Subtext for agencies: security and privacy
For whoever signs off on putting your roster on Subtext. Where your data lives, who in your office can open it, what you see about each actor, how a production’s sides, NDAs and tapes are handled, and how to delete it all.
Where your data lives
Your agency has its own database, separate from every other agency’s. Your clients’ names, emails and phone numbers, their details (department, union, playing age and any field you add), their holds and bookings, the people in your office, your notes, casting directory, book-outs and audition outcomes are kept there and nowhere else. Our shared systems hold what it takes to route an audition and its tape: ID numbers, statuses, a one-way fingerprint of each email, each client’s Subtext address, and the audition email itself while it’s being delivered, deleted on the schedule below. It is all stored with Cloudflare in eastern North America (United States). We never sell, rent or trade your data, and we don’t use it for advertising.
Who can open your agency’s page
Your office signs in at getsubtext.co/login with their work email and a 6-digit code we email them. A code lasts 15 minutes and allows 5 tries, and there are no passwords to leak. Codes, links and remembered browsers are stored only as one-way fingerprints. An admin can remove someone and their access ends right away.
Who sees what
- Admins: everyone, plus billing and the people in the office.
- Agents: their own clients. Commercial and voiceover agents can be set to see everyone.
- Assistants: exactly what the agents they assist see.
What your agency sees about an actor
Every audition your office has sent them, from your agency’s own email or domain, kept for as long as your agency is on Subtext: when it went and who sent it, who cast it, whether they opened it, the tape and signed NDAs when they send it back, and how it went (callback, booked). That history is what the insights on each client are built from. Never auditions they got elsewhere, their scripts, notes or rehearsals, or any other tape. Each actor is told this in their welcome email and on every audition page. What your office adds (notes, phone numbers, book-outs) stays with your office; actors don’t see it.
Sides and NDAs
When an audition comes with an NDA, the actor signs the production’s own form, in the app or on their audition page in a browser. Anyone reading with them signs it too, and our servers keep the sides locked until they do. Every signed copy carries a signing record: who, when, from where, and a fingerprint of the exact document.
Tapes
The tape comes back as a private link with an unguessable code, on a clean page with no ads. Watch or download it, with the signed NDAs, from your page. The link and the files behind it are deleted after 7 days for a tape sent from the app, and 14 days for one uploaded from an audition page, so download anything you need to keep.
The emails you send
An audition you CC to an actor’s Subtext address is stored only until it reaches their app, then deleted 7 days later, or after 60 days if it never does. For a client without the app, the email becomes their audition page: we keep the breakdown, the sides and the NDA so they can sign and download them there, and delete them after 60 days. A short record of each audition (role, project, casting, dates, the tape coming back and the outcome) stays in your agency’s own database. Scripts and notes live on the actor’s own devices, and in their own iCloud if they turn on sync.
AI
Anthropic reads script text to set up rehearsals, and breakdowns and NDA forms to find dates, casting and the fields to sign; its terms forbid training on it. ElevenLabs provides rehearsal voices and speech recognition; we have opted out of model training on our account. No AI voice ever goes on a tape. The reader on a tape is always a person.
Encryption, backups and payments
Every transfer runs over HTTPS, and everything we store is encrypted at rest. Your agency’s database is copied every night to separate storage and kept 35 days, and can be rolled back up to 30 days. Your card is held by Stripe and never touches our servers.
Who handles the data
Cloudflare runs our servers, holds your agency’s database and backups, stores shared files, compresses tapes for casting and receives forwarded email. Anthropic reads script text. ElevenLabs provides voices and speech recognition. Resend sends our emails: sign-in codes, welcome emails, audition pages and tape alerts. Stripe handles your billing. Apple distributes the app and hosts iCloud sync.
When someone leaves, and deleting everything
Remove a client and they drop off your page at once: their Subtext address stops taking your auditions and their audition pages close. If they have the app, it’s theirs and carries on. Remove someone from your office and their access ends. Admins can download everything, any time, from Settings. To delete your agency entirely, write to us: we delete your agency’s database and its records in our shared systems within 7 days, and the nightly copies age out within 35 days after that.
What we’re straight about. An NDA is a legal promise, and no software can stop someone who has read a page from repeating it. Subtext makes sure the right agreement is signed before anything opens, keeps a solid record of it, and doesn’t let the material linger. Subtext is a small company and doesn’t hold certifications like SOC 2. If your review needs specifics, ask and we’ll answer them directly.