Privacy Policy

01Introduction

Back Lot Trailers Pty Ltd ("we", "us", or "our") operates the Backlot Live™ platform, a film production management application accessible at www.backlotlive.com.au.

We are committed to protecting the privacy of every person who uses our platform. This Privacy Policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights regarding your personal information.

We are bound by the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs). If you have any questions about this policy, please contact us at info@backlotlive.com.au.

02What Personal Information We Collect

We collect the following categories of personal information:

03How We Collect It

We collect personal information in the following ways:

• Directly from you when you complete the onboarding process in the Backlot Live app
• From production companies that engage our platform and invite you as a crew member
• Automatically through your use of the platform (device data, usage logs, location data for GPS features)
• From payroll records generated through the platform's timesheet and payroll functions

We will always tell you the purpose for which we are collecting your information before or at the time of collection.

04Why We Collect It (Purpose)

We collect and use personal information for the following purposes:

• Payroll processing — TFN, bank details, and timesheet data are used to process your wages accurately and in compliance with Australian tax law
• Superannuation compliance — Super fund details are used to make statutory super contributions on your behalf
• Identity verification and security pass — Your photo ID and face photo are used to create your digital studio security pass
• Workplace health and safety — Emergency contact, medical conditions, and dietary information ensure your safety and appropriate support on set
• Catering management — Dietary requirements and daily meal preferences enable accurate catering orders
• Access control — Onboarding completion status controls access to production resources
• Production management — Timesheet, receipt, and communication data enable efficient production operations
• Legal compliance — Some data collection is required by law, including TFN collection under the Income Tax Assessment Act 1997 (Cth)

05How We Store and Protect It

We take the security of your personal information seriously. Our security measures include:

• Encryption in transit — all data transmitted between your device and our servers is encrypted using TLS 1.3
• Encryption at rest — all stored data is encrypted using AES-256 encryption
• Access controls — access to personal data is restricted to authorised personnel on a need-to-know basis
• Role-based permissions — crew members can only see their own data; HODs can see their department; admin can see production-wide data
• Device-side security — sensitive data stored on your device is kept in encrypted storage
• Regular security reviews — we conduct periodic reviews of our security practices

While we implement robust security measures, no system can guarantee absolute security. We will notify affected individuals and relevant authorities promptly in the event of a data breach in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

06Who We Share It With

We only share your personal information with:

• The production company that has engaged Backlot Live for the production you are working on — they are the data controller for your employment data
• Payroll processors — with your consent, payroll data may be shared with the production's nominated payroll service (e.g. Entertainment Partners Australia)
• Government authorities — when required by law (e.g. the Australian Taxation Office)
• Service providers — cloud infrastructure providers who store and process data on our behalf, under strict confidentiality and data processing agreements

We will never sell your personal information to any third party. We will never use your personal information for marketing purposes without your explicit consent.

07Sensitive Information

The following categories of information are classified as sensitive personal information under the Privacy Act and are handled with the highest level of protection:

• Tax File Numbers — collected and used only for payroll purposes as required by law; never disclosed except to the ATO or payroll processors
• Bank account details — used only for wage payments; stored encrypted; never shared with third parties other than payroll processors
• Health information (medical conditions, dietary requirements, vaccination status) — used only for workplace safety and catering; accessible only to authorised production staff
• Biometric data (face photos) — used only for identity verification and studio security passes; stored securely; deleted 30 days after production wraps

We collect sensitive information only where it is necessary for the specific purpose stated and with your consent.

08Access and Correction

Under the Australian Privacy Principles, you have the right to:

• Request access to the personal information we hold about you
• Request correction of personal information that is inaccurate, out of date, or incomplete
• Request deletion of your personal information (subject to our legal retention obligations)

09Complaints

If you believe we have mishandled your personal information, please contact us first at info@backlotlive.com.au so we can try to resolve your concern. We will respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992

10Data Retention

We retain personal information for the following periods:

• Payroll and employment records (TFN, bank details, timesheets) — retained for the duration of the production plus 7 years, as required by the Income Tax Assessment Act 1997 (Cth)
• Biometric photos (face photos, ID photos) — deleted 30 days after the production wraps
• Health information — retained for duration of production plus 2 years for WHS compliance, then deleted
• Device and usage logs — retained for 12 months then automatically deleted
• Crew profiles stored on device — retained on your device until you choose to reset or delete the app

After the applicable retention period, personal information is securely deleted or de-identified.

11Cross-border Disclosure

We use third-party cloud infrastructure providers who may store or process data in locations outside Australia (including the United States). We take reasonable steps to ensure that all such providers maintain privacy and security standards that are at least equivalent to those required by the Australian Privacy Principles.

By using the Platform, you consent to your personal information being handled by these third-party service providers in accordance with this Privacy Policy.

12Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify registered users of material changes by email or by notice within the Platform. The updated policy will be posted at www.backlotlive.com.au/privacy-policy with the revised date.

Your continued use of the Platform after the effective date of any update constitutes acceptance of the updated policy.