What we hold, and who can see it

Ovrseer is software for running a film studio, made by Evil Empire Studios in Hamilton, Ontario, Canada. It holds bookings, crew, equipment, door access and money for the studios that use it. This page describes what that means in practice.

Two different relationships

Most of the confusion in policies like this comes from treating everyone as one audience, so here is the split.

If you are a studio

You decide what goes into Ovrseer and who can see it. We hold and process it on your instructions. The records about your business, your clients and your crew are yours, and you can export them at any time.

If you work at one

Your details are in Ovrseer because your studio put them there. We can tell you what the software holds and how it works — that is this page — but requests to change or remove your records go to your studio first, because it is their record of their business. If you cannot get an answer that way, write to us.

If you are just reading this site

getovrseer.com asks nothing of you unless you fill in the sign-up form, in which case we hold what you typed so we can reply to it.

What Ovrseer holds

Categories, with the specifics that matter, rather than a list of nouns broad enough to cover anything.

• People. Name, email address, phone number, role, and a photo where somebody has added one. Crew members, staff, gear owners and client contacts.
• Bookings and productions. Who booked what, when, in which space, at what rate; call sheets, day assignments, schedules, scripts, scene breakdowns and the notes attached to them.
• Documents and certifications. Where a production records a crew member’s ticket, licence or insurance, Ovrseer stores the file.
• Equipment. Inventory, rentals, condition history, owners and what they are owed.
• Money. Quotes, invoices, deal memos and budgets. Card details are never stored by us — see below.
• Signed waivers and the signature given on them.
• Messages written inside the app — bulletins, notes, direct messages and poll answers.
• Push notification subscriptions, if you turn notifications on.

The building data, said plainly

This is the part that deserves more than a bullet, because it is the part people do not expect.

Ovrseer runs the doors, the alarm, the lights and the heating. To do that it holds door codes, and it records door and alarm events: which door was opened, by which code or which person, at what time. It records check-ins and check-outs at the studio kiosk. The honest summary is that Ovrseer contains a record of who was in the building and when, and that record is visible to the studio’s administrators.

We do not use it for anything else. It is not analysed, not sold, and not shown to us unless a studio asks us to look at something and we need to. Door codes are held so the locks can be programmed, are never shown in any page a non-administrator can reach, and are not included in exports.

What we never do

• Sell or rent anyone’s data. There is no version of this where that changes.
• Show advertising, or let anyone else advertise through Ovrseer.
• Use a studio’s data to train machine-learning models.
• Load third-party trackers. There is no Google Analytics, no advertising pixel and no session-recording script anywhere in the product or on this site.

We do count page views on our own pages and on the websites Ovrseer hosts for studios, so a studio can see whether anyone is reading theirs. That counter uses a random identifier created per browser tab and thrown away when the tab closes — it is not stored on your device and cannot follow you anywhere.

The only cookies Ovrseer sets are the ones that keep you signed in. There is no consent banner because there is nothing to consent to.

Who else can see it

Ovrseer is assembled from other people’s services, and being vague about which ones would defeat the point of the page. Each of these sees only what its job requires.

Supabase

The database, sign-in, and uploaded files. This is where almost everything lives.

Vercel

Hosting. Serves every page and runs the scheduled jobs.

Stripe

Card payments. Card numbers go to Stripe directly and never reach us; we hold the fact that a payment happened and what it was for.

Xero

Invoicing and accounting, where a studio has connected it.

Google

Calendar synchronisation, and the Nest thermostats. The Nest connection reads and sets temperature and nothing else.

Igloohome, U-tec

The smart locks. They receive door codes and return lock events.

TP-Link Kasa, Govee, IFTTT

Lights, switches and the alarm relay. These carry no personal data.

SimpleMDM

Managing the studio’s own display and kiosk devices.

Our email provider

Sending the messages Ovrseer sends — invitations, confirmations, notices.

We will also hand over data where the law requires it. If that ever happens and we are permitted to say so, we will tell the studio concerned.

Where it is kept

With Supabase and Vercel, both of which operate in several countries. Which region your studio’s data sits in depends on how your deployment is configured — ask us and we will tell you rather than guess on a web page.

How long

While you are a customer, and then long enough to be useful if you come back or need an export. We aim to delete a cancelled studio’s data within ninety days of being asked, and we will confirm when it is gone. Backups roll off on their own schedule and take a little longer.

Two things outlive the rest on purpose: signed waivers and financial records, which a studio has its own legal reasons to keep. Door and alarm events are trimmed back as they age, because a two-year-old record of who opened the back door is a liability rather than an asset.

Children

Ovrseer is not for children and no child should be signing in to it. A production may record details of a minor working on it — a young performer, a guardian’s contact number. Where it does, the studio running that production is responsible for having the guardian’s consent before entering anything.

Your rights

Canadian federal privacy law (PIPEDA) gives you the right to know what an organisation holds about you, to get a copy, to have mistakes corrected, and to complain to the Privacy Commissioner of Canada. If you are in the UK or the EU, you have the equivalent rights under the UK GDPR or the GDPR, and in that relationship we are a processor acting for your studio.

The practical route is the same either way: ask your studio, and write to us at christoph@evilempirestudios.com if that does not get you an answer. We will reply within thirty days, and we will not charge you for it.

Security, and what we are not claiming

Data is encrypted in transit and at rest, access is restricted by role, and the database enforces separation between studios in its own right rather than trusting the application to remember. Staff access to a studio’s data happens when somebody asks us to fix something, and not otherwise.

We are not certified against any security standard, and it would be dishonest to imply otherwise on a page like this. If you need SOC 2 or an equivalent before you can use a supplier, Ovrseer is not there yet.

Changes

If this policy changes in a way that matters, we will tell the studios using Ovrseer rather than quietly changing the date at the top. The date at the top will change too.

Contact

Evil Empire Studios, Hamilton, Ontario, Canada. christoph@evilempirestudios.com.

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