RolePilot Privacy Policy

This Privacy Policy explains how RolePilot collects, uses, stores, discloses, and protects personal information when you use the RolePilot website at https://rolepilot.io, create an account, connect third-party platforms, communicate with us, or otherwise interact with the RolePilot service.

This Policy applies to information we collect directly from you, automatically through your use of the service, and through authorized interactions with connected services or service providers acting on our behalf.

We may collect account and identity information such as your name, email address, login credentials, subscription status, profile settings, and account preferences.

If you sign in with Google, Apple, or another supported third-party identity provider, we receive a limited subset of your provider profile that you authorize during the sign-in consent screen, typically your email address, full or given/family name, and profile photo URL. We use this information solely to create or identify your RolePilot account, pre-fill your display name and avatar inside the product, and link your sign-in session. We do not receive or request access to your inbox, contacts, calendar, drive, photos library, or any other content from the connected provider. You may revoke RolePilot's access at any time from your provider's account settings (for Google, this is at myaccount.google.com under Security → Third-party connections), which will prevent future sign-in but does not by itself delete your RolePilot account; use the Account → Delete Account control inside RolePilot if you also wish to remove your stored data.

We may collect professional and profile information you choose to provide, including stage name, union status, location preferences, acting details, special skills, media references, notes, saved search choices, and related workflow settings.

If you connect third-party casting or entertainment platforms, we may collect and store the credentials, account identifiers, saved search preferences, sync history, role data, submission-related metadata, and related platform information necessary to provide the service.

We may collect usage and technical data such as browser type, device information, IP address, approximate location based on IP, timestamps, pages viewed, interactions, diagnostics, log data, and other information reasonably necessary for service operation, security, and troubleshooting.

We may collect security telemetry, including signals related to potential probing of client-side code, automated scanner activity, repeated failed authentication, and similar protective indicators. This data is retained for abuse detection, incident response, and enforcement of our Terms of Service.

If you contact us, we may collect the contents of your messages, support requests, feedback, attachments, and related communication records.

If you use Kairo or other in-product AI chat features, we may collect and store the prompts, replies, prior conversation context, account identifiers, subscription tier, device or browser metadata, IP address, timestamps, and related monitoring or safety signals associated with those interactions.

If you use the AI Reader feature in the Lab, you may grant your browser permission to access your device microphone for the duration of a rehearsal session. The microphone audio is processed by your browser's built-in Web Speech API for the sole purpose of detecting when you have finished speaking your line, so the partner reader can advance automatically. Audio captured by your browser is NOT transmitted to RolePilot servers, NOT stored on RolePilot infrastructure, and NOT used for transcription, training, or any purpose beyond local silence detection. Some browsers (such as Google Chrome) may route Web Speech API audio to the browser vendor's own speech recognition service under that vendor's privacy practices, which RolePilot does not control. You may revoke microphone permission at any time through your browser settings, decline the permission prompt, or use the AI Reader without auto-advance (the manual 'Your Line' button still works without microphone access).

When you paste or upload script text or PDFs into the Lab, that text is sent to AI providers we use (such as OpenAI or Anthropic) to generate your scene analysis, audition feedback, or other Lab outputs. Inworld AI processes the dialogue text needed to generate spoken partner-reader audio for AI Reader rehearsals. We do not retain script content beyond your account history described in this Policy. Each AI provider applies its own data practices.

We use personal information to provide, operate, maintain, secure, and improve RolePilot, including authenticating users, managing accounts, supporting connected-platform workflows, syncing data, enabling role filtering, generating or storing settings, and supporting submission-related features.

We use personal information to communicate with you about service use, security matters, account issues, support requests, billing, product changes, and legal or compliance matters. These transactional messages are necessary to operate your account.

We may also use your email to send promotional messages such as new features, product updates, tips, and occasional offers. We do not sell or rent your email and we do not send unsolicited bulk spam. You can opt out of promotional email at any time in Settings, Notifications or via the unsubscribe link in every promotional email. Opting out does not stop transactional messages. We honor opt-outs promptly per the CAN-SPAM Act and applicable law.

