Privacy Policy

1. Information We Collect

1.1 Information You Provide to Us

We collect information you voluntarily provide when using the Service:

• Account Information: When you create an account, we collect your name, email address, password, and optionally your phone number, company name, and profile photo.
• Profile Information: Information you add to your profile, such as job title, location, and professional details.
• User Content: Photos, images, documents, scripts, location data, notes, and other materials you upload to the Service.
• Payment Information: When you subscribe to a paid plan, we collect billing information including payment card details. Payment processing is handled by our third-party payment processor; we do not store complete credit card numbers.
• Communications: Information you provide when you contact us for support, provide feedback, or communicate with other users through the Service.

1.2 Information Collected Automatically

When you use the Service, we automatically collect certain information:

• Device Information: Device type, operating system, browser type, unique device identifiers, and mobile network information.
• Log Information: Access times, pages viewed, IP address, and the page you visited before navigating to our Service.
• Location Information: On the web, we may collect approximate location based on your IP address. On mobile apps, we collect precise GPS location when you explicitly start a shooting session or use location features. See Section 1.4 for details on mobile location collection.
• Usage Information: Information about how you interact with the Service, including features used, actions taken, and time spent on the Service.

1.3 Information from Third Parties

We may receive information about you from third parties:

• Authentication Providers: If you sign in using a third-party service (such as Google), we receive basic profile information as permitted by your privacy settings with that service.
• Team Invitations: If another user invites you to collaborate on a project, we receive your email address from that user.

1.4 Information Collected Through Mobile Applications

When you use our mobile applications (CINERA Scout, CINERA Manager, CINERA Team, CINERA Client), we may collect additional information specific to mobile device capabilities:

• Precise Location Data: When you start a shooting session in the CINERA Scout app, the app records your precise GPS coordinates at regular intervals (approximately every 5 seconds) to create a GPS track of your scouting activity. This tracking continues while the app is in the background or the device screen is locked, and stops when you end the session. Location tracking only occurs during active shooting sessions that you explicitly start. You may revoke location permissions at any time through your device settings.
• Bluetooth Device Information: The CINERA Scout app uses Bluetooth Low Energy (BLE) to connect to supported mirrorless cameras (Fuji X and Canon EOS R series) for the purpose of pushing GPS coordinates to the camera so that photos are automatically geotagged. We collect the camera's device name, model identifier, and Bluetooth device ID to enable automatic reconnection. No data is read from your camera; the connection is used solely to send GPS coordinates to the camera.
• Photo Metadata (EXIF): When you upload photos through the web interface, we read EXIF metadata (timestamp, GPS coordinates) from the image files to match photos to your shooting sessions and suggest location assignments. This metadata reading occurs in your browser; the raw metadata is not stored separately from what is already embedded in the photo file.
• Offline Data Storage: The mobile apps store your location data, shooting sessions, GPS tracks, and media references locally on your device using an encrypted database. This data is synchronized with our servers when your device has an internet connection. You can control sync preferences (Wi-Fi only or any network) in the app settings.
• Push Notifications: With your permission, we send push notifications for messages, location approvals, and other project-related updates. You can manage notification preferences in your device settings.

1.5 Information Processed by AI Services

Certain features of the Service use third-party artificial intelligence models to generate outputs such as script breakdowns, location match reports, scout reports, weather narratives, and image analysis. Every AI call is processed through our internal Prompt Security Layer (PSL) before any data leaves our servers. The PSL classifies every data field into one of three tiers and applies the appropriate treatment automatically:

• Tier 1 — Public safe: Fields such as location type, region, property features, and AI-generated image tags are passed through as-is.
• Tier 2 — Internally confidential: Fields such as location narratives, scout notes, script sluglines, and production names are either stripped entirely or replaced with opaque tokens (e.g. [PRODUCTION], [SCRIPTED LOCATION]) before the prompt is constructed.
• Tier 3 — Restricted: Fields including precise addresses, GPS coordinates, property owner names, contact details, budget figures, character names, dialogue, and talent-adjacent screenplay content are never transmitted to any AI model. They are stripped or replaced with placeholder tokens before the prompt leaves our servers.

