Privacy Policy

This privacy policy is split into sections.

WHAT WE COLLECT AND WHY
WHEN WE ACCESS OR DISCLOSE YOUR INFORMATION
HOW WE SECURE YOUR DATA
WHAT HAPPENS WHEN YOU DELETE CONTENT IN YOUR PRODUCT ACCOUNTS
DATA RETENTION
LOCATION OF SITE AND DATA
WHEN TRANSFERRING PERSONAL DATA FROM THE EU & THE UK
CHANGES AND QUESTIONS

This policy applies to all products built and maintained by Reel-Scout, Inc. including Reel-Scout™ (all versions) and LocationsHub. This policy applies to our handling of information about site visitors, prospective clients, and clients and authorized users (in relation to their procurement of the services and management of their relationship with Reel-Scout, Inc). We refer collectively to these categories of individuals as “you” throughout this policy. However, this policy does not cover information about a client’s end users that Reel-Scout, Inc. receives from a client. If you are a client’s end user and you have questions about how your information is collected and processed through the services, please contact the organization who has provided your information to us for more information.

What We Collect and Why

Our guiding principle is to collect only what we need. Here’s what that means in practice:

Identity, access & CHOICE

When you use a Reel-Scout product, you will do so through identifying information such as your name and email address. That’s so you can log in to your account and so we can communicate with you as needed. You have full access to the information you have entered into your account, and you can amend or delete that information at any time – including your profile image if you have chosen to include one. You can also delete your account itself if you choose. We do not collect/store financial information (e.g., credit card numbers), health-related information (HIPAA or the equivalent), or sensitive information (e.g., social security numbers or the equivalent), nor does your account provide for such. Further, we will never share any of your information, identifying or otherwise, with third parties. With your consent, we will send you our newsletters and program updates, but you may choose to opt out of any communication from us at any time.

Product interactions

We store on our servers the content that you upload or receive or maintain in your Reel-Scout product accounts. This is so you can use our products as intended.

General Geolocation Data

For most of our products, we log the full IP address used to sign up for a product account and retain that for use in mitigating future spammy signups. We also log all account access by full IP address for security and fraud prevention purposes, and we keep this login data for as long as your product account is active.

Website interactions

We collect information about your browsing activity for analytics and statistical purposes such as conversion rate testing and experimenting with new product designs. This includes, for example, your browser and operating system versions, your IP address, which web pages you visited and how long they took to load, and which website referred you to us. If you have an account and are signed in, these web analytics data are tied to your IP address and user account until your account is no longer active.

Anti-bot assessments

We use Cloudflare across our applications to mitigate brute force logins and as a means of spam protection. We have a legitimate interest in protecting our apps and the broader Internet community from credential stuffing attacks and spam. When you log into your Reel-Scout account, the Cloudflare service evaluates various information (e.g., IP address, how long the visitor has been on the app, mouse movements) to try to detect if the activity is from an automated program instead of a human.

Cookies

We use first-party cookies to store certain preferences, make it easier for you to use our applications, and perform A/B testing as well as support some analytics. A cookie is a piece of text stored by your browser. It may help remember login information and site preferences. It might also collect information such as your browser type, operating system, web pages visited, duration of visit, content viewed, and other click-stream data. You can adjust cookie retention settings and accept or block individual cookies in your browser settings, although our apps won’t work, and other aspects of our service may not function properly if you turn cookies off.

Voluntary correspondence

When you email Reel-Scout with a question or ask for help, we keep that correspondence, including your email address, so that we have a history of past correspondence to reference if you reach out in the future. We also store information you may volunteer such as, for example, written responses to surveys. How we approach mobile app permissions: We offer optional desktop and mobile apps for some of our products. Because of how the platforms are designed, our apps typically must request your consent before accessing contacts, calendar, camera, and other privacy-sensitive features of your device. Consent is always optional, and our apps will function without it, though some features may be unavailable.

When We Access or Disclose Your Information

To provide products or services you’ve requested

Reel-Scout uses third-party service providers (sub-processors) to help run our applications and provide the services to you. These sub-processors may process personal data on our behalf in accordance with our Data Processing Agreement. A current list of our sub-processors is available here. No Reel-Scout employee looks at your content except for limited purposes (e.g., if an error occurs that stops an automated process from working and requires manual intervention to fix). These are rare cases, and when they happen, we look for root cause solutions as much as possible to avoid them recurring. We may also access your data if required in order to respond to legal process (see “When required under applicable law” below). To help you troubleshoot or squash a software bug, with your permission: If at any point we need to access your content to help you with a support case, we will ask for your consent before proceeding.

To investigate, prevent, or take action regarding restricted uses

Accessing a client’s account when investigating potential abuse is a measure of last resort. We want to protect the privacy and safety of both our clients and the people reporting issues to us, and we do our best to balance those responsibilities throughout the process. If we discover you are using our products for a restricted purpose, we will act as necessary, including notifying appropriate authorities where warranted.

For aggregated and de-identified data purposes

We may aggregate and/or de-identify information collected through the services. We may use de-identified or aggregated data for any purpose, including marketing or analytics. When required under applicable law: Reel-Scout, Inc. is a U.S. company with its main data infrastructure located in the U.S.

For requests for user data

Our policy is to not respond to government requests for user data unless we are compelled by legal process or in limited circumstances in the event of an emergency request. However, if U.S. law enforcement authorities have the necessary warrant, criminal subpoena, or court order requiring us to disclose data, we must comply. Likewise, we will only respond to requests from government authorities outside the U.S. if compelled by the U.S. government through procedures outlined in a mutual legal assistance treaty or agreement. It is Reel-Scout, Inc.’s policy to notify affected users before we disclose data unless we are legally prohibited from doing so - and except in some emergency cases.

