Terms, conditions
& privacy policy

1. About SceneTribe

SceneTribe is a casting and talent discovery platform for the creative industries, operated by SceneTribe Limited, a company registered in England and Wales (company number 17165181), with its registered address at 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.

These terms and conditions ("Terms") govern your use of SceneTribe's website, applications, and related services (together, "the Platform"). By creating an account or using the Platform, you agree to these Terms. If you do not agree, please do not use the Platform.

References to "we," "us," and "our" mean SceneTribe Limited. References to "you" and "your" mean the person or entity using the Platform.

2. Accounts and eligibility

2.1 Who can use SceneTribe

SceneTribe is open to all in the creative industries. There is no requirement for formal training, drama school credentials, union membership, or minimum professional experience. If you work in or aspire to work in the creative industries, you are welcome to join.

You must be at least 18 years old to create an account. Members under 18 may have a profile created and managed by a parent or legal guardian - see section 22 for details.

2.2 Account responsibilities

You are responsible for maintaining the security of your account credentials. You must not share your login details with any other person. You agree to notify us immediately if you become aware of any unauthorised access to your account.

You may hold only one account per person. Agent and casting director/producer accounts may have multiple authorised users within the same organisation, subject to the terms of their subscription.

2.3 Account types

SceneTribe offers the following account types: Member (for creatives, with pricing determined by membership), Agent (subscription), and Casting Director/Producer (subscription). Each account type has specific features and responsibilities as described on the Platform. We may introduce additional account types in the future.

3. Profile content and your responsibilities

3.1 Accuracy

You agree that all information on your profile is accurate, current, and not misleading. This includes credits, training history, skills, disciplines, physical attributes, and biographical information. Misrepresenting your professional history, qualifications, or attributes undermines trust in the platform and may result in account suspension or termination.

3.2 Content you upload

You may upload headshots, showreel media, and biographical text. You are responsible for ensuring that you have the right to use and share any content you upload to the Platform.

You must not upload content that infringes on the intellectual property rights of any third party, is defamatory, obscene, or unlawful, or that you do not have permission to share.

3.3 Credits and productions

When adding credits to your profile, each credit is linked to a production record. Other participants in the same production may be connected to that record, creating a shared collaboration history. You may also tag individuals who were involved in the same production. Tagged individuals will receive a notification and an invitation to claim or verify their involvement. Any participant may request removal of their association with a production at any time, and we will action such requests promptly.

3.4 Sourced public person records

SceneTribe may publish a public person record for a professional who does not hold a SceneTribe account where their participation in a production is supported by a cited public source. These records are separate from member profiles. They may contain a name, production roles, a short professional biography, professional links, and an appropriately licensed portrait. We record sources and contributor history, and we do not publish rich biographical details or portraits unless the person is confirmed to be an adult.

Contributors must use reliable professional sources and must not add private contact details, sensitive personal data, speculation, or misleading information. The person concerned may claim the record, report a correction, object to our processing, or request removal. Claims and reports are reviewed by SceneTribe before action is taken.

4. Intellectual property and ownership

4.1 Your content remains yours

You retain full ownership of all content you upload to or create on SceneTribe. This includes headshots, biographical text, credit information, and any other materials you provide. We do not claim ownership of your content.

4.2 Licence to operate the platform

By uploading content to SceneTribe, you grant us a limited, non-exclusive, royalty-free licence to display, distribute, and make available your content solely for the purpose of operating the Platform. This includes displaying your profile to other users, including it in search results, and showing it to casting directors and agents who use the Platform.

This licence exists only for as long as your content remains on the Platform. If you remove content or delete your account, this licence ends and we will delete the associated content in accordance with section 10 and our privacy policy.

4.3 No use for AI training

Your content will never be used to train artificial intelligence models. This includes headshots, showreel links, biographical text, and any other content you upload. This commitment is unconditional - it applies regardless of whether the content is publicly visible on your profile.

4.4 SceneTribe intellectual property

The Platform, its design, features, code, and branding (including the SceneTribe name and logo) are owned by SceneTribe Limited. You may not copy, modify, distribute, or create derivative works based on the Platform without our written permission.

5. How AI works on SceneTribe

5.1 What our AI does

SceneTribe uses artificial intelligence to match opportunities to member profiles and to power natural language search for casting directors, producers, and agents. The AI operates exclusively on structured profile data : skills, credits, disciplines, accents, physical attributes, training history, location, and availability.

When the AI recommends you for an opportunity or includes you in search results, it is because your structured profile data matches the criteria specified by the hirer. The AI will always show you why you were matched - which attributes aligned and which did not. There are no hidden criteria or opaque algorithms.

