It details exactly what information we collect from you, what we do with it, and your access to that information.
All Visitors/Users on the Site
We may collect your IP address and user agent string when you browse our site.
This is in order to to help spam detection and provide you with a better user experience by tailoring content & display according to your location and device. This information is stored for a few days on our server before being deleted.
In addition, we use small cookies to track movement around the site which is collected anonymously (i.e. we don’t keep track of who goes where, just that someone has gone there) so we can build up a picture of which parts of our site users tend to visit and how we can improve movement and flow through the site.
Adding a Casting Notice
If you post a casting here to look for actors, then almost all the information you post can be seen by the general public. By posting a notice here you give your assent to this.
On the Add Casting form you’ll be able to see which fields are hidden from public view, but generally all personal contact details, e.g. emails, telephone numbers, etc, are not shown to anyone outside of Admin. When you post a casting, your IP address will also be recorded.
Casting Notices are kept on the site for 12 months after which time they are deleted in full except for a few meta details which are kept for admin purposes.
Any user contacting us via email will have the conversation thread stored indefinitely for reference.
See below for details of contact via our contact form.
We do not collect any personally identifiable information from visitors or guests to the site.
However, if you contact us, you will need to input the following which is collected and stored in our support system.
- your name
- your email
- your message
Any member of our Admin team can access and use this information to reply to any query or message you send us. All correspondence is stored in our 3rd party support system – to see their full data and privacy details click here.
If you visit our site from a link in another site (e.g. Facebook) then the 3rd party may track this depending on your agreement with the 3rd party.
Joining the Site
When you join the site we will collect and store the following information you input:
- your email address
- your selection of country.
- your selection of username & password
Your email is always hidden from public view on our site. Your password is securely encrypted and stored on our server and we do not have access to your password en clair. If you lose your password we can issue a new one, but we cannot retrieve your old one.
We use this information to create your login credentials and set up your profile.
When you log in you send us your username & password; this is encrypted and cannot be seen by anyone.
To keep you logged in securely we will then drop a cookie onto your device and store your status on our server. This is deleted after you log out.
Your image may appear at the bottom of each page in the Featured Useres section. To stop your image & details from appearing in this section:
- visit your account settings
- make sure show online status is set to no
- click the update settings button
When you create/edit your profile we require certain information which we need in order to create a valid and useful profile for each of our users which can be used to access further features of the site.
Please note, however, that in general we do not require, nor ask for, any proof of validity regarding the information you input with the exception of when wish to be verified.
By default all profile information is publicly viewable, however you can restrict who sees if if you wish.
- visit your account settings
- set who can see my profile and show in searches
- click the update settings button
We recommend, however, that actors should keep their profile public so that you will be visible to casting directors and talent agents, etc.
When you edit your profile you can mark certain media as PRIVATE. This means it will NOT show on your main profile page but will be available to you to attach to a casting application. Note that setting a showreel to PRIVATE hides it from your profile only; it will still be viewable according to the settings you have on YouTube or Vimeo, etc and likewise, an image marked as private will not show on your profile but it may still be indexed by some search engines.
If you delete an image or file from your profile, it is not deleted from the system and may still be indexed by Google and other search engines (see below). It is only deleted from the system if your entire profile is deleted.
All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information. Deleting your account will remove all the information from the profile and any uploads (images, PDFs, ect) will also be deleted from the system (see below for more on account deletion).
If you have an account on this site you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also delete your account which will erase the personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes. For details on this, please contact us.
Your Profile & Search Engines
Search engines like Google will index your profile and most of the information you put on it. We advise you, therefore, not to include anything private such as your address or telephone number. To stop search engines indexing your profile you can change the settings as above to at least registered users. If your profile has been public for some time and you choose to hide it, then it can take a few days to a few weeks for Google (and other search engines) to remove all the information.
Although we have put in settings to stop search engines indexing PDF and image files (using robots.txt), not all search engines obey so again, we advise you not to include your address or telephone number in any PDF file you upload here and not to use any images you do not feel comfortable sharing.
If you do upload images to enCAST, you should avoid uploading images with embedded location data (EXIF GPS) included as these types of images can be downloaded and have any location data extracted from them.
If you use the contact form to get in touch with Admin, we will collect:
- your name & email
- your profile link
- your message
Any member of Admin can see and use this information to reply to any query or message you send us. All correspondence is stored in our 3rd party email and/or support system.
If you use the contact form to get in touch with another enCAST user, the same information is collected and your message will be sent to the other user. The user will be able to see all the above information. A copy of your message will also be sent to enCAST and stored on our system.
(Note that this system replaces the old conversations system. Old Conversations are stored on our server. If you delete your account, any conversation attachments will be deleted from the system and any message you’ve sent will be anonymised although the contents will remain on our system.)
Submitting to a Casting Call
Before submitting to a casting, please read this article on the application process to make sure you understand the full process in full. If you send an application off to a casting it is checked automatically and may be checked manually by a member of Admin for administrative purposes.
Your application can be seen by both Admin and the production you send it to. Some of all the information may also be stored on our server and our email system.
Please note that whilst we check out all casting notices here to the best of our ability, you as an actor are solely responsible for making sure a casting call is genuine and above board. If you have any doubts of worries, please do contact us.
The Search System allows anyone (including visitors) to search for users on the site.
Note that your name can appear here even if you have set your profile to private however your profile will not be accessible to unauthorised viewers. If you do NOT want to have your name show up during searches, you can turn this off in your Account Settings where it says, Show in Searches.
Searches made on this page may be recorded so we can improve the search system. This will include your enCAST unique ID.
Mailing Lists & Email Notifications
When you join the site we will start to send you emails with suitable castings; you can refine these or turn them off completely on the notifications filter. You may also receive one or two introductory emails welcoming you to the site and suggesting a few ideas to get going. You can unsubscribe from these at any time.
We also have a number of newsletters which you can optionally subscribe to (and unsubscribe from whenever you choose).
All users are automatically added to our main email list; we use this only very occasionally when we need to send out critical or otherwise very important information. Due to its importance, you cannot unsubscribe from this.
If you delete your profile then all images and information you have uploaded to the site are deleted permanently and cannot be recovered. In addition:
- any conversation messages you have sent remain on the server but are anonymised
- any emails/support tickets sent to us directly are retained
- any templates you have written will be deleted
- any casting application metadata (see above) is retained on the server
Note that if your profile has been public for some time, it can take a few days to a few weeks for Google (and other search engines) to remove all the information from their search system. This is not within our control.
All emails sent via the site including applications and message notification emails and newsletters are sent through a secure 3rd party delivery system (SendGrid) who retain basic meta information about the email but not the contents. For example they will keep the from & to email addresses and the date/time of sending and whether the sent email has been received and read by the recipient. After 3 days this information is no longer available.
Further Technical Details
Your continued use of this site after we post any modifications on this page will constitute your acknowledgement of the modifications and your consent to abide and be bound by these terms. If we make any material changes to this policy, we will notify you either through the email address you have provided us, or by placing a prominent notice on our website.
- 10th October, 2021 – added reference to Facebook and 3rd party tracking; removed reference to the AppLog which is no longer in place; updated some URL links.