We use information to detect, prevent, investigate, and address fraud, abuse, unauthorized access, security incidents, technical problems, and violations of our Terms.

We may use information in aggregated or de-identified form for analytics, service improvement, product planning, performance analysis, and operational reporting, provided that such information is not reasonably used to identify you.

We may review and monitor AI chat interactions for moderation, model and prompt evaluation, incident response, support, workflow debugging, quality control, abuse detection, and compliance with our legal obligations and Terms of Service.

Where applicable, we process personal information because it is necessary to perform our contract with you, because it is necessary for our legitimate interests in operating and securing the service, because you have provided consent, or because processing is required to comply with legal obligations.

You may choose not to provide certain information, but some features may not function without it, including account creation, billing, connected-platform access, and certain sync or automation functions.

We may share personal information with service providers and infrastructure vendors that help us host, secure, support, operate, or improve RolePilot, such as cloud hosting providers, database providers, authentication providers, payment processors, customer support tools, or transactional communications providers.

Our product analytics providers include PostHog Cloud (US) for cookieless event analytics and Google Analytics for site usage analytics. Both run under default service-provider terms · we do not enable Google Signals, Google Ads integration, or cross-site re-targeting features.

We may disclose information when reasonably necessary to comply with law, regulation, court order, subpoena, lawful request, or legal process, or to protect the rights, safety, property, users, or integrity of RolePilot and others.

We may disclose information in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar corporate transaction, subject to customary confidentiality and legal protections.

RolePilot does not engage in cross-context behavioral advertising and does not enable advertising features in our analytics providers. We use Google Analytics, PostHog, and similar product-analytics services under their default API terms as service providers. Under CCPA and CPRA, these are service-provider relationships, not sales of personal information. If you wish to opt out of personal-information sharing of any kind, see the 'Do Not Sell or Share My Personal Information' link in our footer.

California residents have the right to opt out of the sharing of personal information for cross-context behavioral advertising. RolePilot does not engage in this practice, but if you wish to make this opt-out explicit you may submit a request at /dnsmpi or email hello@rolepilot.io with the subject 'DNSMPI Opt-Out'.

RolePilot may process login credentials or related authentication materials for connected third-party casting platforms at your direction. We use those credentials solely to automate submissions and sync roles on your behalf. We do not use your credentials for any other purpose, and we do not sell or share them with third parties.

Connected account credentials are encrypted before being stored and are decrypted only within RolePilot's secured server environment at the time of performing the automation action you requested. We apply industry-standard symmetric encryption and limit decryption to server-side processes. We review and improve our encryption practices over time.

You may disconnect any connected account and request deletion of your stored credentials at any time through the Connect Accounts settings. Disconnecting removes your credentials from our system and stops all related automations.

THIRD-PARTY PLATFORM ENFORCEMENT. When you connect a casting platform account, RolePilot performs automated actions (such as role syncing and submission) on your behalf using the credentials you provide. Third-party platforms may independently monitor account activity and may restrict, suspend, or permanently ban accounts they determine have engaged in activity that violates their terms of service. RolePilot does not receive advance notice of, and has no ability to prevent, any enforcement action taken by a third-party platform. We do not share information with third-party platforms for the purpose of triggering enforcement actions. Please review our Terms of Service, Section 5 for a full description of platform-related risks and your assumption of those risks.

Even with reasonable safeguards, no system can be guaranteed to be completely secure. You should use strong, unique passwords for any accounts you connect, protect your own devices, and notify us promptly at hello@rolepilot.io if you suspect unauthorized access.

We and our service providers may use cookies, local storage, session tokens, log files, and similar technologies to keep you signed in, remember settings, maintain security, measure performance, and support core product functionality.

You may be able to control some cookies through your browser or device settings. However, disabling certain technologies may impair essential parts of the service.

RolePilot does not engage in cross-context behavioral advertising and does not enable advertising features in our analytics providers. We use Google Analytics, PostHog, and similar product-analytics services under their default API terms as service providers. Under CCPA and CPRA, these are service-provider relationships, not sales of personal information. If you wish to opt out of personal-information sharing of any kind, see the 'Do Not Sell or Share My Personal Information' link in our footer.