The following describes what is sent to each AI provider under these controls:

• Script Breakdown Agent (SBA) and Location Match Agent (LMA): When you upload a screenplay or run a location match, we send sanitised script metadata (scene counts, INT/EXT breakdown, times of day, and masked location references) and sanitised location metadata (type, features, region, and tags) to Anthropic's Claude API. Action lines, character names, and dialogue are stripped before transmission.
• Scout Report Agent (SRA): When you generate a scout report, we send sanitised location metadata (type, category tags, feature list, season indicators, and masked production references) to Anthropic's Claude API. Property addresses, owner details, and contact information are never included.
• Revision Impact Agent (RIA): When a script revision is processed, we send sanitised structural diff data (changes to scene counts, location hierarchy, and masked location references) to Anthropic's Claude API to generate change notifications. Script content is not transmitted.
• Weather Intelligence: When you generate an AI weather narrative or export a weather report, we send aggregated weather statistics (temperature ranges, precipitation totals, UV index, wind data derived from public meteorological sources) and the general geographic region of your location to Anthropic's Claude API. No property addresses, exact GPS coordinates, property names, or personally identifiable information are included.
• Image Analysis: When you upload photos to the Service, we may send image files to Amazon Web Services Rekognition to automatically identify scene attributes, lighting conditions, and location features. Images are transmitted over encrypted connections and processed ephemerally; AWS does not retain your images after the analysis response is returned.
• Semantic Search (Vector Embeddings): To power intelligent search across your location library, the Service may convert location descriptions and search queries into numerical vector representations using AI embedding models. These embeddings are stored in our database and linked to your locations. Embeddings are mathematical representations and cannot be reversed to reconstruct your original text.
• AI Usage Tracking: We record the number of AI feature calls you make per day to enforce fair-use rate limits. This usage log contains only a count and date — not the content of your requests.
• PSL Audit Log: Every AI call generates an internal audit record capturing the agent name, task, field counts (received, passed, stripped, masked, generalised), and whether any restricted-tier data was encountered. Audit records never contain field values — only field names and the treatment applied. These records are accessible to CINERA administrators and are retained for internal compliance purposes.

AI-generated text (narrative copy, report sections) is not stored in our database. It is generated fresh on each request and delivered directly to your browser session or exported file. We do not retain the text of AI outputs after your session ends.

1.6 Information Collected Through On-Site Monitoring (Enterprise)

Enterprise subscribers who activate On-Site Monitoring may deploy hardware sensors at active production locations. When this feature is active, the Service collects:

• Environmental sensor readings: Temperature, humidity, wind speed and direction, precipitation, barometric pressure, UV index, and lightning strike data from Tempest weather stations.
• Camera feeds: Where Reolink camera systems are deployed, live and recorded video feeds from the production location. You are responsible for ensuring that camera deployment complies with all applicable laws, including any requirements for notice or consent on the applicable property.

On-Site Monitoring data is associated with your organization and the specific production location. Sensor readings are retained for the duration of your service agreement. Camera feed recordings, if any, are governed by the retention settings configured by your organization administrator.

1.7 Information Collected Through CINERA Review

CINERA Review subscribers upload and screen video footage through the platform. When you use CINERA Review, we collect:

• Video Content: Video files you upload are transmitted to and stored by Cloudflare Stream under Cloudflare's data processing addendum. Cloudflare Stream handles encoding, storage, and delivery of your video content. We store metadata about your uploads (file names, duration, resolution, scene and take information, upload timestamps) in our database.
• Slate and Editorial Metadata: The AI Slate Reader feature analyzes individual video frames to extract slate information — scene number, take, roll, date, camera identifier, and similar production metadata. This information is stored in our database and linked to your uploaded footage.
• Screener Viewer Data: When you distribute screener packages to external recipients, we collect viewer access logs including IP address, device type, browser, timestamp, and watch duration for each screener session. This data is used to generate viewer audit reports (Studio and Enterprise tiers) and to enforce access controls (expiry, IP allowlisting). Viewer access logs are associated with your organization and are retained for the duration of your active Review subscription.
• Annotation and Review Data: Comments, frame-level annotations, reshoot notes, and pickup list entries created by your team within CINERA Review are stored in our database and associated with your production.

