Privacy — The Half Call

Who is responsible for what

Your members’ data — your company is the controller, we are the processor. Names, contact details, availability, parts and crew roles, member history, private notes, off-book progress and budget entries. Your company decided to collect these and decides what happens to them. We hold them on your instructions and do nothing else with them. Our data processing terms form part of your agreement with us.

Your account, billing and our telemetry — we are the controller. The email address you sign in with, your company’s name and billing contact, invoices, entitlements, sign-in and security logs, and application telemetry with personal data scrubbed at ingestion. We decide these, so they are ours to answer for.

An unincorporated society has no legal personality, so in practice the controller is the officers acting for it, and whoever accepts our terms is the person we deal with. If your group is incorporated, the entity is the controller.

What never reaches a model

This is the part most people want to know and most products are vague about, so here it is flatly.

No member’s name is sent to a model. Names are replaced before a prompt leaves us and restored in the response. A model provider sees parts and roles, not people.
Private notes are structurally unreachable from any prompt. Not filtered, not redacted — the field is not on any path that builds a prompt. It is the most sensitive object in the product, and the protection is architectural rather than a rule somebody has to remember.
No provider trains on your content. Confirmed in each provider’s commercial terms. Where a provider keeps material briefly for abuse monitoring, the window is named below.
Script text is treated as licensed material throughout. It is sent only for the derivation you asked for, never retained by us beyond the production, and never used to build anything shared between companies.

Everyone who touches it

The whole list, not just the interesting ones. We give notice before adding to it.

Microsoft Azure — hosting, database, file storage, queues, secrets, monitoring, and the OCR that reads your script. Region [REGIONS].
Model providers — the assistant’s derivations and drafts. [NAMED INDIVIDUALLY, WITH REGIONS AND RETENTION WINDOWS].
Our merchant of record — taking payment and issuing your invoice. They are the legal seller, so for the payment itself they act in their own right rather than for us. [NAME AND REGION].
Microsoft 365 and Graph — every email we send: magic links, invitations, call sheets. It sees every member’s address. Region [REGION].

How long we keep things

Every period has a reason, because “as long as necessary” is not an answer.

Production data — while your company is active. Member history, who played what years back, is one of the reasons to stay.
Private notes — reviewed at 24 months, deleted at 36. A note about how somebody coped in 2024 has no purpose in 2029, and this is the sensitive field.
Availability — two years rolling. Useful for defaults and patterns; it is also a record of where somebody was, so it does not live forever.
Line-learning counts — the production plus 30 days. Private to the actor already, and no purpose survives the run.
An unopened trial — 60 days, after a warning. We do not keep abandoned companies, and the period has to survive a summer break.
A cancelled company — 30 days’ grace, then 60 days cold, then erased. Long enough for a committee to change its mind; short enough to mean something.
Your account after your last membership ends — 12 months. You may join another society next season. Delete it sooner if you would rather.
Security and sign-in logs — 12 months. Long enough to investigate, short enough not to become a second database of behaviour.
Telemetry — 90 days, with personal data scrubbed at ingestion.
Financial records — [PERIOD], kept where the law requires. The split between us and the merchant of record is being confirmed.
Backups — [WINDOW]. This is the number that qualifies every deletion claim above, so we state it rather than imply it.

Asking us for something

You can ask for a copy of your data, ask us to correct it, ask us to delete it, object to processing, or ask us to send it elsewhere.

Where we are your company’s processor — which is most member data — we route your request to your company, because it is theirs to answer, and tell you we have. Where we are the controller, we answer it ourselves within a month. You can also complain to your data protection regulator; in the UK that is the ICO.

Write to contact@thehalfcall.com.

Support access

Sometimes we need to see what you are seeing in order to help. When that happens it is consented, logged, time-limited and visible to you afterwards — you can see who looked, when and why. There is a break-glass route for a genuine emergency, and it is logged more loudly, not less.

Members under 18

Youth members are common in amateur companies. Where your company records that a member is under 18, we apply tighter defaults. [CHILDREN’S CODE POSITION]

Safeguarding is a different thing from data protection and we do not conflate the two. We are not a safeguarding system and do not present ourselves as one.

Where your data goes

We are UK-established. EU data reaching us is covered by the European Commission’s renewed UK adequacy decisions. Onward transfers to US model providers run on the UK International Data Transfer Agreement, the UK Addendum to the EU standard contractual clauses, or the Data Privacy Framework where the provider is certified under it.

This website itself

This site sets no cookies and runs no tracking. No analytics, no advertising pixel, no embedded video, no third-party tag. That is why you have not been shown a cookie banner — there is nothing to consent to.
The only thing this site stores in your browser is your choice of theme, if you make one. It never leaves your device.
Web fonts are served by Google Fonts, so your browser requests fonts.googleapis.com and fonts.gstatic.com. This is a decision to confirm or reverse before launch — self-hosting the three families removes the third party entirely and is not difficult.
The application at app.thehalfcall.com is where everything above applies. This site is only the shop window.

Something here not clear enough?

That is a bug in this page. Tell us and we will rewrite it: contact@thehalfcall.com.

What we hold, and what we promise about it