Privacy policy
CallSheet.One is the production-management app of Gear Tech Systems (GTS, we, us). Our clients, our crew and our staff use it to plan and run live events: who is booked on which show, call times, day schedules, travel, and the paperwork that goes with hiring crew. This policy says what information the app holds, why, who can see it, and the choices you have. Questions go to jordan@geartechsystems.com.
Mobile numbers and text messaging consent
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories of sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
What we collect
- Account and profile. Your name, sign-in email, mobile number, the company you come through if any, and what you tell us for travel: airline and hotel loyalty numbers, seat and meal preferences, and travel notes.
- Work on shows. Bookings, positions, call and wrap times, check-ins, day schedules, run of shows, messages on a show's board, and files shared on a show.
- Hiring paperwork, when you are hired by GTS: W-9 and payment (ACH) details, certificates of insurance, signed non-disclosure agreements, and rates.
- Expenses. Receipts, amounts and descriptions you submit for reimbursement or on a company card.
- Use of the app. Sign-ins, the device and browser you use, and a record of changes made in the app, kept so that changes can be traced and undone. How fast each page loads for you (load times, the kind of page, the width of your screen and your network address), kept so we can find slow pages; only admins can see it.
- Your phone, in the iPhone and iPad app. If you turn notifications on, the device address Apple gives the app for notifications, so we can send them; turning notifications off or signing out removes it. Photos and files leave your phone only when you choose them. Face ID is checked by your phone and never reaches us. The app has no advertising, no tracking and no third-party analytics.
How we use it
To run shows: to book you, tell you where and when to be, share schedules and files, take check-ins, arrange travel, pay you, and reimburse expenses. To keep the app secure and to keep a record of who changed what. We do not sell personal information, and we do not use it for advertising.
Text messages
Consent. We text you only if you tick the box “Text me about my shows” next to the Mobile field, on your account request or your profile. The box starts unticked, and ticking it is separate from agreeing to the terms of use. The texts are about shows you are booked on or asked to work: booking requests, call times, schedule changes, and messages from your producer. Consent is optional and not a condition of any purchase. The full program terms are at callsheet.one/sms-terms.
Frequency. Message frequency varies with your bookings; a typical show week is a handful of messages. Message and data rates may apply.
Opting out. Reply STOP to any message to stop receiving texts. You can also remove your mobile number from your profile or ask your producer. Reply HELP for help, or email jordan@geartechsystems.com.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the categories of sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
Who can see what
Access is enforced in the database itself, by role, not only on screen.
- Crew see their own bookings, days, rates and paperwork, the call sheet of each show they are on, and the crew directory for that show.
- Producers see and edit shows, crew bookings and schedules. Rates and money are limited to GTS staff.
- Accounting and admins see rates, budgets, expenses and hiring paperwork. W-9 and payment details are visible only to accounting, admins, and you.
- A shared call sheet link, when a producer makes one, shows the show's days, venue, point of contact, notes, message board and crew files. It never shows the crew list, phone numbers, or money.
Service providers
The app runs on services that process data on our behalf and under our instructions:
- Supabase hosts the database and private file storage; Vercel hosts the app.
- Resend delivers email and Twilio delivers text messages. Twilio receives your mobile number and the message text only for the purpose of delivering that message to you, as our service provider under contract, and never for marketing or promotional purposes of its own or anyone else's.
- Anthropic reads quotes, invoices and receipts that staff choose to import, to fill in budgets and expense forms. The file is sent for that read and is not used to train models.
- Google Drive, when a show links a Drive folder or file. Those files stay in Google Drive under its own terms.
We share information otherwise only when the law requires it, or to protect the rights and safety of GTS, our crew and our clients. None of the sharing above includes text messaging originator opt-in data or consent, which are never shared with any third party, and none of it is for marketing or promotional purposes.
Keeping it safe
Data is stored in the United States. Files such as W-9s, payment details and signed NDAs are kept in private storage that only the permitted roles can open. Every table keeps an audit trail. Nothing is deleted outright; records are marked deleted and kept so mistakes can be undone. We keep your information for as long as you work with GTS and for as long afterwards as tax, payroll and contract records require.
Your choices
- Update your profile, travel details and mobile number in the app at any time.
- Reply STOP to stop text messages.
- Ask us at jordan@geartechsystems.com to see, correct or delete the information we hold about you. We will do so unless a legal or tax obligation requires us to keep it.
Deleting your account
You can delete your account yourself, on the website or in the app: My profile → Delete my account. You are signed out everywhere, your sign-in is removed and notifications to your devices stop. You come off the crew lists, so nobody can book you through CallSheet.One.
What stays, and why: the record of the shows you worked (bookings, check-ins, call times), your invoices, expenses and payments, and the audit trail that records who changed what. These are labor and payment records GTS must keep for tax, payroll and contract purposes; they are marked deleted, not erased, and only GTS admins can see them. Anything you posted on a show's message board stays on that board for the people working the show, until a producer removes it. If you also want your contact and travel details erased, email jordan@geartechsystems.com and we will do it unless a legal or tax obligation requires us to keep them.
Children
CallSheet.One is for working crew and staff and is not directed at anyone under 18.
Changes
When this policy changes, the date at the top changes with it. Material changes are announced in the app.
Contact
Gear Tech Systems · jordan@geartechsystems.com