5.2 What our AI does not do

By default, our AI does not :

• Watch, analyse, or process your showreel or any video content.
• Scan, analyse, or process your headshots or any photographic content.
• Analyse your voice, likeness, physical appearance, or performance style.
• Make subjective assessments of your talent, ability, or suitability for roles.
• Use any content you upload to train AI models.

5.3 Changes to AI capabilities

If we ever introduce new AI features that change the scope of what is described in this section, we will notify you in advance, clearly explain what has changed, and provide the opportunity to opt in or opt out before any new processing takes place. See section 6 for details on optional AI processing of media content.

6. Future AI processing of media content (optional)

6.1 Explicit consent required

If SceneTribe introduces any feature that involves AI processing of your media content - including but not limited to headshot analysis, showreel analysis, likeness scanning, voice analysis, or visual matching - we will never activate such processing without your explicit, informed, and freely given consent.

Consent for AI media processing will be:

• Granular: Requested separately for each type of media and each type of processing. Consenting to headshot analysis does not consent to showreel analysis, and vice versa.
• Specific: We will explain in clear, plain language what data will be processed, how it will be processed, what the output will be, who will see the results, and how long the processed data will be retained.
• Active: Consent will be given through a clear, affirmative action, such as a checkbox at the point of upload or in your account settings. Pre-ticked boxes, implied consent, or bundled consent with unrelated features will never be used.
• Voluntary: Declining consent will not affect your ability to use any other feature of the Platform. Your profile, directory listing, search visibility, and all existing features will continue to function in the same way regardless of your decision.

6.2 Withdrawal of consent

You may withdraw your consent for AI media processing at any time through your account settings. When you do:

• All AI-processed data derived from your media content will be permanently deleted within 30 days.
• The original media content, such as your headshots or showreel links, will remain on your profile unless you remove it separately.
• Any insights, tags, classifications, or metadata generated by AI processing will also be deleted. If you later consent again, the processing will start from scratch.
• We will confirm deletion by email within 30 days of your withdrawal.

6.3 No use for training

Even where you consent to AI processing of your media content for the purposes described (such as casting matching), your content will never be used to train, fine-tune, or improve AI models - whether our own or any third party's. Processing is for your individual benefit (better matching, more accurate search results) and for no other purpose.

6.4 Third-party AI services

If we use third-party AI services for image, video, or audio analysis, we will tell you this during the consent process. We will tell you who the provider is, what data is shared with them, and how they handle it. We will only use providers that give contractual guarantees that your data will not be used for model training or any purpose beyond the specific analysis requested.

Temporary retention by third-party providers. AI service providers may temporarily retain data sent to their APIs for a short period, typically 7 - 30 days, for abuse monitoring and safety. After that, it is automatically deleted. This means your content may briefly exist on a third-party server during and shortly after processing. We will disclose the specific retention period of any provider we use, and whether a Zero Data Retention arrangement is in place.

Provider policy monitoring. We will monitor the terms and data policies of any third-party AI provider we use. If a provider changes their terms in a way that materially affects how your data is handled, we will notify you within 14 days. If the change conflicts with our commitments to you, we will suspend the affected feature until a compliant alternative is in place.

7. Subscriptions and payments

7.1 Member accounts

SceneTribe offers a 30-day free trial for all new members. During the trial, all core features are available at no cost, including profile creation across multiple disciplines, credits and production history, collaboration mapping, directory listing, inclusion in search results, and match notifications.

After the trial period. Members may continue on a paid subscription in GBP, EUR, or USD. Current member pricing is £2/month or £15/year, €3/month or €25/year, or $3/month or $25/year depending on the billing currency selected in account settings. Both billing intervals provide identical access to all core features. You may switch between monthly and annual billing at any time through your account settings. Annual billing is charged upfront for the full year.

Founding members (first 100). The first 100 members to join SceneTribe receive permanent free access to all core features. Founding members never pay a membership fee. This status is non-transferable and remains active for the lifetime of the account.

Monthly and annual fees may be updated from time to time with at least 60 days' notice to existing members. Any increase will not take effect until your next billing date. Founding member status is permanent and exempt from any future pricing changes.

If a member cancels their subscription or chooses not to renew, their profile will be set to inactive and removed from public search results and the directory. Data will be retained for 12 months in case they wish to reactivate. After 12 months of inactivity, the account and data will be deleted in accordance with section 10.

7.2 Paid subscriptions

Agent and Casting Director/Producer accounts are available on a monthly or annual subscription basis. Prices are displayed on the Platform at the time of purchase and may be updated from time to time with 30 days' notice to existing subscribers.

