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Privacy Policy

Last updated: April 9, 2026

1. Introduction

CastAI (“CastAI,” “we,” “our,” or “us”) provides an AI-powered casting assistant for film, television, and OTT casting directors, production houses, and talent agencies. This Privacy Policy explains what information we collect, how we use it, with whom we share it, and the choices you have regarding your information when you use CastAI through the web application or the WhatsApp integration.

By using CastAI, you agree to the collection and use of information in accordance with this policy. If you do not agree, please do not use the service.

2. Information we collect

We collect the following categories of information:

2.1 Account information

  • Name, email address, phone number
  • Organization name and role (e.g., casting director, producer)
  • Authentication data (hashed passwords, OAuth tokens from providers like Google)

2.2 Talent and production data you upload

  • Actor profiles, headshots, audition videos, contact details, rates
  • Script files, character breakdowns, production notes
  • Pipeline status, shortlists, contracts, and related casting artifacts

2.3 WhatsApp messaging data

When you interact with CastAI via WhatsApp, we receive messages you send to our WhatsApp Business number through Meta’s WhatsApp Business Platform. This includes:

  • The text, media, and metadata of messages you send us
  • Your WhatsApp phone number and display name
  • Timestamps and message delivery status
  • Voice notes you send (transcribed for AI processing)

WhatsApp messages are used solely to power the conversational agent experience — searching your talent database, generating casting suggestions, and producing documents you request. We do not use WhatsApp data for advertising or share it with third parties except as described in Section 5.

2.4 Usage and technical data

  • Log data (IP address, browser type, pages visited, timestamps)
  • Device and platform information
  • Feature usage analytics (which tools you use, how often)
  • Error reports and diagnostic data to improve service reliability

3. How we use your information

We use the information we collect to:

  • Provide, operate, and maintain the CastAI service
  • Process your WhatsApp messages and return AI-generated casting assistance
  • Authenticate you and protect your account
  • Send transactional notifications (e.g., when a casting shortlist is ready, when a contract is generated)
  • Improve the service, train internal models, and debug issues
  • Comply with legal obligations and enforce our Terms of Service

We do not sell your personal data, your talent database, or your WhatsApp messages to third parties.

4. Opt-in and user consent

CastAI’s WhatsApp integration is inbound-first: users initiate all conversations by messaging our WhatsApp Business number. By sending us a message, you consent to CastAI processing that message to provide the requested casting assistance.

You can stop interacting with CastAI on WhatsApp at any time by no longer messaging our number. You may also request account and data deletion at any time (see Section 7).

Outbound notifications are sent only for workflow updates you have implicitly requested (e.g., “Your shortlist is ready”) and are delivered via Meta- approved message templates in accordance with WhatsApp Business Platform policies.

5. Third-party service providers

CastAI uses reputable third-party service providers to operate. Each provider processes data only as necessary to deliver their service to us, under contractual data-processing agreements:

  • Meta Platforms, Inc. (WhatsApp Business Platform) — delivers WhatsApp messages between you and CastAI
  • Supabase — stores user accounts, talent data, and organizational information in a managed PostgreSQL database
  • OpenAI and Anthropic— provide the large language models that power CastAI’s conversational AI. Your messages may be sent to these providers for inference. Neither OpenAI nor Anthropic retains your data for training under our current API contracts.
  • Upstash Redis — temporary session caching and rate limiting
  • Vercel and Railway — hosting infrastructure for the web and backend services
  • Langfuse — observability platform for AI model quality monitoring (hosted in the United States)
  • Cohere — semantic reranking of search results

6. Data retention

We retain your account information and uploaded data for as long as your account is active or as needed to provide the service. WhatsApp conversation history is retained for up to 90 days for the purpose of maintaining conversation continuity across sessions, after which it is archived or deleted unless you request earlier deletion.

Backup copies may persist for up to 30 additional days in our standard disaster- recovery archives before being fully purged.

7. Your rights

Subject to applicable law, you have the right to:

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your account and associated data
  • Request a machine-readable export of your data
  • Object to or restrict certain processing
  • Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at the email address in Section 11. We will respond within 30 days.

8. Data security

We implement industry-standard technical and organizational measures to protect your data, including encryption in transit (TLS 1.2+), encryption at rest, role-based access controls, audit logging, and regular security reviews. No method of transmission over the Internet is 100% secure, so we cannot guarantee absolute security.

9. International data transfers

CastAI is operated by a team based in India. Your data may be stored and processed in the United States, European Union, or India depending on which service provider handles the request. By using CastAI, you consent to the transfer of your information to these jurisdictions, which may have different data protection laws than your country of residence.

10. Children’s privacy

CastAI is a professional tool intended for adults working in the entertainment industry. We do not knowingly collect data from individuals under the age of 18. If you believe we have collected data from a minor, please contact us and we will delete it promptly.

11. Contact us

If you have questions about this Privacy Policy or want to exercise any of your rights, please contact us:

  • Email: privacy@castai.app
  • WhatsApp: +91 91371 52732

12. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top of this page. Material changes will be communicated via email or a prominent notice in the application.