Privacy Policy - Thinking Actors

Last updated: July 30th 2026

1) Who we are

Thinking Actors (“we”, “us”, “our”) is the data controller for the personal data we process.

Legal entity: Peter Carroll T/A Thinking Actors.

We are registered with ICO - Information Commissioner's Office.

Email: [info@thinkingactors.co.uk]
Phone: [+44 (0)7970 828092]

If you have any questions about this policy or want to exercise your data rights, email us with “Privacy” in the subject line.

2) What this policy covers

This Privacy Policy explains how we collect, use, store and share personal data when you:

visit our website
contact us (email/forms/social)
book classes, workshops or 1-2-1 coaching
purchase products/services from our shop
attend sessions where filming/photography may take place

It also explains your rights under data protection law.

3) The personal data we collect

We may collect and process the following categories of data:

A) Identity and contact data

Name, email address, phone number, social handles (if you provide them), and basic contact preferences.

B) Booking and service data

Details of what you book or buy (class/workshop/coaching), attendance records, scheduling notes, and relevant service history.

C) Payment and transaction data

Purchase details, invoices/receipts, payment status and refund/credit information.
Card details are not stored by us — they’re handled securely by our payment providers.

D) Communications

Messages you send us (email, web forms, DMs), and our replies.

E) Photo/video/audio (media content)

If we film or photograph sessions, we may process images/video/audio that include identifiable people (see Section 8).

F) Technical and usage data

IP address, device and browser info, pages visited, and how you interact with the website. This is usually collected via cookies and analytics tools (see Section 11).

G) Special category data (only if you choose to share it)

Occasionally, you might share information about health/access needs (e.g., injury, disability accommodations). We only use this to support you appropriately and safely.

4) How we use your data and our lawful bases

We only use personal data where the law allows us to. Common lawful bases include:

Contract (to deliver what you booked/bought)
Legitimate interests (to run and improve our business in a way you’d reasonably expect)
Consent (e.g., marketing emails, certain types of media use)
Legal obligation (e.g., tax/accounting requirements)

Typical uses

We use your data to:

process bookings and payments
deliver classes, workshops, coaching and filming services
respond to enquiries and provide customer support
send service messages (e.g., schedule changes, venue info)
manage safeguarding, safety, and reasonable adjustments (where relevant)
improve our website, services and marketing effectiveness
prevent fraud and protect our business and users
comply with legal and regulatory obligations

5) Marketing preferences

We may send you marketing emails/texts only if:

you opted in, or
you’re an existing customer and the message relates to similar services (where permitted), and you were given a clear chance to opt out.

You can opt out at any time by:

using the unsubscribe link in emails, or
emailing us with “Unsubscribe”.

6) Who we share your data with

We share data only when necessary, including with:

Service providers (processors)

Trusted third parties who help us run the business, such as:

website hosting and site management (e.g., Wix)
payment processors (e.g., Stripe/PayPal/GoCardless or your provider)
email marketing tools
analytics tools (e.g., Google Analytics)
video/meeting platforms (e.g., Zoom) for online coaching/classes
file storage/collaboration tools (where used for delivering services)

They are only permitted to process data on our instructions and must keep it secure.

Legal and compliance

We may share data if required by law, regulation, legal process, or to protect rights/safety.

Other parties you request

If you ask us to share something (e.g., sending materials to a third party), we’ll do so based on your instruction.

7) International data transfers

Some of our providers may store/process data outside the UK. When this happens, we use appropriate safeguards (such as UK GDPR-approved transfer mechanisms and contractual protections) to keep your data protected.

8) Filming, photography and media use

We may film or photograph parts of classes/workshops for:

learning review (e.g., performance playback)
documentation of training activity
promotion of Thinking Actors and our services (website/social/ads)

Your choices

If you don’t want to be filmed/photographed, tell us before the session (or on arrival). We’ll take reasonable steps to accommodate this (e.g., positioning, avoiding identifiable shots, excluding you from published content).
Where we plan to capture close-up/feature content of you specifically for marketing, we will aim to request clear consent.

