records (expired or cancelled) — deleted 30 days after expiry or cancellation

Leaving a company

A member may remove their association with a specific theatre company at any time. When this happens, all personal data relating to that company is permanently and immediately deleted. This cannot be undone. This includes any show fee or payment information held for that company.

Account deletion

When a member has no remaining associations with any theatre company on The Rehearsal Hub, their account is permanently and immediately deleted in full, leaving no trace of their personal record in the system. This includes all show fee and payment information associated with their account.

Company-initiated removal

A theatre company may also remove a member. When this occurs, the same deletion process applies.

Show fee and payment information held within The Rehearsal Hub is provided for informational purposes only, as a reminder to members of their payment status. It does not form part of the theatre company's financial or accounting records. Companies requiring records for accounting or HMRC purposes (typically 6+1 years under the Limitation Act and HMRC requirements) must maintain these separately, outside of The Rehearsal Hub.

You may request deletion of your data at any time by contacting us — see Section 12.

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Request a portable copy of your data

Company managers can also request a download of your personal data directly from the platform on your behalf, which we can provide promptly.

For rights relating to data held by a specific theatre company, please contact that company in the first instance. For rights relating to how The Rehearsal Hub itself processes your data, or where your theatre company is unable to fulfil a request, please contact us directly — see Section 12.

We take appropriate technical and organisational measures to protect your data, including:

• Secure authentication via industry-standard protocols
• Controlled, role-based access to production data
• Secure data storage with reputable infrastructure providers subject to UK GDPR-compliant data transfer agreements
• Encrypted data transmission

The Rehearsal Hub allows users to be associated with multiple theatre companies simultaneously. Each theatre company can only access data relevant to its own productions. Data is never shared between companies.

Users remain in control of their associations and can leave a company at any time. When they do so, their personal data is permanently deleted from that company's records as described in Section 7.

The Rehearsal Hub does not use analytics or third-party tracking cookies on this website. This site is hosted by Vercel, who may set a platform-level cookie (gox_cookie_con) for infrastructure purposes. This cookie is not controlled by The Rehearsal Hub and does not track individual users for marketing or advertising purposes.

We may introduce analytics or functional cookies in the future to help us understand how the site is used and improve the experience for visitors. If we do so, we will update this policy before any such cookies are deployed, and where required by law we will seek your consent before placing them on your device.

If you have any questions about cookies or tracking in the meantime, please contact us — see Section 12.

For any questions about this Privacy Policy, or to exercise your data subject rights, please contact us:

Email: paul@therehearsalhub.co.uk

Contact form: therehearsalhub.co.uk/contact

We aim to respond to all data-related enquiries within five working days.

We may update this Privacy Notice from time to time. The version history at the top of this document records all material changes. Users will be notified of significant changes via the platform or by email where appropriate.