Privacy policy

YYZ Productions ("we") runs Shift Confirm to schedule Location Support Personnel (LSPs), keep attendance and prepare payroll for film and television productions. This policy explains what personal information the app collects, why, who can see it, and how long we keep it.

What we collect

• Account details: your name, email address, phone number and password (stored encrypted).
• Your home area or address, if you add it, so the app can estimate travel time to jobs and offer nearby work first. Staff can see what you enter.
• Work records: shifts you're offered, book, confirm or drop; clock-in and clock-out times; whether you had lunch; hours and timesheets.
• Location, only at these moments, never tracked in between: if location check is on for you, your phone's GPS position once at clock-in, once at clock-out, and when the office asks you to confirm you're on site during a shift (you see each request). Anyone reporting an incident can choose to add where it happened. If you tap "use my location" for your home area, that position is saved. See the electronic monitoring policy.
• Messages you send in job chats, incident reports and their replies, and notes staff write about shifts.
• Documents you upload (for example certifications) and your training and onboarding status.
• If you turn on phone alerts, a technical address for your device so alerts can reach it.
• If the app shows a "Something went wrong" screen: which page, the error message and your phone and browser type, so the office can fix it. Reports older than 30 days are removed as new reports arrive.
• Texts that Assistant Location Managers send to the company phone to request crew. These can name crew members.

Why we use it

• To offer and book shifts, send reminders and alerts, and run each shift safely.
• To pay you correctly and keep the payroll records the law requires.
• To handle incidents on set and keep a record of them for the production.
• To decide who is offered work first, using reliability, ratings and notes from staff and ALMs.

Who can see it

• The office (administrators) can see crew records, including staff notes. A production's Assistant Location Manager sees only the crew, shifts and records for their own jobs, and never the office's private notes.
• Crew see their own records, their own shifts and the job chats for jobs they're booked on. Crew see their hours, not pay amounts.
• Payroll and the production receive hours and pay information, not your location.
• We don't sell personal information or use it for advertising.

Service providers

The app relies on these providers to run. Each only processes data to provide its service:

• Supabase: database, sign-in and file storage, hosted in Canada (Montréal).
• Vercel: runs the app, in Canada (Montréal).
• Resend: sends sign-in emails (account confirmation, password reset) to your email address, from the United States.
• OpenStreetMap (Nominatim): turns typed addresses into map positions.
• Open-Meteo: weather forecasts for job locations (no personal information sent).
• Apple, Google and Mozilla push services: deliver phone alerts.
• Anthropic (Claude): may read texted crew requests to fill in shift details.

How long we keep it

• Hours, timesheets and attendance records: at least 3 years after the work, as Ontario employment law requires.
• Electronic monitoring policies: 3 years after they are replaced.
• If you leave the roster, your account is turned off but your work and pay records are kept for the required period.
• In-app alerts: 120 days. Items deleted in the app can be restored for 30 days, then they're gone for good.
• Other information is deleted or anonymized when it's no longer needed.

Your choices and rights

• You can see and correct your contact details and home area on your Profile at any time.
• You can turn phone alerts off on your device.
• You can ask for a copy of your personal information, or ask us to correct it, by contacting us below. We answer within 30 days.

Security

Data is encrypted in transit, access is limited by role, and every table is protected so people only see what their role allows. If a breach creates a real risk of significant harm, we will notify affected people and the Office of the Privacy Commissioner of Canada as required.

Contact

YYZ Productions, Toronto, Ontario. Phone: 647-522-1999.