9) How long we keep your data (retention)

We keep data only as long as needed for the purpose collected, including:

Bookings, invoices, payments: typically up to 6 years (tax/accounting requirements)
Enquiries: typically 12–24 months after last contact
Marketing lists: until you unsubscribe (or we routinely clean inactive contacts)
Session media: typically up to 3 years, unless it remains relevant for showreel/proof-of-work/promotional use and you haven’t objected/withdrawn consent where applicable

You can request deletion in many cases (see Section 10), but we may need to keep certain records for legal reasons.

10) Your rights

Under UK GDPR, you may have the right to:

access your data
correct inaccurate data
request deletion (in certain circumstances)
restrict processing
object to processing (especially where we rely on legitimate interests)
data portability (where applicable)
withdraw consent (where consent is the basis)

To make a request, email us. We may need to confirm your identity.

11) Cookies and analytics

We use cookies and similar technologies to:

make the site work properly (essential cookies)
understand site performance and improve usability (analytics)
support marketing/advertising measurement (where enabled)

You can manage cookies via:

our cookie banner/settings (where available)
your browser settings (block/delete cookies)

If you disable cookies, parts of the site may not function as intended.

12) Security

We take appropriate technical and organisational measures to protect your data. No system is 100% secure, but we work to prevent unauthorised access, loss, misuse or disclosure.

13) Complaints

If you’re unhappy with how we handle your data, please contact us first - we’ll try to resolve it quickly.

You also have the right to complain to the UK regulator:

Information Commissioner’s Office (ICO).

14) Changes to this policy

We may update this policy from time to time. The latest version will always be posted on our website with the “Last updated” date.

Actor’s Callboard App Privacy Notice

Last updated: 30 July 2026

1. Who we are

Actor’s Callboard is operated by Peter Carroll trading as Thinking Actors (“Thinking Actors”, “we”, “us” or “our”).

Thinking Actors is the data controller for the personal information described in this notice.

Website: thinkingactors.co.uk
Email: info@thinkingactors.co.uk
Telephone: 07970 828092

This notice supplements our general Thinking Actors Privacy Policy.

2. What this notice covers

This notice explains how personal information is handled when you register for or use Actor’s Callboard at app.thinkingactors.co.uk.

Actor’s Callboard is currently a beta service. Its features and data-storage arrangements may change as the app develops. We will update this notice before making any material change to how personal information is used.

3. Information used to create and manage your account

Actor’s Callboard uses OpenAI as its secure identity and sign-in provider.

When you register or sign in, Thinking Actors receives the following account information:

Your verified name
Your verified email address
Limited account identification and sign-in information needed to provide secure access

Your name and email address are held in a private account directory. Peter Carroll, as the owner and administrator of Actor’s Callboard, can view this directory and export names and email addresses as a CSV file.

This information is used only for:

Creating and administering your Actor’s Callboard account
Controlling access to the app
Providing account support
Protecting the security and integrity of the service
Contacting you about important operational or privacy changes

Creating an account does not automatically subscribe you to Thinking Actors marketing. Your account details will only be used for promotional emails where you have separately chosen to receive them.

4. Information you enter into the app

You may use Actor’s Callboard to record information such as:

Auditions, roles, dates, deadlines, outcomes and notes
Professional contacts and related notes
Favourite resources, websites and quotations
App preferences and status information

In the current beta version, this information is stored locally in your browser on the device you use. It is not included in the central name-and-email account directory and is not ordinarily visible to Thinking Actors.

Local app information may remain on your device until you delete it, clear the app or browser data, reset the browser, or remove the relevant browser profile. Clearing browser data may permanently delete this information, and Thinking Actors may not be able to recover it.

If you use a shared device, other people with access to the same device or browser profile may be able to view locally stored information.

Please only record another person’s contact details where you are entitled to keep and use them. Avoid recording highly sensitive, confidential or special-category information unless it is genuinely necessary and appropriate.

5. Our lawful bases

We rely on the following lawful bases under UK data-protection law:

Contract: to create your account and provide the app service you have requested.
Legitimate interests: to administer accounts, provide support, maintain security, prevent misuse and improve the reliability of the beta service.
Legal obligation: where we need to retain or disclose information to comply with the law.
Consent: where you separately choose to receive marketing or agree to an optional use requiring consent.

Actor’s Callboard does not use account information to make automated decisions that produce legal or similarly significant effects.