Subscriptions renew automatically unless cancelled before the end of the current billing period. You may cancel at any time through your account settings. Cancellation takes effect at the end of the current billing period - no partial refunds are provided for unused time within a billing period.

7.3 Free trials

We may offer free trial periods for paid subscriptions. At the end of a trial, your subscription will automatically convert to a paid subscription unless you cancel before the trial ends. We will remind you before the trial expires.

7.4 Payment processing

Payments are processed by Stripe. We do not store your full payment card details on our systems. Payment processing is subject to Stripe's terms of service and privacy policy.

8. Acceptable use

You agree not to use the Platform to:

• Impersonate any person or misrepresent your identity or professional credentials.
• Scrape, harvest, or collect data from the Platform by automated means without our written permission.
• Use the Platform for any unlawful purpose or in violation of any applicable law or regulation.
• Upload or transmit malicious code, spam, or unsolicited commercial communications.
• Harass, abuse, or intimidate other users of the Platform.
• Attempt to access areas of the Platform or data that you are not authorised to access.
• Compile data about members for purposes unrelated to legitimate casting, hiring, or professional collaboration.
• Copy, reproduce, or redistribute member profiles, headshots, or other content from the Platform without the content owner's consent.

We reserve the right to suspend or terminate accounts that violate these terms, with or without notice, depending on the severity of the violation.

9. Limitation of liability

SceneTribe provides a platform for connecting creatives. We do not guarantee that you will find work, be cast in any role, or receive any specific outcome from using the Platform. We are not an employment agency and do not act as an intermediary in any contractual relationship between members, agents, casting directors, producers, or any other users of the Platform.

To the fullest extent permitted by law, SceneTribe's total liability to you for any claim arising from your use of the Platform shall not exceed the amount you have paid to us in the 12 months preceding the claim, or £100, whichever is greater.

We are not liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Platform, including loss of work, loss of earnings, or damage to professional reputation.

Nothing in these Terms excludes or limits our liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.

10. Account termination and data

10.1 Your right to delete your account

You may delete your account at any time through your account settings. When you delete your account:

• Your profile will be removed from public view immediately.
• Your personal data will be deleted from our active systems within 30 days.
• Backup copies will be purged within 90 days.
• Any AI-processed data derived from your content will be deleted within 30 days.
• Your participation in production records will be removed. The production record itself may remain if other participants are still associated with it, but your name and contribution details will be deleted.
• Content you uploaded, such as headshots and bio text, will be permanently deleted. We do not retain copies.

10.2 Lapsed accounts

If a member does not renew their annual fee after the initial free period, their account becomes inactive. An inactive account is removed from public search results and the directory but is not deleted. Data is retained for 12 months from the date the account became inactive. During this period, the member may reactivate their account by paying the annual fee. After 12 months of inactivity without renewal, the account and associated data will be permanently deleted in accordance with section 10.1.

10.3 Our right to terminate accounts

We may suspend or terminate your account if you violate these Terms, if your account has been inactive for more than 24 months, or if we are required to do so by law. Where possible, we will provide notice before termination and give you the opportunity to download your data.

10.4 Effect of termination

Upon termination, your right to use the Platform ends. Sections of these Terms that by their nature should survive termination (including intellectual property, limitation of liability, and governing law) will continue to apply.

11. Changes to these terms

We may update these Terms from time to time. When we make material changes, we will notify you by email and/or by prominent notice on the Platform at least 30 days before the changes take effect. Your continued use of the Platform after changes take effect constitutes acceptance of the updated Terms.

For changes to AI-related terms (sections 5 and 6), we will provide at least 60 days' notice and require affirmative action (such as re-acceptance of updated terms) before any new AI processing capabilities are applied to your account.

12. Governing law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Privacy policy - overview and our commitment

This privacy policy explains what personal data SceneTribe collects, how we use it, who we share it with, and what rights you have. It applies to all users of the Platform, regardless of account type.

SceneTribe is the data controller for the personal data described in this policy. We are registered with the Information Commissioner's Office (ICO) - registration number ZC126541.

14. What we collect

14.1 Information you provide

Account information: Name, email address, password (encrypted), account type.

Profile information (members): Biographical text, disciplines (the creative roles you work in), headshot photographs, credits and production history, collaboration data (your connections to productions and other participants), skills, accents, physical attributes (height, hair colour, eye colour, etc.), training history, location, and uploaded showreel media.

Profile information (agents and casting directors): Name, email, company name, company address, client roster information (for agents), casting requirements and breakdowns (for casting directors).

Payment information: Payment card details are collected and processed by Stripe. We receive only a truncated card number (last four digits), card type, and billing address for our records. We do not store full card numbers.

