Privacy Policy

Who we are

Send The Fit ("we", "us") is a digital fitting tool operated in the United Kingdom. We are the data controller for account holders (production, agency, AD and costume users) and the data processor for supporting-artist data on behalf of the production that invited them. For any question about this policy or how your data is handled, contact us at sendthefit@gmail.com.

What we collect

• Account users: name, email, hashed password, authentication tokens.
• Supporting artists: name, email, costume code, uploaded fitting photos, submission timestamps.
• Technical: basic server logs (IP, user-agent, request paths) kept for 30 days for security and debugging.

Why we use it

To run the digital fitting workflow, authenticate users, deliver transactional emails (invites, password resets), and meet legal obligations. We never use personal data for marketing or profiling.

How long we keep it

Supporting-artist personal information (name, email and costume code) is automatically deleted from our database once the production's filming end date has passed. Until that date this information is only visible to the production's agency, AD and costume team through the portal. Account data for production / agency / AD / costume users is kept while the account is active and deleted within 30 days of account closure. Server logs roll off after 30 days. Audit logs of deletions are retained for 12 months and contain no personal data.

Who we share it with

Emails and personal details are only visible to agency members through this portal. Photos are visible to the production's costume team. Our sub-processors (Cloudflare for hosting, Supabase for database/auth/storage, Resend for email) handle data only as necessary to run the service. We do not sell data and do not share with advertisers.

Your rights

You can request access, correction, deletion, restriction, portability or object to processing at any time by emailing sendthefit@gmail.com. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk).

Contact & support

If you are a supporting artist and you have any problem using the app (uploading photos, magic-link not arriving, anything that looks wrong), please email sendthefit@gmail.com and we will help. Your casting agency provides your email to Send The Fit with your consent; after the production's filming end date it is removed from our systems and the agency / EP are no longer responsible for how Send The Fit holds that data.

Security

Full details of our security posture are at sendthefit.com/trust.

Changes

We will post material updates to this page and notify account holders by email.