6. OpenAI and other service providers

OpenAI provides the app’s identity-verification and hosting infrastructure. OpenAI may process account, device, browser, IP address, security and usage information in accordance with its own Privacy Policy and Cookie Policy.

We may also disclose information:

To technical providers acting on our instructions
Where required by law, court order or a regulatory authority
Where reasonably necessary to investigate fraud, misuse or a security incident
To professional advisers where necessary to establish or defend legal rights

We do not sell users’ names, email addresses or app information, and we do not provide the account database to advertisers.

7. International processing

OpenAI and its service providers may process information outside the United Kingdom, including in the United States. Where personal information is transferred internationally, the relevant provider is responsible for using a legally recognised transfer mechanism and appropriate safeguards.

Further information is available in OpenAI’s Privacy Policy.

8. Cookies and browser storage

Actor’s Callboard uses cookies or similar storage technologies where necessary to:

Authenticate users and maintain secure sessions
Remember essential settings
Save app records locally on the user’s device
Provide the functions requested by the user

Locally stored audition, contact and preference information may have no automatic expiry and will normally remain until it is deleted by the user or removed through the browser or device settings.

If non-essential analytics, advertising or tracking technologies are introduced, users will be provided with appropriate information and choices before those technologies are activated.

Privacy Notice Amendment: Cloud Storage

Effective date: 30 July 2026

Actor’s Callboard now provides central cloud storage. This amendment supplements the Actor’s Callboard Privacy Notice and replaces any earlier statement suggesting that all audition, contact and app information is stored only in the user’s browser.

Information stored in the cloud

When you use Actor’s Callboard, the following information may be stored securely in central cloud systems associated with your account:

Auditions, roles, deadlines, outcomes and notes
Professional contacts and related notes
Saved resources, websites and quotations
Account preferences and app status information
Files you choose to upload, including scripts, documents, photographs, audio and video
File information such as filenames, file sizes, upload dates and storage usage
Your account plan, storage allowance and current storage total

This allows users to access their information through their Actor’s Callboard account rather than relying exclusively on information stored in one browser or device.

Browser storage may still be used for temporary drafts, essential preferences, authentication information and other functions necessary to operate the app.

Purpose and lawful basis

Thinking Actors processes this information to:

Provide and administer the Actor’s Callboard service
Save and retrieve information associated with the correct account
Provide secure file uploading and downloading
Calculate and enforce account storage allowances
Protect accounts, files and the app from unauthorised access or misuse
Provide technical support
Meet legal and regulatory obligations

The principal lawful basis is contract, because this processing is necessary to provide the app service requested by the account holder.

Thinking Actors may also rely on legitimate interests for proportionate account administration, service security, fraud prevention, troubleshooting and service improvement, and on legal obligation where information must be retained or disclosed by law.

Storage allowance

Each free account currently has a maximum central cloud-storage allowance of 500 MB.

The app records the amount of storage used by each account. If uploading a file would exceed the applicable allowance, the upload will be blocked and the user will be asked to delete files or move to a larger storage plan if one becomes available.

Reaching the storage limit will not cause existing files to be deleted automatically.

Paid storage plans may be introduced in the future. Details of prices, allowances, renewals and cancellation arrangements will be provided before a user purchases a plan. No user will be placed on a paid plan without taking an active step to subscribe.

Cloud-service providers

Actor’s Callboard uses third-party infrastructure to provide authentication, database, application-hosting and file-storage services. These providers may include OpenAI and Cloudflare, together with their authorised subprocessors.

These organisations process information to provide the relevant technical services and are subject to their contractual and data-protection obligations.

Information may be processed outside the United Kingdom. Where a restricted international transfer takes place, the relevant provider must use an appropriate lawful transfer mechanism and safeguards as required by applicable data-protection law.

Thinking Actors does not sell uploaded information or provide it to advertisers.

Access to stored information

Files and records are associated with the account that created them and are not made publicly available through Actor’s Callboard.

Thinking Actors does not routinely inspect users’ uploaded files or private app records. Restricted technical or administrative access may take place where reasonably necessary to:

Respond to a support request
Maintain or restore the service
Investigate suspected misuse or a security incident
Protect users or the app
Comply with a legal obligation, court order or lawful regulatory request

Access must be limited to what is reasonably necessary for the relevant purpose.