For preservation requests

Similarly, Reel-Scout, Inc.’s policy is to comply with requests to preserve data only if compelled by the U.S. Federal Stored Communications Act, 18 U.S.C. Section 2703(f), or by a properly served U.S. subpoena for civil matters. We do not disclose preserved data unless required by law or compelled by a court order that we choose not to appeal. Furthermore, unless we receive a proper warrant, court order, or subpoena before the required preservation period expires, we will destroy any preserved copies of client data at the end of the preservation period. If Reel-Scout, Inc. is acquired by or merges with another company, we’ll notify you before any of your identifying information is transferred or becomes subject to a different privacy policy.

How We Secure Your Data

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted. In addition, we go to great lengths to secure your data at rest. Most data are not encrypted while they live in our database (since they need to be ready to send to you when you need them).

The Reel-Scout™ service utilizes some of the most advanced technology for Internet security available today. All information while on the move between the browser and Reel-Scout is protected from eavesdroppers with 256-bit Secure Socket Layer (SSL) encryption. The lock icon in the web browser lets users verify that it is not a phishing site impersonating Reel-Scout and that data is secure in transit. The film office data is completely inaccessible to anyone else. All Reel-Scout™ systems are hosted in a highly-secure server environment that uses firewalls and other advanced technology to prevent interference or access from outside intruders. Highlights of our data center include:

SOC2 Type II and ISO27001 audit and certification
24x7 network traffic monitoring to detect any irregularities
Cloudflare’s CDN for enhanced control and delivery of content including additional security protection against DDoS attacks
Network-Based URL Filters
Data Encryption via SSL/TLS and HTTPS
Access Control (RBAC, MFA)
Non-Line-of-Business File Type Blocking (File Type Restrictions, Content Inspections)
Email Server Anti-Malware Protections
Regular Data Back-ups
Appropriate security clearances for all network engineers, DBA’s, and staff
Required bio scan and magnetic cards on each data center floor

What Happens When You Delete Content in Your Product Accounts

In many of our applications, we give you the option to delete content. Anything you delete in your product accounts while they are active will be retrievable for 30 days. After that time, the deleted content cannot be accessed via the application and we are not able to retrieve it for you. The deleted content may remain on our active servers for another 30 days, and copies of the content may be held in backups of our application databases for up to another 30 days after that. Altogether, any content deleted in your product accounts should be purged from all of our systems and logs within 90 days. If you choose to cancel your account, your content will become immediately inaccessible and should be purged from our systems in full within 60 days.

Data Retention

We keep your information for the time necessary for the purposes for which it is processed. The length of time for which we retain information depends on the purposes for which we collected it and your choices, after which time we may delete and/or aggregate it. We may also retain and use this information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. Through this policy, we have provided specific retention periods for certain types of information.

Location of Site and Data

Our products and other web properties are housed in the United States (Ashburn, VA) and Canada (Sherbrooke, Quebec). If you are located anywhere outside of the United States, please be aware that any information you provide to us will be transferred to and stored in the United States. By using our websites or services and/or providing us with identifying information, you consent to this transfer. As an extension of its cloud services, Reel-Scout, Inc. leverages Cloudflare’s content delivery network (CDN) in hundreds of cities across the world to cache static content and mitigate DDos attacks.

When Transferring Personal Data From the EU and the UK

The European Data Protection Board (EDPB) has issued guidance that personal data transferred out of the EU must be treated with the same level of protection that is granted under EU privacy law. UK law provides similar safeguards for UK user data that is transferred out of the UK. In conjunction with the Data Privacy Framework (DPF) Program (www.dataprivacyframework.gov), Reel-Scout, Inc. has adopted data processing procedures with Standard Contractual Clauses to help ensure this protection.

Compliance with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S.

Reel-Scout, Inc. complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, as set forth by the U.S. Department of Commerce. Reel-Scout, Inc. has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) with regard to the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles, the Principles shall govern.

Contacting Reel-Scout, Inc. with inquiries and/or complaints regarding personal data

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, Reel-Scout, Inc. commits to resolve DPF Principles-related complaints about our collection and use of your personal information. EU and UK individuals with inquiries or complaints regarding our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, should first contact Reel-Scout, Inc. at [email protected] or [email protected]

Alternate dispute resolution and recourse

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, Reel-Scout, Inc. commits to refer unresolved complaints concerning our handling of personal data received in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF to JAMS, an alternative dispute resolution provider based in the United States. If you do not receive timely acknowledgment of your DPF Principles-related complaint from us, or if we have not addressed your DPF Principles-related complaint to your satisfaction, please visit www.jamsadr.com for more information or to file a complaint. The services of JAMS are provided at no cost to you.

Federal Trade Commission (FTC) investigations and enforcement

Reel-Scout, Inc. acknowledges and agrees that we are subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC).

Binding arbitration

Reel-Scout, Inc. acknowledges and agrees that we are obligated to arbitrate claims and follow the terms as set forth in Annex I of the DPF Principles, provided that an individual has invoked binding arbitration by delivering notice to our organization and following the procedures and subject to conditions set forth in Annex I of Principles.

Third-party transfers

Reel-Scout, Inc. limits its use of third parties to only those which enhance the security of the service, but it commits to inform clients about our liability in cases of onward transfers to third parties.

Changes and Questions

We may update this policy as needed to comply with relevant regulations and reflect any new practices. If we make significant changes, we will change the date of this document and notify users who have signed up to our policy updates mailing list.

Last updated February 1, 2025.