Privacy
Shootable is a planning tool for photo and video productions: schedules, call sheets and the shoot day as it runs. This page says what it keeps about you, who sees it and how to have it removed. There is no advertising, no tracking and no selling of data.
Your account
Signing in with an email address for the first time creates your account with that address. We keep your email address and your name and, if you add them in the app, a title, a phone number and a colour. We use your email to sign you in (a six-digit code or a link, a passkey, or Sign in with Apple) and to send you invitations and call sheets. You are usually here because an organisation invited you to a shoot. You sign in in the app; the website only shows shared links.
What else is stored
- Organisations: which organisations you belong to and your role, and your level on each project and shoot.
- Production data: schedules, shot lists, to-dos, notes, crew and talent lists, props, places and photos that an organisation puts into a shoot. This data belongs to that organisation; we process it on its behalf.
- Photos: photos keep their metadata, such as the time, the camera and the place they were taken (GPS). Photos taken with the camera in the app include where they were taken if you allow location. Anyone who can see a shoot's photos can read that metadata.
- Devices and sessions: which devices are signed in, so you can sign them out, and, if you allow notifications, a push token so the app can tell you when a shot is marked done.
- Passkeys: only the public half. The private half never leaves your device.
- Beta requests: what you fill in under "Request beta access" on this site (name, email and, if you add them, company and a note) is emailed to us so we can answer and invite you. Our servers don't keep it.
Who can see it
In the app: the people in the organisation and the people put on a project or shoot, at their level. Crew contact details are visible to the people on the shoot.
On the web, a shoot is only seen through a link that its planners share. There are two:
- The simple link shows where and when: the days, the locations with their address and map, and the name and time of every step. Nothing else.
- The full link shows the whole call sheet: shots, props, talent, notes, to-dos, photos (with their metadata, including where they were taken) and the crew with their phone numbers and email addresses.
Anyone who has a link can open it, without an account, so planners share them with the people who need them. Each page says which link it is. Both links stop working at midnight, in the planners' time zone, at the end of the day of the shoot's last shot, later if that day runs past midnight, and the planners can turn either off at any time. Links are not indexed by search engines.
What we can't see
KVdS Media has no access to the shoots, libraries, photos and backups of the organisations using Shootable: none of our tools, accounts or backup copies opens them, and our own staff see an organisation's data only when that organisation has made them a member, like anyone else. What we do see is what it takes to run the service: account email addresses, which organisations exist, and who belongs to them with which role. Every change we make there is logged in that organisation's activity, which its admins get in the organisation's export.
The honest limit: Shootable works out times, sends notifications and shows links on its servers, so, as with any online service, the servers themselves handle the data. We keep that machinery to itself: no copies leave it, and nothing in it is read for any other purpose.
We don't track you. There are no analytics, no counters of what you do, and no record of when you were last seen. Your IP address is used only to limit sign-in attempts, hashed with a key that changes every day, and never stored with your account.
Where it lives, and who helps
On Cloudflare. Accounts, shoots, libraries, photos, history and backups are kept in Cloudflare's EU jurisdiction, in the European Union. Emails are sent through Resend. Apple delivers notifications and, if you use it, Sign in with Apple; the apps' maps and address lookups use Apple Maps. They act as processors under our instructions; the subprocessors page lists them and what each receives. Some of them are companies in the United States: transfers outside the European Union are covered by the EU-US Data Privacy Framework where the company is certified, and otherwise by the European Commission's standard contractual clauses. The website loads no third-party scripts, fonts or trackers, except Apple's sign-in script when you choose Sign in with Apple.
How long
- Sign-in codes expire after ten minutes and are deleted after a day. Invitations expire after fourteen days and are deleted ninety days later.
- You stay signed in to the apps until you sign out, or until ninety days without use; a sign-in that ended is deleted thirty days later. (Signing in on the website is only for the people who run Shootable.)
- Shoots stay as long as the organisation keeps them. A week after a shoot's last day, its photos are kept at a smaller size. Organisations keep a set number of past shoots; beyond that the oldest move to the trash after a warning to their admins.
- Deleted shoots and projects stay in the trash for thirty days, then are removed. Earlier versions of a shoot are kept for at most a year so mistakes can be undone, and nightly backups are kept for ninety days. Something deleted can live on in those until they age out.
- The security log (who changed access, roles, merges and deletions, by account, never by address) is kept for a year.
Who is responsible, and on what basis
KVdS Media BV (company details and address at kvds.media) is responsible for your account data. For the production data an organisation puts into Shootable, that organisation is responsible and KVdS Media BV processes it on its behalf.
- Your account and the service (signing in, invitations, the schedules you work on): to provide the service you or your organisation use.
- Security, backups and keeping links secret: our legitimate interest in a safe and reliable service.
- The photo location from the camera in the app, and notifications: your permission, asked on your device, which you can withdraw in the device's settings at any time.
Your rights
You can change your name and details in the app (Settings), sign out any device and remove passkeys. Settings, Download My Data gives you a copy of everything we hold about you, in a file you can take elsewhere. You can delete your account in the app: Settings, Delete Account. Your address and phone number then come off every call sheet; your name stays on the shoots that happened, which are the organisations' records. An organisation you were the only member of goes to the trash with your account.
An organisation's admins can export everything the organisation holds, and find a person across its projects and shoots to remove them when they ask (Members, Privacy and data). Talent lists can include children: the organisation that enters a child is responsible for having a parent's or guardian's consent, and removes the child's details when asked. For talent we ask only the year of birth, never the date of birth.
To get a copy of your data, to have it corrected or deleted, or for any question, write to contact@kvds.media; we answer within a month. For data an organisation entered about you, such as a crew list, you can also ask that organisation's admin. You may complain to the Belgian Data Protection Authority (gegevensbeschermingsautoriteit.be / autoriteprotectiondonnees.be).
The apps
The iPhone, iPad, Mac and Apple Watch apps keep a copy of your schedules on the device so they work without a connection, and your preferences in iCloud. They ask for the camera and location only when you add a photo, and use notifications and Live Activities only for the shoot day you are on. They use no advertising identifiers and do not track you across other apps or websites.