Privacy Policy

Last updated: 20 April 2026

Prod.AI (“we”, “us”, “our”) respects your privacy. This Privacy Policy applies to the Prod.AI mobile app, the prodai.co.uk website, and related account, support, and onboarding flows used to operate the service.

1. Who we are

Prod.AI is a production-management platform built for film, TV, event, and content teams.

Website: https://prodai.co.uk
Support: prodai.co.uk/support.php
Email: feedback@prodai.co.uk
Data controller: Prod.AI

We operate in line with the UK GDPR and Data Protection Act 2018, and apply comparable safeguards where other laws apply.

2. What we collect

Depending on the features you use, we may collect:

  • Account details such as your email address and login information
  • Profile information such as contact details, credits, roles, and work history
  • Project, crew, schedule, call sheet, and collaboration data
  • Messages and other user-shared content inside the app
  • Uploaded files such as profile photos, attachments, invoices, and related documents
  • Photo ID or passport images where you choose to upload them
  • Invoice and payment-routing information you choose to store or include
  • Notification tokens and app/device usage information
  • Transport and live-location updates that you choose to share
  • Website enquiry and support information you submit through prodai.co.uk

3. Permissions and sensitive data

If you choose to enable them, Prod.AI may request access to:

  • Camera to capture profile photos, attachments, or photo ID/passport images
  • Photo library to select profile photos, attachments, or saved documents
  • Notifications to send project updates, reminders, and assignment changes
  • Approximate or precise location only when you actively enable it during transport or logistics workflows, and only for the duration of that activity
  • Biometric authentication such as Face ID to unlock the app more quickly on your device

You can change app permissions in your device settings at any time. Prod.AI does not receive or store your underlying biometric template.

4. How we use your information

We use your information to:

  • Create and secure your account
  • Operate production, crew, scheduling, transport, and collaboration workflows
  • Route assignments and sync project data
  • Support in-app messaging and team coordination
  • Pre-fill invoices and payment information where you choose to use those features
  • Verify profiles when required
  • Send alerts, reminders, and notifications
  • Maintain service reliability, security, and support
  • Improve the platform and diagnose technical issues

5. How we share your information

We may share data with:

  • The teammates, project managers, and organisations you work with inside Prod.AI
  • Trusted service providers needed to run the app, such as hosting, authentication, storage, and notification providers
  • Authorities or third parties where required by law, regulation, or to protect users and the service

We do not sell personal data.

We do not use your personal data for advertising or sell it to third parties.

6. Legal basis

Where applicable, we process personal data under one or more of the following legal bases:

  • Contract – to provide the Prod.AI services you request
  • Legitimate interests – to operate, secure, support, and improve the platform
  • Legal obligation – where we must retain or disclose data under applicable law
  • Consent – where you choose to enable a permission or request a specific optional feature

7. Retention

We keep account, project, and collaboration data while your account and active productions need it. Some records may be retained longer where necessary for unresolved invoices, accounting, fraud prevention, security, dispute handling, or legal compliance.

8. Account deletion and your choices

You can:

  • Update profile information in the app
  • Manage notification and Face ID preferences in Settings
  • Request account deletion from within the app

Deleting your account removes your Prod.AI account and associated active project and profile data, subject to any limited retention we must keep for legal, security, or billing reasons.

You can request deletion directly within the app. Once processed, your account and associated personal data are removed from active systems, subject to any legal or security retention requirements.

9. Security

We use reasonable technical and organisational measures, including:

  • Encrypted HTTPS connections
  • Authenticated access controls
  • Secure hosting and storage providers
  • Limited internal access to personal data

No system is 100% secure, but we take protection seriously.

10. Your rights

Depending on your location, you may have rights to:

  • Request access to your data
  • Ask us to correct or delete information
  • Object to or restrict certain processing
  • Request export or portability of your data
  • Withdraw consent where processing is based on consent

For privacy requests, email feedback@prodai.co.uk and include the account email linked to your Prod.AI profile where possible.

11. International transfers

Some of our providers may process data outside the UK. Where this happens, we rely on appropriate safeguards such as adequacy decisions or approved contractual protections.

12. Updates

We may update this policy from time to time. The most recent version is shown at the top of this page.

13. Contact

For questions about this policy or how we handle your data, contact feedback@prodai.co.uk or visit prodai.co.uk/support.php.

This page is intended to describe how Prod.AI handles personal data across the app and website. If legal requirements change or new app features are added, this policy will be updated accordingly.