Information Glowtape handles

• Account: email address, sign-in provider identifiers, account-security state, and a self-declared age range (13–17 or 18+). Glowtape does not request a birthdate for account creation. For an Apple-linked account, Glowtape retains an encrypted Apple credential only so it can disconnect Apple during account deletion.
• Profile: name, pronouns, city or region, biography, contact details and preferences, visibility choices, skills, interests, and credits.
• Family profiles: a performer's private birthdate when provided, the signed-in person who supplied or confirmed it, versioned confirmations, and parent or guardian links, invitations and revocations. Family relationships can continue across auditions.
• Theatre roster imports: a theatre administrator may upload a private contact list containing names, email addresses, phone numbers, city or region, skills and interests, instruments, voice part, and private theatre notes. The importer locks out columns identified as street addresses, birthdates, or Social Security numbers, and administrators must not place that information in generic notes. An imported row is a staged theatre record; it does not create a Glowtape account, grant theatre or production access, or record anyone's consent.
• Theatre billing: personal accounts are free and do not require payment information. When an authorized adult purchases a theatre subscription on the website, Glowtape handles the purchaser's account identifier, theatre and checkout references, provider customer and subscription identifiers, subscription status and billing period, and cancellation state. Stripe processes the payment method, billing address, and tax information that it collects during checkout. Glowtape does not receive or store a full card number or security code.
• Theatre search: a city, ZIP, theatre, or show query you enter in the public theatre directory. The query is sent in the page address and may appear in operational request logs. Glowtape does not use it for advertising, recommendations, or behavioral analytics.
• Theatre work: organization and production memberships, roles, invitations, audition applications, private audition evaluations and casting decisions, evaluation criteria and their versions, availability, conflicts, rehearsal responses, attendance, reports, assigned work, scene and song readiness entries, questions, and helper activity. Readiness entries include the author, date, note, and earlier versions. Work created from a report note preserves that note and its original report reference.
• Audition safety: adult or minor status, guardian name and contact information, a versioned guardian acknowledgement, production-scoped guardian approval and revocation records, and emergency-contact information when the theatre requests it.
• Paper audition forms: images uploaded by authorized audition staff, retained privately with the application so staff can verify the transcribed details against the original.
• Photos: an audition identification photo, its file details, and the related consent record when you or authorized audition staff add one.
• Self-tapes: an audition video you select, including its sound and file details, the theatre's submission instructions, submission and replacement history, and private timestamped review notes.
• Content: production audio, video, images, documents, links, and other information you or an authorized manager uploads or adds.
• Delivery: notification preferences, browser push-subscription data, app-installation identifiers, APNs or FCM device tokens, delivery status, and technical information needed to operate and protect the service.

Audition + production photos

An audition identification photo is stored in private file storage and belongs to that application. It is available to the applicant and authorized audition staff, not the public directory. With the applicant's consent—and guardian confirmation when required—the same photo may also identify that person on the private roster for that production. It is not copied to the person's public or account-wide profile photo.

To stop using the photo on a private production roster, reopen the submitted audition in Glowtape and choose Turn off under Audition photo. Choose Remove there to remove the audition photo itself. Withdrawing the application also starts removal of its photo from private storage.

Audition self-tapes

When a theatre requests a self-tape, you can select an existing video for your submitted application. This workflow does not record your camera or microphone. Recordings belong to that application and are available only through its authorized applicant or guardian access and to authorized audition reviewers. They are not public or shared across theatres. A reviewer's timestamped notes are private to that reviewer.

You can replace or withdraw a submitted tape. A replacement becomes current after it finishes submitting; the earlier version remains available to the same authorized people until its own retention period ends, unless it is withdrawn sooner. The retention periods and removal process are explained below.

The creative team can separately attach a link to a privately hosted group audition recording. These links are available only to the production’s authorized creative-team reviewers and casting decision makers, never to check-in-only staff, applicants, or families. Glowtape stores the link and its applicant associations, not a copy of the video. The theatre must restrict the video at its hosting provider to the same creative team; removing a link from Glowtape does not delete the video or change access at that provider.

How it is used

Glowtape uses this information to authenticate accounts, maintain profiles, enforce theatre and production permissions, stage theatre contact lists for administrator review, run auditions and helper intake, coordinate production work, deliver selected notifications, identify audition applicants and production members when permitted, keep records consistent, and diagnose or prevent security and service problems.

Who can see it

Profile visibility and contact-sharing settings affect what theatre and production managers may see. Existing accounts without a confirmed age range stay private and cannot use guardian-sensitive sharing or communication features until the person confirms 13–17 or 18+. Accounts for ages 13–17 start private, are excluded from talent discovery, and do not share contact details with managers by default. A logged-in adult guardian must approve the specific production before that production can receive the teen's audition media or shared contact details, permit call discussion, or send production push notifications. The guardian can review and revoke those scopes. Production information is limited by organization membership, production membership, assigned role, and management permissions. Public audition and helper pages show published theatre information, not private account or contact records. Guardian, emergency-contact, and complete audition answers are available to authorized audition reviewers and check-in staff assisting with the audition. Check-in staff cannot access creative-team evaluations, casting decisions, or group recording links. Private production photos are visible only within the permitted production. Staged roster imports are visible only to authorized theatre administrators until an administrator deliberately sends an invitation. Glowtape does not sell profile or production data or use it to serve third-party advertising.

In family-profile views, the exact birthdate is visible to the performer through an eligible sign-in and to currently authorized linked parents or guardians. Glowtape uses it to calculate current age, check each show's age requirements, and end guardian access when the performer turns 18. Birthdates are not included in public links or routine casting views. Past relationship and confirmation records remain private history after access ends.