Users should not upload information they are not entitled to store. Users should avoid uploading highly sensitive, confidential or special-category personal information unless it is genuinely necessary and lawful to do so.

Security

Thinking Actors and its service providers use reasonable technical and organisational measures intended to protect centrally stored information. These include verified account access, account-based file ownership, server-enforced storage limits and restricted administrative access.

No internet or cloud-storage service can guarantee absolute security. Users are responsible for protecting their sign-in account, devices and browser sessions and should sign out when using a shared or public device.

Users should keep an independent copy of any file that is important or cannot easily be replaced. Actor’s Callboard should not be treated as the sole permanent archive for irreplaceable material during the beta period.

Retention and account closure

Cloud records and uploaded files are retained while the user’s account remains active and while they are needed to provide the service.

Users can delete individual uploaded files through Actor’s Callboard. Deleting a file removes it from normal account access and adjusts the recorded storage usage. Residual copies may remain temporarily in backups, logs or recovery systems before being securely overwritten under the relevant provider’s retention cycle.

When an account is closed, its centrally stored account data and uploaded files will normally be deleted within 30 days, unless:

The user asks for an available export before deletion
Continued retention is required by law
Information is reasonably required to investigate fraud, misuse or a security incident
Information is required to establish, exercise or defend legal claims

Information retained for one of these reasons will be restricted and deleted when it is no longer required.

Users should download anything they wish to keep before requesting account closure.

Data-protection rights

Depending on the circumstances, users may ask Thinking Actors to:

Provide a copy of their personal information
Correct inaccurate or incomplete information
Delete their account information and uploaded files
Restrict or object to particular processing
Provide eligible information in a portable format

Requests should be sent to info@thinkingactors.co.uk with “Actor’s Callboard Privacy” in the subject line.

Thinking Actors will normally respond within one calendar month. These rights are subject to the conditions and exemptions contained in applicable data-protection law.

Changes during the beta

Actor’s Callboard remains a beta service. Its storage features, allowances and service providers may change as the app develops.

The privacy notice will be updated before any material new use of personal information is introduced. Where appropriate, registered users will also be informed directly.

All other provisions of the existing Actor’s Callboard Privacy Notice remain in effect.

9. How long information is retained

Account names and email addresses are kept for as long as the account remains active or as long as reasonably necessary to provide, secure and administer the beta service.

If you ask us to close your account, we will delete the account record within 30 days unless continued retention is required for legal, security or dispute-resolution purposes.

Any CSV export containing account information will be kept securely, used only for legitimate account administration and deleted when it is no longer required.

Information stored locally in your browser remains there until you delete it or clear the relevant browser or device storage.

OpenAI may retain information under its own retention arrangements.

10. Security

We use reasonable technical and organisational safeguards, including verified sign-in and owner-restricted access to the account directory.

No online service can guarantee complete security. You are responsible for protecting access to your OpenAI account, device and browser profile and for signing out when using a shared or public device.

11. Your data-protection rights

Depending on the circumstances, you may have rights to:

Request a copy of personal information we hold about you
Correct inaccurate or incomplete information
Request deletion of your information
Restrict how your information is used
Receive certain information in a portable format
Withdraw consent where processing is based on consent
Object to particular uses of your information

Because audition, contact and preference records are currently stored locally on your device, Thinking Actors may not possess or be able to retrieve those records. You can normally manage or delete them through the app or your browser settings.

Your right to object

You have the right to object to processing based on our legitimate interests. You also have an absolute right to object to the use of your personal information for direct marketing.

To exercise a right or ask a privacy question, email info@thinkingactors.co.uk with “Actor’s Callboard Privacy” in the subject line.

12. Complaints

Please contact us first if you are concerned about how your information has been handled.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Telephone: 0303 123 1113
Website: ico.org.uk

13. External websites

Actor’s Callboard contains links to external acting-industry and other websites. Those organisations are responsible for their own websites, cookies and privacy practices. You should review their privacy information before supplying personal details.

14. Changes to this notice

We may update this notice as Actor’s Callboard develops. The current version will be published on the Thinking Actors website and identified by its “Last updated” date.