ShotLabs Privacy Policy

Effective Date: April 21, 2026  ·  Last Updated: April 21, 2026

ShotLabs, a product of Sterling IntelliTech LLC (“Company,” “we,” “us,” or “our”), is committed to protecting your privacy and handling your data responsibly. This Privacy Policy explains how we collect, use, store, disclose, and protect your information when you use the ShotLabs platform (the “Service”).

By using ShotLabs, you agree to the practices described in this Privacy Policy.

1. Scope of This Policy

This Privacy Policy applies to all users of ShotLabs, including:

  • Individual creators
  • Crew members
  • Organization users (studios, production companies, schools)
  • Invited collaborators

This Policy covers all data collected through:

  • Web applications
  • Mobile interfaces (when released)
  • API and integrations

2. Information We Collect

2.1 Account Information: Full name, email address, password (securely hashed), phone number, profile photo.

2.2 Professional & Profile Information: Portfolio links (IMDb, personal website, etc.), equipment owned, union or guild affiliations, work history (optional), skills and roles.

2.3 Production & Project Data: Scripts, schedules and stripboards, call sheets, production timelines, crew assignments, locations and addresses, notes, files, and media.

2.4 Crew & Third-Party Data: Contact details for crew members, emergency contact information, availability and scheduling data, check-in/check-out activity.

2.5 Organization Data: Organization membership, roles and permissions, shared contacts, vendors, and resources, project-level data within organizations.

2.6 Billing and Payment Information: Payment details processed via Stripe, billing address, subscription plan details. ShotLabs does not store full payment card information. Payment data is processed securely by Stripe.

2.7 Usage and Technical Data: IP address, device and browser information, session data, log files, performance and error data.

2.8 Cookies and Tracking Technologies: Essential cookies for authentication, analytics tools, performance monitoring tools, marketing pixels (where applicable).

2.9 AI Interaction Data: When you use AI-powered features, input data you provide may be processed by AI providers (Anthropic, OpenAI), along with the output data generated from those requests. AI processing occurs only when you actively use AI features.

3. How We Use Your Information

We use your information to:

  • Provide and operate the Service
  • Facilitate production coordination workflows
  • Enable collaboration between users
  • Process payments and manage subscriptions
  • Improve product functionality and performance
  • Provide customer support
  • Detect and prevent fraud or misuse
  • Communicate with users (service updates, support, announcements)

We do not sell your personal information.

4. User Content and Confidentiality

ShotLabs is designed to support sensitive production workflows. We treat user-generated content—including scripts, schedules, and production data—as confidential.

We implement safeguards to:

  • Restrict unauthorized access
  • Protect sensitive production materials
  • Maintain confidentiality across organizations

Users should be aware that:

  • Content visibility depends on permissions and sharing settings
  • Organization administrators may access project-level data

Future encryption policies may be implemented to further strengthen data protection.

5. Legal Basis for Processing

Although ShotLabs is a U.S.-based service, we aim to follow globally recognized privacy principles. We process data based on:

  • User consent
  • Contractual necessity (providing the Service)
  • Legitimate business interests
  • Legal obligations

6. Data Sharing and Third Parties

We share data only as necessary to operate the Service.

6.1 Service Providers: We work with trusted third parties, including: Supabase (database), Vercel (hosting), Stripe (payments), Twilio (communications), Resend (email delivery), Anthropic (AI services), OpenAI (AI services), and Upstash Redis (data caching). These providers only process data on our behalf.

6.2 AI Providers: Data is sent to AI providers only when users actively use AI features. We do not use your content for general AI training without explicit notice.

6.3 Legal Requirements: We may disclose data if required to comply with laws, respond to legal processes, or protect rights and safety.

7. Organization Accounts and Data Control

For organization accounts:

  • Organization administrators can access and manage project data
  • Users’ contributions within organization projects may be visible to administrators
  • Personal profile data remains owned by the user

By joining an organization, you acknowledge this structure.

8. User Responsibilities for Third-Party Data

Users may upload data about other individuals (crew, cast, vendors, etc.). You are responsible for:

  • Having the right to share that information
  • Obtaining any necessary consent
  • Ensuring accuracy of the data

ShotLabs is not responsible for unauthorized or improper uploads of third-party data.

9. Data Retention

We retain data as follows:

  • Account data: retained while account is active
  • Project data: retained while projects exist
  • Billing data: retained as required by law

Upon account deletion:

  • Data will be deleted within a reasonable timeframe
  • Some data may be retained for legal or operational reasons

10. Your Rights

You have the right to:

  • Access your data
  • Correct inaccurate data
  • Request deletion
  • Request data export
  • Close your account

To exercise these rights, contact us at sterlingintellitech@gmail.com.

11. Data Security

We implement reasonable security measures to protect your data. This includes:

  • Secure infrastructure
  • Access controls
  • Encrypted data transmission (HTTPS)

While we strive to protect your data, no system is completely secure.

12. Children and Minors

Users aged 13–17 may use the Service only under:

  • Parental or guardian supervision
  • Or through a sponsoring organization (e.g., school)

We do not knowingly collect data from children under 13.

13. International Users

ShotLabs is operated from the United States.

If you access the Service from outside the U.S., you acknowledge that your data may be processed and stored in the U.S.

14. Changes to This Policy

We may update this Privacy Policy at any time.

Changes will be posted with an updated date. Continued use of the Service indicates acceptance of the updated policy.

15. Contact Information

For privacy-related inquiries:

Sterling IntelliTech LLC

Final Note

ShotLabs is built to support real production workflows. We recognize the importance of privacy, confidentiality, and trust, especially in creative and professional environments. We are committed to continuously improving our data practices as the platform evolves.