Privacy Policy

Who We Are

ShootCalendar is a scheduling platform that helps creator groups, their personal managers and group managers find shared times for shoots. This policy explains what information we collect and how we use and protect it.

Information We Collect

• Account details: name, email address, profile photo, phone, job title, bio and social links you choose to add.
• Availability preferences: time zone, working hours, days off, time off, home location, travel buffer and daily shoot limits.
• Calendar data: with your permission, the list and identifiers of your selected Google calendars, free/busy intervals for scheduling, and event titles, times and locations displayed in your own My Portal. We also create, update and delete ShootCalendar booking events. Private calendar links you add, such as Outlook or Apple links, provide busy intervals for scheduling.
• Group data: groups you create or join, roles, invites, scheduling rules, shoots, replies, comments, booking history and notifications.
• Billing data: subscription status, plan details and payment records. Card and PayPal payments are processed by Stripe or PayPal; we do not store full card numbers.
• Shoot ideas and briefs you submit to the AI production brief feature.

Cookies

We use essential cookies and local storage to keep you signed in and remember your settings and cookie choice. Optional cookies are only used if you accept them in the cookie banner.

How We Use Your Information

• To find suitable shoot times and book them on attendees' calendars.
• To display your selected calendar events in your own My Portal.
• To notify and remind group members about bookings, reschedules and cancellations.
• To run subscriptions and billing for group creators.
• To generate production briefs when a group manager requests one.
• To keep the service secure and provide support.

Google User Data

ShootCalendar's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We access your selected calendars to identify conflicts, display your own events in My Portal, and create, reschedule or cancel ShootCalendar bookings. If the free/busy service is unavailable, we use event start and end times to calculate busy intervals. Group managers receive busy/free information, not private Google event titles or locations. Details of shared ShootCalendar shoots are visible to their group participants.

We do not sell Google user data or use it for advertising, credit decisions or unrelated purposes. The AI brief features process the shoot idea or brief you submit and, where needed, group member names. ShootCalendar does not send your connected Google Calendar events or free/busy data to those AI features. Avoid including private calendar information in a brief you submit.

How We Protect Sensitive Google User Data

We use technical access controls and encryption to protect the confidentiality of sensitive Google Calendar information.

• Secure transfers: ShootCalendar uses HTTPS connections when communicating with Google Calendar through our connection service, helping protect information while it is transmitted.
• Encrypted connection credentials: the connection keys ShootCalendar stores for Google Calendar access are encrypted using AES-GCM before they are saved. The encryption secret is kept in the server environment, separate from those stored records, and is not provided to users' browsers.
• Restricted credential access: stored connection keys are accessed by server-side services. Signed-in users cannot directly read the credential records through the application's ordinary data access.
• Authentication and group checks: calendar requests require a signed-in account. Server-side checks restrict shared availability and booking operations according to group membership and manager permissions.
• Private event boundaries: your personal Google event titles and locations are displayed through your own authenticated My Portal view, not through the group availability view. Shared scheduling uses busy intervals rather than exposing those private details.
• Limited storage: ShootCalendar stores selected calendar identifiers, encrypted connection keys and its own shoot records, including Google event identifiers needed to update or cancel bookings. Personal Google event details are fetched to provide the calendar view; ShootCalendar does not maintain a separate database archive of your personal Google events.

These measures reduce the risk of unauthorized access. No internet service can guarantee absolute security.

Sharing

Members of your groups can see your profile and availability. We share data with service providers that run the platform, including hosting, calendar connections, payments and AI processing, only as needed to provide the relevant service. Google Calendar information passes through our calendar connection service to support the features described above. Private Google event titles and locations are not shared in the group availability view. Shared shoot details are available to the relevant group and attendees and may appear in booking notifications and connected calendars. We do not sell personal information.

Retention and Deletion

We retain account information, calendar connection records and scheduling records for as long as needed to provide the service, meet legal or billing obligations, and handle support requests. Your personal Google events remain in Google Calendar; ShootCalendar reads them when needed for its calendar features rather than keeping a separate event archive.

You can disconnect Google Calendar using the calendar connection controls. This removes the stored connection key from ShootCalendar so the app can no longer use that key to access your calendar. Disconnection does not necessarily remove Google's consent grant or delete existing Google events. To revoke permissions directly, remove ShootCalendar from your Google Account's third-party connections.

You can leave a group, export your data or request account deletion from Settings. Account deletion removes your profile, group memberships, stored Google connection records and personal notifications. Shared shoot records, comments, billing records and other records may remain where needed for the group or legal purposes. For further deletion requests, including private calendar-link records, contact us using the address below.

Your Rights

You can access, export, correct or delete your information, and object to or restrict certain processing, depending on where you live.

Changes to This Policy

We update this policy when our handling of personal information changes and show the updated date on this page. We will notify users of material changes to how we use Google user data before applying those changes and request additional permission where required.

Advertising measurement

If you choose Accept all in our cookie notice, we load the Meta Pixel and the Google tag. They send Meta Platforms and Google the pages you visit on ShootCalendar and the fact that you created an account, so we can measure and improve our Facebook, Instagram and YouTube ads. We do not send your name, email or calendar data. If you choose Essential only, these tags do not load. You can withdraw your choice anytime with Cookie Settings at the bottom of the site. Google explains how it uses this data at https://business.safety.google/privacy/.

Contact

Questions about privacy or requests concerning your information: privacy@shootcalendar.com