14.2 Information we collect automatically

Sourced information about non-members: We may collect a professional name, publicly documented production credits, professional biography, professional links, and a licensed portrait from public professional sources. We also retain source URLs, contributor and revision history, identity claim evidence, and correction or removal requests so that the record can be verified and moderated.

Usage data: Pages visited, features used, search queries, time spent on the Platform. This data is collected in aggregate and used to improve the Platform. Individual usage patterns are not shared with third parties.

Technical data: IP address, browser type, device type, operating system. Collected for security purposes and to ensure the Platform functions correctly.

Profile analytics data: For member profiles - the number of profile views, appearances in search results, and match notifications. This data is visible to the profile owner and is not shared with other users unless explicitly stated.

Marketing measurement data: If you consent to marketing cookies, Google Ads and Meta Pixel may measure visits and sign-up intent on public marketing pages only. This may include marketing page URLs, referrers, UTM or ad click identifiers, browser and device metadata, IP address processed by the provider, consent state, and CTA events.

14.3 Information we do not collect

We do not collect biometric data, facial recognition data, voice prints, or any data derived from AI analysis of your images or videos - unless you have given explicit consent under section 6 of these Terms. By default, no such data is collected.

15. How we use your data

We use your personal data for the following purposes:

To operate the Platform: Displaying your profile, including you in search results, matching you with casting opportunities, processing subscriptions and payments. Legal basis: contractual necessity (we need your data to provide the service you've signed up for).

To improve the Platform: Analysing aggregate usage patterns to improve features, fix issues, and develop new functionality. Individual data is not used for this purpose - only anonymised and aggregated data. Legal basis: legitimate interest.

To maintain factual public production records: Publishing and cross-referencing sourced professional credits, preventing duplicate identities, handling identity claims, and correcting or removing inaccurate material. Legal basis: legitimate interest in maintaining accurate professional and production information. You may object to this processing and we will assess the request promptly.

To communicate with you: Sending casting match notifications, account updates, security alerts, and (with your consent) marketing communications about new features. You can opt out of marketing communications at any time. We use Resend to deliver email, manage unsubscribe status, and keep minimal contact information in sync for broadcast targeting. Legal basis: consent (marketing), contractual necessity (service notifications).

To measure public marketing: If you consent to marketing cookies, we use Google Ads and Meta Pixel to understand whether our public marketing pages lead to sign-up intent. Legal basis: consent.

To ensure security: Detecting and preventing fraud, abuse, and unauthorised access. Legal basis: legitimate interest.

To comply with legal obligations: Retaining financial records, responding to lawful requests from authorities, and meeting regulatory requirements. Legal basis: legal obligation.

16. AI and your data

16.1 How AI uses your data by default

SceneTribe's AI processes only structured profile data for the purpose of matching and discovery. This means:

• Your skills, credits, disciplines, accents, physical attributes, training, location, and availability are used by the AI to match you with relevant opportunities and to include you in search results when a hirer's query matches your profile.
• The AI does not process your headshots, showreel content, voice recordings, or any other media content unless you have given explicit consent under section 6.

16.2 No AI training on your data

Your personal data and content are never used to train, fine-tune, improve, or develop AI models - whether our own or any third party's. This applies to structured profile data, uploaded content, usage data, and any data derived from AI processing.

16.3 AI transparency

When AI is used to match you with an opportunity or to rank you in search results, you will be shown the reasoning: which attributes matched, which did not, and the overall match strength. You have the right to understand any AI-assisted decision that affects your visibility on the Platform.

16.4 Optional AI media processing

If we introduce AI features that process media content (images, video, audio), the following safeguards apply in addition to those described in section 6 of the Terms:

• We will conduct a Data Protection Impact Assessment (DPIA) before introducing any such feature.
• We will update this privacy policy with specific details of the processing before requesting consent.
• Data processed under consent will be stored separately from your core profile data and can be deleted independently.
• Withdrawal of consent triggers deletion of all AI-derived data from your media content within 30 days, confirmed in writing.

17. Who we share data with

17.1 Other users of the Platform

Your profile information is visible to other users of the Platform as part of normal operation. Members: your public profile (name, headshots, credits, disciplines, skills, attributes, collaboration data, bio) is visible to all users. Casting directors and agents can view your profile as part of search results and matches. You control what information appears on your profile.

17.2 Service providers

We share data with third-party service providers who help us operate the Platform, including: hosting providers, payment processors (Stripe), email delivery services such as Resend, and analytics tools. If you consent to marketing cookies on public marketing pages, we also share limited marketing measurement data with Google Ads and Meta Pixel. These providers process data under their applicable service terms and are listed on our Subprocessors page.