Video content stored in CINERA Review is retained for the duration of your active subscription. Upon termination or expiry, video content is retained for thirty (30) days and then permanently deleted from Cloudflare Stream. Metadata, annotations, and viewer logs stored in our database are deleted on the same schedule as other account data (see Section 6).

1.8 Film Commission Look Book Program

CINERA operates a Film Commission Look Book Program through which scout-contributed photographs may be selected for inclusion in promotional look books, trade show materials, and film commission marketing packages distributed to attract film and television productions to a region. This program is subject to the following data practices:

• Scout photographs: Scout photographs are only selected for look book use with the scout’s explicit affirmative consent and per-image written confirmation as described in the Scout Contribution License Agreement §4. We retain records of each opt-in consent and per-image confirmation as part of our licensing audit trail.
• Property photographs: Photographs depicting properties listed by property owners on the CINERA platform may appear in film commission look books under the license granted in the Property Listing Agreement §1.1. Property owners are informed of this potential use at the time they accept the Property Listing Agreement.
• Film commission partners: Selected photographs and associated non-restricted metadata (location type, region, scene attributes) are shared with the participating film commission for the purpose of producing the look book. The film commission’s use of shared materials is governed by a data sharing agreement between CINERA and the commission. Property addresses, GPS coordinates, property owner contact details, and scout personal contact information are not shared with film commission partners as part of this program.
• Per-image fee records: We retain records of Per-Image Fees agreed to and paid to scouts for look book selections for tax reporting, accounting, and audit purposes.
• Commissioned photography: Where CINERA commissions photographers to conduct dedicated shoots for look book content (see Commissioned Photography Services Agreement), we collect the photographer’s professional contact information, payment details, and the deliverables produced under the commission. This information is used solely to administer the engagement and is retained for accounting and tax compliance purposes.

2. How We Use Your Information

We use the information we collect for the following purposes:

2.1 To Provide and Maintain the Service

• Create and manage your account
• Process and store your Content
• Enable collaboration features and sharing
• Process payments and manage subscriptions
• Provide customer support

2.2 To Improve and Develop the Service

• Analyze usage patterns to improve features and user experience
• Diagnose technical issues and bugs
• Develop new features and services

2.3 To Communicate with You

• Send service-related notices and updates
• Respond to your comments, questions, and requests
• Send promotional communications (with your consent, where required)
• Notify you about changes to our Terms or Privacy Policy

2.4 To Protect and Secure

• Detect, prevent, and address fraud, abuse, and security issues
• Enforce our Terms of Service
• Comply with legal obligations

2.5 To Administer the Film Commission Look Book Program

• Process and record scout opt-in consents and per-image look book confirmations
• Share selected photographs and non-restricted metadata with participating film commission partners for look book production
• Administer Per-Image Fee payments to contributing scouts and maintain associated financial records for tax compliance
• Administer commissioned photography engagements, including photographer contact and payment information

2.6 To Power AI Features

We use information to operate AI-powered features within the Service, including:

• Parsing uploaded screenplays to extract location requirements and scene structure (SBA)
• Matching script location requirements against your scouted location library (LMA)
• Generating production-ready scout reports from matched locations (SRA)
• Detecting script revision changes and routing notifications to affected team members (RIA)
• Generating AI weather narratives calibrated to your role (location scout or film commission) using aggregated weather and geographic context
• Automatically analyzing and tagging uploaded photos using image recognition
• Enabling semantic search across your location library using vector embeddings
• Analyzing video frames submitted through CINERA Review to extract slate information (scene, take, roll, date, camera) using the AI Slate Reader feature
• Tracking daily AI call counts per user to enforce fair-use rate limits (e.g., 50 AI narrative calls per user per day for weather features)

3. What We Do NOT Do With Your Information

We want to be clear about how we protect your data:

• No AI Training on Your Content: We do not use your Content (photos, documents, location data, GPS tracks, or location descriptions) to train or fine-tune artificial intelligence or machine learning models. When limited data is sent to third-party AI providers (Anthropic, AWS Rekognition) as described in Section 1.5, those providers process your data solely to generate the requested output under enterprise agreements that prohibit training on customer API data. We do not authorize our AI service providers to train on your data.
• No Marketing Use of Content Without Consent: We do not use your Content for marketing or promotional purposes without your explicit written consent. The Film Commission Look Book Program described in Section 1.8 constitutes a limited exception: scout photographs are included in look book materials only upon the scout’s affirmative opt-in and per-image written confirmation as described in the Scout Contribution License Agreement. Property owner photographs may appear in look book materials under the license granted in the Property Listing Agreement, of which property owners are informed at the time of acceptance. All other marketing use of your Content requires separate explicit written consent.
• No Selling of Data: We do not sell your personal information to third parties.

4. How We Share Your Information

We may share your information in the following circumstances:

4.1 With Your Consent

We share information when you direct us to do so, such as when you share Content with Team Members, create public galleries, or share galleries with clients.

4.2 With Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Cloud storage providers (for hosting your Content)
• Payment processors (for handling transactions)
• Email service providers (for sending notifications)
• Analytics providers (for understanding usage patterns)
• Customer support tools (for providing assistance)
• Supabase: Hosts our primary PostgreSQL database and authentication system. Stores all user profiles, account data, project data, and platform records. Our Supabase instance runs in Canada (Montréal, Québec — ca-central-1 region). Governed by Supabase's Data Processing Agreement.
• Cloudflare R2: Stores photos, documents, and other media files you upload to the Service. Content is stored at rest with AES-256 encryption and served over TLS. Governed by Cloudflare's data processing addendum.
• Stripe: Processes all payment transactions. Receives billing information necessary to complete and manage your subscription. Governed by Stripe's Data Processing Agreement. CINERA does not store full payment card details.
• Resend: Delivers transactional email notifications (account confirmations, share links, package deliveries, system alerts). Receives your email address and the content of outbound notifications. Governed by Resend's Data Processing Agreement.
• Anthropic (Claude API): Receives sanitised, PSL-filtered data solely to generate AI outputs (script breakdowns, location match reports, scout reports, revision notifications, and weather narratives) on your behalf. No restricted-tier data (addresses, GPS coordinates, owner PII, or talent-adjacent screenplay content) is transmitted. Governed by Anthropic's enterprise data processing terms, which prohibit training on customer API data.
• Amazon Web Services (Rekognition): Receives photo files to perform image recognition analysis. Images are processed ephemerally and not retained by AWS after the analysis response. Governed by AWS's data processing addendum.
• Cloudflare Stream: Receives video files uploaded through CINERA Review for encoding, storage, and delivery. Cloudflare Stream retains your video content for the duration of your Review subscription. Governed by Cloudflare's data processing addendum.

These service providers are contractually obligated to use your information only to provide services to us and in a manner consistent with this Privacy Policy.

4.3 For Legal Reasons

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or government agency), or if we believe in good faith that such action is necessary to: comply with legal obligations; protect and defend our rights or property; prevent or investigate possible wrongdoing; protect the personal safety of users or the public; or protect against legal liability.

4.4 Business Transfers

If we are involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of company assets, your information may be transferred as part of that transaction. We will provide notice before your personal information becomes subject to a different privacy policy.

5. Data Storage and Security

5.1 Where We Store Your Data

Your primary application database is hosted in Canada (Montréal, Québec — ca-central-1 region). Media files and user Content are stored on Cloudflare R2 infrastructure. Certain service providers (including those listed in §4.2) operate facilities in the United States or other countries. By using the Service, you consent to the transfer of your information to these locations.

