Your data. Your choices.

The information we hold

We save your workspace preferences—sectors, work style, desk layout and pinned productions—and any tasks you add to My list. These records are private to your account, not shared with colleagues or automatically included in PA context. You can change your preferences, complete or remove personal tasks, and include these saved records in your account export.

You provide your account name and email, professional role, department and general base. Your profile can also include a picture, phone number, credits, biography and portfolio. Required fields are marked in the forms; without an account and professional profile you cannot use the signed-in workspace.

We store the production records you create or take part in: projects, roles, availability, applications, invitations, offers, booking snapshots, pencils, updates, messages and read timestamps. Production teams can also store private prep actions, named-owner notes, due dates and source links. We also store uploaded files, product feedback, consent choices and security/activity records. Other participants may provide information about you through their production records or messages.

Sign-in records can include your IP address, browser information and session timestamps. Passwords are stored as salted hashes, not plain text. If Google sign-in is offered and you choose it, authentication also uses Google account identifiers and authentication tokens.

Who can see what

Your crew profile starts hidden. If you turn on network visibility and save your profile, signed-in production users can discover your name, role, picture, base, credits, portfolio and shared availability. Applying to a role or responding to an invitation shares your professional profile with that production, even if it is hidden from the network.

Company workspace access controls protect productions. Production-office actions and source links are visible only to authorised company members, not crew through their bookings, and are not automatically included in PA context. A role conversation is shared with its crew member and authorised production members. Your contact email and phone become available to the production team with a confirmed booking. Other crew cannot see your private booking rate.

Production documents are available to authorised production members and confirmed crew, subject to any department restriction. A pencil alone does not grant access. Cancelling a booking revokes that booking’s document access, but cannot recall copies someone has already downloaded. External links have their own permissions.

Your controls and rights

Use My profile to edit your professional details and choose network visibility. Save to apply your changes. Use Settings & support to export an account snapshot, manage saved files or sign out other devices. The export lists its scope; it is not a download of every production document or every record held about you.

You can ask for access, correction, erasure, restriction or a portable copy of your information where the relevant right applies. You may also object to processing based on legitimate interests. Rights can be subject to legal exceptions. Email hi@proproduction.ai; you do not need an account, a particular form or legal terminology. We may need to confirm your identity before disclosing information.

Turning off discovery stops future network discovery; it does not withdraw an application or remove a booking record. The optional PA only processes a request with OpenAI when you send a message, choose Review reply, or explicitly use a drafting action. Remove attachments or clear the selected production before sending to exclude them. Earlier replies can still describe a removed file; start a new chat to exclude previous turns. Choosing not to send further messages stops new requests; it does not undo processing already started. Ask the team if you need help with information already shared.

Files and the optional PA

PA files upload to ProProduction when you attach them. They are not shared with other app users. Sending a message using the send button or Enter authorises that request: the attached files, your prompt, bounded conversation history and chosen production context are sent to OpenAI. There is no separate permission checkbox. Attaching a file, opening a chat or changing production does not itself start OpenAI processing. A submitted request can include a provider input-size check before generation. An oversized request may therefore reach the provider before a reply is refused.

Draft with PA and Improve with PA send the scope stated beside that action: your own saved professional bio and credits with an application or profile draft; the selected enquiry’s working dates, day types, proposed fee breakdown, currency, hours and scope; or your unsent message with its role title. These actions do not include unrelated productions, other crew or contact fields. We redact recognisable email addresses and phone numbers in submitted text, but you should remove any other unnecessary personal information before requesting a draft. Suggestions are saved privately for your review and do not send messages or change bookings.

Review reply sends the selected crew message or pasted extract and that individual engagement’s details to OpenAI. The source extract, interpretation and suggested reply are saved privately in your account. It does not read external inboxes, send a reply or change an agreement.

Prompts and replies are saved privately in your account. The PA cannot send messages, hire people or confirm bookings. Suggestions require human review. Approximate distance sorting and availability checks help organise information; the platform does not make hiring decisions for you.

