1. Who We Are

Rehearsal Hub is a digital platform designed to help theatre companies manage rehearsals, casts, and production planning.

For the purposes of data protection law, each theatre company using Rehearsal Hub is typically the Data Controller for its members' data. Rehearsal Hub acts as a Data Processor on behalf of those organisations.

If you have questions about how your data is used, you should contact your theatre company in the first instance.

2. What Information We Collect

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
• Tags or grouping information (e.g. ensemble groups)

This information is used solely for production planning and management within the relevant theatre company. It is not shared externally (for example, it is not used for casting boards or external promotion unless explicitly arranged outside of Rehearsal Hub).

Rehearsal and Availability Data

• Your availability for rehearsals
• Attendance at rehearsals
• Scheduling information

System Usage Data

• Login activity
• Interactions with the platform

We do not collect sensitive personal data (such as health information) unless explicitly required and provided by the user.

3. How We Use Your Information

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

• Scheduling rehearsals
• Identifying which cast members are required for specific scenes
• Avoiding scheduling conflicts
• Communicating rehearsal information
• Managing productions and cast lists

We process this data to enable theatre companies to operate efficiently and organise rehearsals effectively.

4. Lawful Basis for Processing

We process personal data under the following lawful bases:

• Legitimate Interests – to support the organisation and operation of theatre productions
• Contract – where use of the system is part of participation in a production
• Consent – where required, particularly for optional data

5. Who Can See Your Data

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 (e.g. directors, stage managers)
• Other cast members where necessary (e.g. rehearsal schedules and cast visibility)

Rehearsal Hub platform owners (site administrators) do not routinely access personally identifiable data and only access data 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 external casting platforms or third-party distribution.

6. Data Sharing

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

Your data may be processed by trusted service providers (such as hosting providers) strictly for the purpose of operating the platform.

7. Data Retention

We retain your data only for as long as necessary to support theatre productions and maintain historical records.

Where a user is associated with multiple theatre companies, they may choose to remove their association with a specific company.

In such cases, personal data relating to that company will be anonymised, so that production records remain intact while protecting the individual's identity.

Theatre companies are responsible for determining how long production data is retained.

You may request deletion of your data at any time.

8. Your Rights

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 copy of your data (data portability)

Requests should be directed to your theatre company in the first instance.

9. Security

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

• Secure authentication
• Controlled access to production data
• Secure data storage

10. Cross-Company Data

Rehearsal Hub allows users to be associated with multiple theatre companies.

Each theatre company can only access data relevant to its own productions. Data is not 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 anonymised within that company's records.

11. Changes to This Policy

We may update this Privacy Notice from time to time. Users will be notified of significant changes.

12. Contact

For any questions about this Privacy Notice, please contact:

Rehearsal Hub