Privacy Policy

1. Information we collect

From actors (account holders):

• Account information: email address, password (stored hashed), display name, your chosen portfolio URL, and whether you've verified your email address
• Profile information you provide: contact email, contact phone, profile photo, résumé, "About me" text, agent and manager contacts, social media links, and other external links
• Media you upload: videos, audio, and gallery photos, along with files we generate from them (transcoded video and audio, posters, animated thumbnails, and link preview images)
• Appearance settings: portfolio style, palette, light/dark mode, categories, and section order
• Sign-in records: the IP address and browser user-agent of each signed-in session, used to keep your account secure
• Referral information: if you signed up through a referral link, the referral code and the offer it gave you

From portfolio and website visitors:

• IP address and user-agent string, plus the browser, operating system, and device type derived from it
• The referring website's domain (for example, instagram.com), not the full referring address
• The page visited, with query strings removed, and the time of the visit
• Engagement on a portfolio: which videos or audio were played, paused, and how far they were watched; which photos were viewed; whether the résumé was downloaded; and whether contact, social, or external links were clicked

We do not use visitors' IP addresses to determine their geographic location, and we do not attempt to identify visitors by name. We exclude an actor's visits to their own portfolio, and visits by our staff, from analytics where we can recognize them.

Payment information:

Payment card details are entered into forms provided by Stripe and are processed and stored by Stripe, not by us. From Stripe we receive and store your customer and subscription identifiers, subscription status, basic card details (such as brand and last four digits), and records of invoices, payments, and refunds.

2. How we use this information, and our legal bases

• To provide the service you signed up for (performance of a contract): host your portfolio, process your media, manage your subscription and storage, and send transactional emails such as email verification, welcome, password reset, trial reminders, and payment notices
• To give actors analytics about their own portfolio (legitimate interests): visits, plays, watch depth, referring sites, devices, and the visitor details described in section 3
• To understand and improve our own website and service (legitimate interests), for example which sites send visitors to our sign-up page
• To keep the service secure (legitimate interests): sign-in session management, rate limiting, and detecting and preventing abuse, spam, and fraud
• To run our referral program (legitimate interests and contract): apply referral offers and calculate commissions owed to referral partners
• To enforce our Terms and protect our rights (legitimate interests): investigate violations, resolve disputes, and protect the rights, property, and safety of ActingFolio, our users, and others
• To meet legal obligations, such as tax and financial recordkeeping and responding to lawful requests

We may also create aggregated or de-identified information that does not identify any individual and use it for any lawful purpose.

3. What actors can see about their visitors

If you visit an actor's portfolio, that actor can see analytics about your visit in their account, including:

• Your IP address
• Your device type and operating system
• The referring site you came from, and when you visited
• What you played, how far you watched, and what you clicked or downloaded

Actors do not see your name or email address through ActingFolio unless you contact them yourself. To ask about data from a visit, email help@actingfolio.com (see section 10).

Actors are independently responsible for how they use visitor information made available to them, and for any information they publish on their portfolio, including information about other people such as agents and managers. They must use it in compliance with applicable law and our Terms of Service. We are not responsible for an actor's own use of that information, or for information an actor collects or shares outside the service.

4. Your public portfolio

Once you publish a portfolio at actingfolio.com/<your-custom-path>, that page and the content you've added to it (name, profile photo, gallery photos, uploaded videos and audio, résumé, "About me" text, agent information, social and external links) are publicly accessible to anyone with the URL. Only publish information you are comfortable making public.

We support and encourage this content being discovered through search engines. Specifically:

• Search engines (Google, Bing, and others) crawl and index your public portfolio page
• We submit a list of active portfolios to search engines via standard sitemaps so they can be found in search results
• We generate "link preview cards" — composed images combining your name, profile photo, and the categories of work you've published — so that when someone shares your portfolio link on Instagram, iMessage, Slack, or similar, the preview that renders represents your work accurately

Search engines, social platforms, and anyone who views your portfolio may copy, cache, or save its content, and we have no control over those copies. Your name, headshot, and other public information may persist in caches, search-engine indexes, and elsewhere after you change or remove content or delete your account. Deleting your account removes your portfolio from public access on ActingFolio, but we cannot remove copies held by others.

5. Cookies and similar technologies

We use only cookies that are needed to operate the service:

• Sign-in cookie to keep signed-in users logged in. The sign-in it refers to expires after a period without use (currently 30 days), or when you sign out.
• Security cookie set for all visitors, which holds security tokens that protect forms against cross-site request forgery
• Preference cookies set in the signed-in admin area to remember UI choices, such as the per-page count on data tables

We do not use analytics or advertising cookies, or third-party advertising or tracking pixels. Visits are measured without cookies: to group requests from the same visitor, we compute a hash of the IP address and user-agent that stays valid for a short period (currently about 30 minutes). Separately, each visit record stores the visitor's IP address and user-agent as described in section 1. Third-party services we rely on, such as Stripe on its payment pages, may set their own cookies under their own policies.