If you wish to opt out of Google Analytics tracking on every site (not just RolePilot), Google offers an Opt-Out Browser Add-on at https://tools.google.com/dlpage/gaoptout.

We retain personal information for as long as reasonably necessary to provide the service, maintain your account, comply with our legal obligations, resolve disputes, enforce agreements, and protect the integrity and security of RolePilot.

Retention periods may vary depending on the type of information, the purpose for which it was collected, technical needs, account status, and legal or compliance requirements.

Inactive free accounts. Where we identify a free account — an account that has never held a paid subscription or free trial — as inactive, defined as no sign-in, no API call, and no automated submission activity for at least twelve (12) consecutive months, we may delete the personal information associated with that account, subject to the legal-hold, billing-record, and security-log retention exceptions described in this Policy. We will send at least one notice to the account email approximately thirty (30) days before deletion takes effect, and signing in resets the inactivity period. An account that holds or has ever held a paid subscription or trial is not subject to this automatic inactivity deletion; we retain its data only as long as needed for the purposes described in this Policy and applicable billing-record obligations, and you may still request deletion at any time under Section 9.

Chat logs, monitoring records, security logs, and moderation data may be retained for longer periods where reasonably necessary for fraud prevention, abuse investigation, legal compliance, dispute resolution, service integrity, or enforcement of our Terms.

Depending on where you live, you may have the right to request access to personal information we hold about you, request deletion, request correction, request portability, or object to or limit certain processing, subject to applicable exceptions.

You may also request to close your account or disconnect third-party services. Some information may be retained where legally required or reasonably necessary for security, billing, fraud prevention, dispute resolution, or compliance purposes.

To make a privacy request, contact us through our support channels or by email at hello@rolepilot.io. We may take reasonable steps to verify your identity before fulfilling a request. We will respond to verifiable requests within 45 days of receipt. If we need additional time (up to 45 more days), we will notify you of the extension and the reason within the initial 45-day period.

If you are a California resident, California law may provide you with the following rights, subject to applicable exceptions: (1) Right to Know · the categories and specific pieces of personal information collected about you, the sources and purposes for collection, and categories of third parties with whom we share it; (2) Right to Delete · request deletion of personal information we collected from you; (3) Right to Correct · request correction of inaccurate personal information; (4) Right to Opt-Out of Sale or Sharing · we treat our analytics relationships as service-provider relationships and do not engage in cross-context behavioral advertising, but you may submit an explicit opt-out request at /dnsmpi; (5) Right to Non-Discrimination · we will not discriminate against you for exercising your California privacy rights.

We collect the categories of information described in this Policy for the business and commercial purposes described above. We may disclose those categories to service providers and contractors that assist with infrastructure, hosting, authentication, support, billing, communications, product operations, and security.

We do not knowingly sell personal information for monetary value. We treat our product-analytics relationships (including PostHog Cloud and Google Analytics) as service-provider relationships under CCPA and CPRA, and we do not enable cross-context behavioral advertising features within those tools.

Shine the Light (California Civil Code §1798.83): We do not share personal information with third parties for their own direct marketing purposes. California residents who wish to confirm this may contact us at hello@rolepilot.io.

Sensitive Personal Information: We collect login credentials for connected casting platforms solely to perform the automation you request. We do not use sensitive personal information for purposes beyond those necessary to provide and secure the service.

California UCL and CLRA Disclosure: Under California Business and Professions Code § 17200 (Unfair Competition Law) and Civil Code § 1750 (Consumer Legal Remedies Act), we are required to make transparent material disclosures about our service. We disclose that using RolePilot's automated submission and sync features in connection with third-party casting platforms carries the risk that those platforms may restrict or ban your account. This risk is described in detail in our Terms of Service, Section 5. We make this disclosure so you can make an informed choice. RolePilot does not engage in deceptive advertising or conceal material risks from California consumers.