5.2 Security Measures

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit (HTTPS/TLS)
• Encryption of sensitive data at rest
• Access controls and authentication requirements
• Regular security assessments
• Employee training on data protection
• Prompt Security Layer (PSL) — a field-level classification and sanitisation system that prevents restricted data (addresses, GPS coordinates, property owner PII, and sensitive screenplay content) from being transmitted to any AI model

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

5.3 Your Responsibility

You are responsible for maintaining the confidentiality of your account credentials and for any activity that occurs under your account. Please notify us immediately if you suspect unauthorized access to your account.

6. Data Retention

6.1 Active Accounts

We retain your information for as long as your account is active or as needed to provide you with the Service.

6.2 After Account Deletion

When you delete your account, we retain your Content and personal information for ninety (90) days. During this period, you may contact us to restore your account. After 90 days, your Content and personal information will be permanently deleted from our systems, except as required for legal compliance or legitimate business purposes.

6.3 GPS Track Data Retention

Detailed GPS track data from shooting sessions (individual coordinate points recorded during sessions) is retained for ninety (90) days. After 90 days, the detailed track points are automatically compressed into a session summary containing only the start location, end location, and bounding area. The individual GPS coordinate points are then permanently deleted. Session metadata (date, time, duration, location, project) is retained for as long as your account is active.

6.4 Backups

Deleted data may persist in encrypted backups for a limited period as part of our disaster recovery processes. This data is not actively used and is purged according to our backup retention schedules.

6.5 Legal Requirements

We may retain certain information for longer periods if required by law, to resolve disputes, enforce our agreements, or protect our legal rights.

7. Your Rights and Choices

7.1 Access and Update

You can access, update, or correct your account information at any time through your account settings. If you need assistance, contact us using the information provided below.

7.2 Download Your Data

You may request a copy of your personal information and Content by contacting us. We will provide your data in a commonly used, machine-readable format within a reasonable timeframe.

7.3 Delete Your Data

You can delete your account through the Service settings or by contacting us. Upon deletion, your information will be handled according to our data retention policy described above.

7.4 Marketing Communications

You can opt out of receiving promotional emails by clicking the "unsubscribe" link in any promotional email or by adjusting your notification settings. Note that you may still receive service-related communications that are necessary for the operation of your account.

7.5 Cookies and Tracking

Most web browsers accept cookies by default. You can usually modify your browser settings to decline cookies if you prefer. However, this may affect your ability to use certain features of the Service.

8. Cookies and Similar Technologies

8.1 What We Use

We use cookies and similar technologies to:

• Keep you logged in to your account
• Remember your preferences and settings
• Understand how you use the Service
• Improve the Service based on usage patterns

8.2 Types of Cookies

• Essential Cookies: Required for the Service to function properly. These cannot be disabled.
• Functional Cookies: Remember your preferences and settings to enhance your experience.
• Analytics Cookies: Help us understand how users interact with the Service so we can improve it.

9. Children's Privacy

The Service is not intended for children under the age of 18. We do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete such information promptly. If you believe we have collected information from a child under 18, please contact us immediately.

10. International Data Transfers

CINERA is based in Alberta, Canada. If you access the Service from outside Canada, please be aware that your information may be transferred to, stored, and processed in Canada or other countries where our service providers operate.

By using the Service, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection rules than your country. We take appropriate measures to ensure that your personal information remains protected in accordance with this Privacy Policy.

11. Third-Party Links and Services

The Service may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third-party sites or services. We encourage you to read the privacy policies of any third-party sites or services you visit or use.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on the Service and updating the "Last Updated" date. For significant changes, we may also send you an email notification.

Your continued use of the Service after any changes to this Privacy Policy constitutes your acceptance of the revised policy. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. Canadian Privacy Laws

As a Canadian company, we comply with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation, including Alberta's Personal Information Protection Act (PIPA).

Under Canadian privacy law, you have the right to:

• Know what personal information we hold about you
• Access your personal information
• Request correction of inaccurate information
• Withdraw consent (subject to legal or contractual restrictions)
• Lodge a complaint with the Office of the Privacy Commissioner of Canada

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

We will respond to your inquiry within a reasonable timeframe, typically within 30 days.

15. Complaints

If you are not satisfied with our response to your privacy concern, you may file a complaint with the appropriate privacy authority: