Privacy Policy

Last updated October 6, 2026

theCallboard, operated by BenchFocus LLC ("we", "us"), is online rehearsal and production management for theatre companies. This policy explains what we collect, why, and the choices you have. Questions: support@thecallboard.app.

What we collect

• Account details: your name, email address and password (stored securely by our authentication provider; we never see it in plain text).
• Profile details you choose to add: preferred name, pronouns, stage name, bio, headshot, website and social handles.
• Production information: organizations and productions you belong to, your role and department, the calls you're scheduled for, your confirmations, conflicts you file, rehearsal reports, script notes and files uploaded by your company.
• Mobile number, if you sign up for texts: the number, when it was verified, when you agreed to receive texts, your text settings (such as quiet hours), and a record of texts sent to you and your replies.
• Emergency contact, if you add one: their name, your relationship, and a phone number or email.
• Audition submissions: if you apply through an audition form, the details, headshot and résumé you submit, shared with that production's team.
• Billing details for organizations that subscribe: handled by Stripe. We store the subscription status, not your card number.
• Technical data: basic logs (such as IP address, browser and time of request) kept for security and troubleshooting.

How we use it

• To run the service: show schedules to the people they're meant for, send in-app notifications, and send the texts you've signed up for.
• To keep accounts secure and prevent abuse.
• To process subscriptions and send account emails (such as invitations, sign-in links and receipts).
• To answer your support requests.

We don't sell personal information and we don't use it for advertising.

Text messages and your mobile number

Your mobile information will not be sold or shared with third parties for promotional or marketing purposes. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-message opt-in data and consent are never shared with any third party, except the messaging provider that delivers the texts on our behalf. Your number is visible only to you. Stage managers can send texts to their company through theCallboard without seeing anyone's number.

You can stop texts at any time by replying STOP, or by turning texts off on your Account page. See Text messages for details.

Who can see what

• People in your production see your name, role and the calls you share. Managers of a production also see conflicts filed for it.
• Your notification settings, phone number and text history are visible only to you.
• Your emergency contact is visible only to you (or your parent or guardian) and the managers of productions you're in, for use in an emergency.
• If you choose to appear on a production's public page, your name, role, headshot and bio are shown there. You can turn this off at any time.

Service providers

We use a small number of providers to run theCallboard, each only for its stated purpose and under its own data-protection terms:

• Supabase: database, sign-in and file storage.
• Telnyx: delivering text messages and verifying phone numbers.
• Apple Push Notification service and Google Firebase Cloud Messaging: delivering notifications to the iPhone and Android apps (the notification's title and text, and the phone's notification token).
• Stripe: subscription payments.
• Our email provider: account and invitation emails.
• Our hosting provider: serving the web app and video conferencing.

We may disclose information if required by law, or to protect the rights and safety of our users or the service.

On your phone

If you turn on calendar sync in the iPhone or Android app, your calls are written to your phone's calendar. The app only reads the calendars it may write to, so you can choose one; it doesn't read or send your other events anywhere. Reminders you set on the phone stay on the phone.

Cookies and storage

We use only what's needed to keep you signed in and remember settings such as light or dark mode. We don't use advertising or tracking cookies.

Keeping and deleting data

We keep your information while your account is active, and text message records only as long as needed to run and support the service. You can remove your phone number at any time, and you can delete your account yourself in the app or on the web, or by emailing support@thecallboard.app. An organization's admins control their production's records, such as schedules and reports. When you leave a production or delete your account, the production keeps your name and role on its records (such as its former company, casting, reports and group chat) so it can look back on who was in the show; your contact details, photos and bio are not kept. See what's deleted.

Your rights

You can see and edit most of your information on your Account page. Its Privacy section lets you leave yourself off every public show page at once, hide your headshot or bio there, or hide your bio from everyone, and lists every public page that can show you. You can also email us to request a copy of your information, a correction, or deletion. Depending on where you live, you may have additional rights under local law, and we'll honor them.

Children

theCallboard is not directed at children under 13, and they should not create accounts. Younger performers should be scheduled through a parent's or guardian's account, or with their consent.

Security

Data is encrypted in transit, and access is enforced by the database itself, so each person can only reach what they're allowed to see. No system is perfectly secure, but we work to protect your information and will notify affected users of a breach as required by law.

Changes

If we make significant changes to this policy, we'll update the date above and let account holders know.