RolePilot is for adults. The service is intended for users 18 years of age and older only · we do not knowingly accept registrations from anyone under 18. During account activation we require a date of birth and enforce an 18-and-older floor at the application layer. We additionally enforce a hard 13-year COPPA floor at the database layer.

RolePilot is not directed to children under 13, and we do not knowingly collect personal information from children under 13 through the service. If we learn that we collected personal information from a child under 13 without legally valid authorization, we will take reasonable steps to delete it. For users between 13 and 18 who attempt to activate an account, we refuse activation and delete the date-of-birth entry without storing it for later use.

If you believe a person under 18 has created or attempted to create an account, please contact hello@rolepilot.io. We will investigate and, when warranted, terminate the account and delete associated personal information.

RolePilot is operated from the United States. If you access the service from another jurisdiction, you understand that your information may be transferred to, stored in, and processed in the United States and other locations where our service providers operate, subject to applicable legal safeguards.

We use safeguards designed to protect personal information against unauthorized access, destruction, loss, alteration, or disclosure. Those measures may include encryption, authentication controls, access limitations, environment separation, and monitoring appropriate to the type of information and risk presented.

Because no system is completely secure, we cannot guarantee absolute security. You are responsible for safeguarding your own account credentials and notifying us promptly of any suspected unauthorized use.

We may update this Privacy Policy from time to time. If we make material changes, we may provide notice through the website, the application, or by email when appropriate. The "Effective date" and "Last updated" dates above reflect the current version.

Your continued use of the service after changes become effective means the revised Policy will apply to your future use of RolePilot.

When you use AI features such as Kairo, Smart Match, AI Cover Notes, match reasoning, or audition lab tools, your inputs and the resulting outputs are transmitted to third-party AI model providers (currently OpenAI and Anthropic) for inference. We use these providers under their default API terms, which contractually prohibit the use of customer data submitted through their APIs to train provider foundation models.

We do not train any AI model, third-party or our own, on your inputs or outputs. We do not sell AI inputs or outputs.

We retain AI inputs and outputs in our own systems as part of your account history, conversation continuity, analytics, debugging, abuse prevention, safety review, and product improvement through human review and product iteration. Retained AI history is treated as personal information under this Policy and is subject to the same access, deletion, and correction rights described in Section 9.

AI features are designed for casting and audition workflows. You should not submit medical, legal, financial, biometric, government-issued identifiers, or other highly sensitive information into AI surfaces. We are not responsible for the consequences of voluntarily submitting such information to AI features.

AI-generated content is produced as a draft for your review. AI models can produce errors, omissions, hallucinations, or content that is plausible but factually wrong. You are responsible for reviewing AI-generated content before sending it on your behalf or submitting it to any third party. By enabling automated features (such as Auto Apply or AI Cover Notes auto-submission), you consent to AI-generated content being sent under your standing pre-approval, and you accept responsibility for the content of every submission generated and sent under those settings.

If you delete your account, we delete the personal data associated with it, including your AI history, within 30 days, subject to retention exceptions described elsewhere in this Policy. Aggregated or de-identified statistics derived prior to deletion that no longer reasonably identify you may be retained.

Brand names, logos, and trademarks belonging to third-party casting platforms, including Actors Access (Breakdown Services, Ltd.), Backstage (Backstage LLC), and Casting Networks (Talent Systems, LLC), are the property of their respective owners. We use those names and visual marks descriptively to identify which platforms RolePilot integrates with so users can recognize the surface they are connecting.

Their inclusion in our website, application, or this Policy does not imply endorsement, sponsorship, partnership, certification, or affiliation. RolePilot is an independent service and is not owned by, controlled by, or formally affiliated with any of these companies.

If you are a rights-holder and believe a mark of yours has been used in a way that exceeds nominative fair use, contact hello@rolepilot.io and we will review promptly.

Questions or requests about this Privacy Policy may be sent through our support channels or by email to hello@rolepilot.io.

This Privacy Policy applies to RolePilot services offered through https://rolepilot.io and product experiences that link to this Policy.