We do not send profile content, production content, account data, names, email addresses, headshots, showreels, casting data, or advanced matching identifiers to advertising platforms.

17.3 We never sell your data

We do not sell, rent, license, or trade your personal data to any third party. This is unconditional. We do not participate in data brokering, data exchanges, or any arrangement where your personal data is provided to third parties for their own commercial purposes.

17.4 Legal requirements

We may disclose your data if required to do so by law, by court order, or by a regulatory authority with jurisdiction. Where permitted, we will notify you of such disclosure.

18. Your rights

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the following rights:

Right of access: You can request a copy of all personal data we hold about you. We will respond within 30 days.

Right to rectification: You can update or correct your personal data at any time through your account settings, or by contacting us. Every public person record also provides a correction and removal report form that can be used without an account.

Right to erasure: You can request deletion of your personal data. Deleting your account (section 10) exercises this right. We will also action erasure requests received by email.

Right to restrict processing: You can request that we limit how we use your data in certain circumstances.

Right to data portability: You can request your data in a structured, commonly used, machine-readable format (JSON or CSV).

Right to object: You can object to processing based on legitimate interest. We will cease processing unless we can demonstrate compelling legitimate grounds.

Rights related to automated decision-making: You have the right not to be subject to decisions based solely on automated processing (including AI) that produce legal effects or similarly significant effects on you. SceneTribe's AI provides recommendations and matching - it does not make binding decisions about casting, hiring, or employment. However, if you believe AI matching is adversely affecting your visibility, you may contact us for a manual review.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

19. Data retention

Active accounts: We retain your data for as long as your account is active.

Deleted accounts: Personal data is deleted from active systems within 30 days of account deletion. Backup copies are purged within 90 days. Financial records (invoices, payment history) are retained for 7 years as required by UK tax law.

Unclaimed public person records: We retain sourced professional records while they remain accurate, relevant, and supported by a public source. We retain claim, correction, removal, and moderation evidence for as long as needed to resolve the request, demonstrate the action taken, and prevent the same inaccurate material from being republished. We review and remove records that no longer meet these requirements.

AI-derived data: If you consented to AI media processing and subsequently withdraw consent or delete your account, all AI-derived data is deleted within 30 days.

Anonymised data: We may retain anonymised and aggregated data indefinitely for statistical and analytical purposes. This data cannot be used to identify you.

20. Security

We implement appropriate technical and organisational measures to protect your personal data, including encryption of data in transit (TLS) and at rest, secure password hashing, regular security reviews, and access controls that limit who within our organisation can access personal data.

While we take reasonable steps to protect your data, no system is completely secure. If we become aware of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and notify you without undue delay, as required by law.

21. Cookies

SceneTribe uses cookies for the following purposes:

Essential cookies: Required for the Platform to function (authentication, security, session management). These cannot be disabled.

Analytics cookies: Used to understand how the Platform is used, in aggregate. You can opt out of analytics cookies through the cookie settings on the Platform.

Marketing cookies: Used only if you consent, and only on SceneTribe public marketing pages. These allow Google Ads and Meta Pixel to measure page views and sign-up intent from this browser. Marketing pixels are not loaded on member profiles, user link pages, production pages, authenticated app pages, auth pages, or legal pages.

You can accept, reject, or change marketing cookie settings on the Platform. Rejecting marketing cookies does not affect your ability to use SceneTribe.

22. Children and young members

Members under 18 may have a profile on SceneTribe, but the account must be created and managed by a parent or legal guardian. The parent or guardian is responsible for all content on the profile and for any interactions with the Platform.

We do not knowingly collect personal data directly from children under 13. If we become aware that we have collected data from a child under 13 without parental consent, we will delete that data promptly.

Public person records whose age is unknown, or which concern someone under 18, are limited to sourced name and production credit information. SceneTribe does not publish an editorial biography, professional links, or portrait on those records.

AI media processing features (section 6), if introduced, will require parental or guardian consent for members under 18. Such consent must be given by the parent or guardian directly, not by the young member.

23. Changes to this policy

We may update this privacy policy from time to time. When we make material changes - particularly changes to how AI interacts with your data - we will notify you by email at least 30 days before the changes take effect.

For changes to AI-related data processing (sections 16 and related provisions), we will provide at least 60 days' notice and will not apply any new processing to your data without your explicit consent where required.

The date at the top of this policy indicates when it was last updated.

24. Contact

If you have questions about these Terms or this privacy policy, or wish to exercise your data rights, contact us at:

Email: [email protected]

Post: SceneTribe Limited, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.