Service providers

The web app uses Vercel to deliver the application and Supabase for authentication, database services, and private file storage. Apple Push Notification service (APNs), Firebase Cloud Messaging (FCM), or a browser push service receives the device or subscription token and notification content needed to deliver a push, including its title, message, and Glowtape destination. If you choose an enabled Google, Apple, Facebook, or other sign-in option, that provider processes the information required to authenticate you under its own privacy terms. Glowtape uses Resend and Zoho Mail to deliver one-time sign-in and password-recovery links, password-change notices, production invitations, and account-deletion completion receipts. The email provider receives the verified or theatre-supplied recipient address and message content needed to deliver those notices. Glowtape requires providers processing personal information on its behalf to give it protection equivalent to this policy.

Stripe provides website checkout, recurring payment processing, billing-address collection, and any tax calculation Glowtape enables for theatre subscriptions. Stripe receives the purchaser's payment, billing, and tax information and processes it under Stripe's own privacy terms. Glowtape receives and stores limited checkout and subscription records—including Stripe customer, subscription, and status identifiers—so it can provision and manage the theatre workspace, but it does not store full card details.

Text messages + your permission

Glowtape sends optional theatre coordination texts through Telnyx. If you opt in for a theatre, Glowtape stores your mobile number, the theatre you selected, the permission wording and its version, when and how permission was recorded, your withdrawal choices, and delivery records. Telnyx and mobile carriers receive the number, message, and delivery information needed to send the text. A contact imported by a theatre is not permission to send texts.

Mobile numbers and text-message opt-in data and consent are not sold or shared with third parties or affiliates for marketing or promotional purposes. They are shared with service providers only as needed to operate the text service. Theatres can use their own permission and delivery records to coordinate their work; they do not receive another theatre's subscription list.

Glowtape uses a shared sending number. Reply STOP to stop all Glowtape texts from that number, or use Text preferences to stop one theatre. A STOP record is retained to prevent unwanted messages. Starting again requires fresh permission; changing a profile number or importing a contact does not restore an earlier subscription. Read the text messaging guide for program details.

Retention

Unfinished audition answers have a recovery copy in this browser session, including any private notes and guardian or emergency-contact answers you enter. In Draft storage, you can choose to keep that copy on the device after closing the tab. Recovery copies expire within 24 hours, or sooner when guest access expires, and expired copies are removed when Glowtape next accesses them. Restoring a copy requires your choice and does not submit an application. Confirmed saving, discarding, withdrawing, loss of audition access, and signing out remove the relevant copy when browser storage is available. Browser settings can clear or prevent storage. Use device storage only on a device you trust; photos, recordings and sign-in credentials are not part of these copies.

Each submitted self-tape version is available for 90 days from its submission. Replacing a tape does not extend the earlier version's period. Access stops at that deadline even if file removal is still pending. An unfinished upload expires after 24 hours. Withdrawing a tape or its application, removing an application, deleting its person record, or archiving the production also removes self-tape access immediately.

Expired or withdrawn self-tapes are queued for removal from private storage. Recently prepared uploads wait until at least 51 hours after preparation before physical removal, so temporary upload access can expire. Cleanup checks run hourly and failed removals are retried; these periods describe when removal can begin, not a guaranteed completion time. Private review notes are removed when their tape is purged. Submission receipts and version history may remain as audition records after a recording is removed. The same file-removal process applies after account or production deletion.

Glowtape keeps information while it is needed to operate an account, audition, theatre, or production; meet the theatre's selected recordkeeping needs; protect the service; resolve disputes; or comply with law. Production materials remain under the theatre's control until an authorized manager removes them or Glowtape must restrict or delete them. Withdrawing or deleting an audition application makes its photo unavailable and starts removal from private storage. Device tokens are kept while push delivery is enabled and are revoked when the person disables notifications, signs out of that installation, or the push provider reports the token is no longer valid. Limited delivery, audit, backup, security, and legal records may remain after active content is removed. Theatre checkout and subscription records may be retained as needed for billing, accounting, tax, fraud prevention, dispute resolution, or legal duties. An authorized theatre administrator can permanently delete an entire staged roster import. Until it is deleted or used for a deliberate invitation, it remains private to authorized theatre administrators.

Account deletion removes the sign-in account, confirmed age range and confirmation time, production-scoped guardian approvals, and person-owned profile, contact, audition, helper, notification, and device-registration data. Shared schedules, attendance, reports, materials, staging, and other theatre records may remain under the theatre's control; Glowtape removes personal profile details and the former member's call-discussion text, then identifies the former member as a deleted user. A minimal non-identifying completion record remains so Glowtape can verify that deletion finished. A private service queue temporarily holds the verified email address from the start of deletion processing until the completion receipt is delivered or reaches a terminal delivery failure, then erases it. The transactional email provider may retain message and delivery records under its own service terms and retention practices.

Your choices + deletion

You can edit profile details, contact-sharing choices, directory visibility, skills, interests, credits, and notification preferences inside Glowtape. You can request account deletion from Profile → Security. Accepted requests are scheduled for seven days after confirmation, and you can cancel before the waiting period ends. The account deletion page explains the steps and the ownership requirement.

If a theatre imported your information before you created a Glowtape account, ask that theatre to remove its staged record or email hello@glowtape.app for help.

Security + changes

Glowtape uses authenticated sessions, role-based access, database access policies, private storage, and optional multifactor authentication. The Apple deletion credential is encrypted with a key kept outside the database and removed with the sign-in account. No system can guarantee absolute security. This notice will be updated when the product's data practices materially change.

Privacy questions

Email hello@glowtape.app or use the support page for privacy and account questions.