Lookbook (“Lookbook”, “we”, “us”) is a continuity and department-management application for film and television Makeup, Hair, Wardrobe and Prosthetics departments, operated by Order Dynamics Inc., British Columbia, Canada. Contact: ordynapp@gmail.com.
This policy explains what we collect, why, where it lives, and your rights. We wrote it to be read, not skimmed past.
1. What we collect
Account data. Your email address and password (handled by our authentication provider; we never see your password), and the display name you choose.
Professional profile (optional). Departments you work in, phone number, availability status and notes — only if you fill them in. Your profile is visible to people you have shared a production with, and you can switch discoverability off at any time.
Production content. What your department creates in the app: continuity photos, scene and character records, notes, product and inventory records, formulas, chat messages, documents (scripts, sides, call sheets), crew times and staffing plans. Continuity photos frequently depict performers — see Section 4.
Technical data. Push notification tokens for your devices, and minimal usage metering for AI features (who used them, when, and the size of the request — never the content). We do not run advertising or cross-app tracking, and we do not sell data. Ever.
2. Why we collect it
To run the product: syncing your department's records between crew devices, delivering chat messages and notifications, reading call sheets you submit, generating your reports, and billing productions for licences. That's the whole list. We do not use your content for advertising, and we do not use it to train AI models.
3. Where it lives
Data is stored with Supabase (infrastructure on Amazon Web Services), encrypted in transit (TLS) and at rest. Photos and documents live in a private storage bucket: there are no public links, and every download requires a signed, expiring URL issued only to an authenticated member of that production. Each phone also keeps a local copy (protected by your device's standard storage encryption) so the app works with no signal on location.
Access is isolated per production and enforced by database row-level security — a member of one production cannot access another production's records. Day players' access lapses automatically after their scheduled last day.
4. Photographs of performers
Continuity photos are taken as part of a production's normal documentation workflow, under the production's authority and its agreements with performers. The production is responsible for having the right to create these records; Lookbook stores and displays them only to that production's authorized members. We never use performer images for anything other than providing the service to that production.
5. Service providers (subprocessors)
We share data only with the services required to operate Lookbook:
| Provider | Purpose | What they handle |
|---|---|---|
| Supabase (AWS) | Database, file storage, authentication | All synced data |
| Anthropic | AI call-sheet reading | The text of paperwork you submit for parsing (not photos) |
| xAI | AI call-sheet reading (fallback) | The text of paperwork you submit for parsing (not photos) |
| Expo / Apple APNs / Google FCM | Push notification delivery | Device tokens, notification text |
| Stripe (when billing is active) | Payments | Billing details; we never store card numbers |
AI parsing is used only to return results to you and is not used to train models under the provider's enterprise terms.
6. Retention and deletion
Production content is kept while the production is active and afterwards as an archive for its members. What belongs to the production is its work product: continuity records (photos, log entries, looks, face charts) and business paperwork (call sheets, staffing, signed timesheets). Chat does not belong to the production — room messages, direct messages and department threads are crew conversation, visible only to the members each message was addressed to, and are never part of what a production receives.
A production owner can request permanent deletion of a production's records at any time (ordynapp@gmail.com), including after wrap. You can request deletion of your personal account and profile at any time. On account deletion, continuity and business records you created for a production remain part of that production's record, attributed to your display name — and your chat messages, including photos and voice notes sent in chat, are deleted along with the account.
7. Your rights
You may request access to, correction of, export of, or deletion of your personal information. We honour the rights provided by Canadian privacy law (PIPEDA / BC PIPA) and equivalent regimes (e.g. GDPR, CCPA) for users in those jurisdictions. Write to ordynapp@gmail.com; we respond within 30 days.
8. Children
Lookbook is a professional tool and not directed to children under 16. We do not knowingly collect their data.
9. Changes
We will post changes here with a new effective date, and flag material changes in the app. Continued use after a change means acceptance.