6. Who we share data with

• Actors — visitor analytics for their own portfolio, as described in section 3
• Service providers that process data on our behalf to operate the service, currently including:
  • Stripe — payment processing
  • Brevo — transactional email delivery
  • Sentry — error monitoring. It receives technical details of errors and is configured to minimize the personal data it receives.
  • Backblaze — encrypted backup storage
  • Hosting providers — the servers that run the service and store uploaded media
• Referral partners — if you signed up through a partner's referral link, that partner receives commission statements identifying the referral by an internal reference and dates. We do not give them your name, email address, or payment details.
• Legal and safety — when we believe in good faith that disclosure is required by law, subpoena, court order, or other legal process, or is necessary to protect the rights, property, or safety of ActingFolio, our users, or others, or to investigate fraud or violations of our Terms
• Business transfers — in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of all or part of our business or assets, in which case information may be transferred to the successor, subject to this policy
• With your direction or consent

A small number of ActingFolio staff can access account data to provide support and run the service, including temporarily viewing an account as its owner would see it. These sessions are time-limited and logged.

We don't sell personal information, and we don't share it with third parties for their own marketing purposes. Third-party services are governed by their own privacy policies, and we are not responsible for their practices.

7. How long we keep data

We keep information for as long as needed for the purposes described in this policy. In general:

• Account and portfolio data is kept while your account exists and is deleted, along with your portfolio's analytics, within a reasonable period after you delete your account.
• Uploaded videos and audio may be deleted as soon as 7 days after the end of your last paid period if your subscription is canceled or payment fails. Keep your own copies of anything you upload.
• Sign-in records are deleted when you sign out or after a period without use (currently 30 days).
• Visit records (IP address, user-agent, and page visited) are kept to operate site analytics and protect the service. Records of visits to a portfolio are no longer linked to it after the account is deleted.
• Billing and referral records (Stripe identifiers, payment history, and referral commission records) are kept after account deletion for tax, accounting, and payout recordkeeping. Our copy of your Stripe customer record, which can include the name and email address you gave Stripe, is kept with them. Stripe also keeps its own records under its privacy policy.
• Backups are encrypted and kept on a rolling basis, generally for up to about four months. Deleted data may remain in backups until they expire.

We may keep information longer where required or permitted by law, or where reasonably necessary to resolve disputes, prevent fraud or abuse, or enforce our agreements.

8. Security

We use reasonable administrative, technical, and physical safeguards designed to protect the information we hold. However, no method of transmission over the internet or of electronic storage is completely secure, and we cannot guarantee the security of your information. You are responsible for keeping your password confidential and for activity under your account. If we learn of a security breach affecting your personal information, we will notify you as required by applicable law.

9. Third-party links and content

Portfolios can link to and embed content from other websites, such as social media profiles and casting or video sites. We do not control those sites and are not responsible for their content or privacy practices. Your use of them is governed by their own terms and policies.

10. Your rights

You can access and edit most of your account data through your Profile and Billing pages. To delete your account and its associated data, see our Data Deletion page. To make your portfolio non-public, delete the account — there is currently no way to keep an account active but hidden from search engines and link previews.

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal data, and to object to or restrict how we use it. This applies to portfolio visitors as well as actors. Email help@actingfolio.com; visitors should include the approximate date and time of the visit and the portfolio visited so we can find the records. We may need to verify your identity before acting on a request, and we may decline or limit a request where permitted by law, for example where we cannot verify it or must keep the information for legal reasons.

If you are in the EU, UK, or a similar jurisdiction, you can also lodge a complaint with your local data protection authority.

11. International users

ActingFolio is based in the United States, and your information is processed and stored in the United States, where data protection laws may differ from those where you live. By using the service, you understand that your information will be transferred to and processed in the United States.

12. Children

ActingFolio is not directed to children. We do not knowingly collect personal information from children under 13, and users under 18 may use the service only with the consent of a parent or guardian, as described in our Terms of Service. If you believe a child under 13 has provided us information, or a minor has signed up without parental consent, email help@actingfolio.com and we will take steps to delete the account.

13. Changes to this policy

We may update this policy from time to time. The "Last updated" date above shows when it last changed. Material changes will be communicated through the service or by email. Continued use of the service after changes take effect constitutes acceptance.

14. Contact

Questions about this policy or your data: help@actingfolio.com