In New production, “Tailor this plan with PA” sends only the setup answers you choose to submit: your working title, brief, format, stage, priority, general location and selected working days. It does not retrieve documents, contacts or other projects. Recognisable email addresses and phone numbers are removed from the submitted text; remove any other unnecessary personal information yourself. Your answers and proposed plan are stored as a private, resumable setup draft and included in your account export. Creating the production requires a separate review; suggested roles are not advertised, invitations are not sent and rates are not invented. Once created, the reviewed brief, prep items and proposed roles are available to the authorised production team. Draft removal does not erase separate consent, request or security records.

Provider response storage is disabled in our requests, but provider processing and retention rules still apply. This is not a zero-retention or end-to-end-encrypted service. Do not submit information you are not authorised to share; redact unnecessary personal or sensitive information first.

Maps, cookies and device storage

You can search our bundled UK place list without opening a map. If a place is not found locally, the server may send your search text or rounded coordinates to Photon. Search results can be cached by ProProduction. Choose a city, town or county rather than entering your home address.

Opening the optional map requests tiles directly from OpenStreetMap, which receives your IP address and the map area requested. “Near me” asks your browser for location permission; coordinates are rounded before the place search. Only the general place you select is saved as your profile base.

ProProduction uses necessary authentication and security cookies with the proproduction prefix. Sessions have a rolling seven-day expiry. Blocking those cookies prevents sign-in. Device-only preferences remember your chosen list or board view (pp:crew-layout) and light, dark or device appearance (pp:appearance) until you change them or clear site data in your browser. These preferences do not contain your profile or production records.

Unsent message, profile, personal-list and production-office drafts are held temporarily in the signed-in page, not permanently saved: reloading or signing out clears them. Saved roles and application notes are stored privately on the server. Application notes and private booking enquiries save automatically; check the saved indicator before closing the page. Saved booking-run enquiries are stored on the server and are visible to authorised production colleagues, not the intended crew member until sent. Failed or unsaved enquiry edits and offer drafts stay in the signed-in page until reload or sign-out. No advertising trackers or marketing analytics scripts are added by the application. Clearing browser storage does not delete server records.

Keeping and removing information

The current early-access service does not automatically delete accounts, bookings, messages or saved AI history after a fixed period. Account closure and wider deletion requests need review by the team. Booking, consent and security records may need to be retained for a specific legal or dispute-related reason; deleting an account is not the same as cancelling agreed work.

Deleting a saved file removes its stored file and active file record. Replacing your picture does not delete older uploads: you can remove them in Settings & support → Saved files. Deleting an AI draft removes that draft, not its source files or the separate request, consent and audit records. A file or draft referenced in a later saved response may also be described in that response.

Deleting something from the active service does not recall recipients’ downloads or promise immediate removal from a provider’s logs or backups. Contact the team about retained information or a complete account-data request.

Services involved

The application, database and file storage are hosted through OpenAI Sites on Cloudflare. Resend sends verification and password-recovery emails. Enquiry, offer and message emails are not active in this release; your notification preferences can be saved ahead of activation. When enabled, Resend will deliver those optional service notifications. Transactional notifications use your verified email and a sign-in link; rates and message contents stay in the app. You can manage optional notifications in Settings. We retain delivery status and retry records to operate this service. Google processes authentication if its optional sign-in is enabled. OpenAI processes consented PA requests. OpenStreetMap and Photon support the optional mapping and additional place-search features.

Do not assume that all processing takes place in the UK. Provider arrangements and international processing differ by service. Contact hi@proproduction.ai for questions about recipients and transfer arrangements.

Questions or a privacy concern

The ProProduction team handles support, safety reports, data requests and data-protection complaints at hi@proproduction.ai. Tell us what happened and what you would like us to put right. A data-protection complaint does not have to use a specific subject line.

You can also complain to the UK Information Commissioner’s Office. See how to raise a concern with the ICO.