Privacy notice
Last updated 3 October 2026
makethe.day is a tool for planning and running shoot days: shotlists, call sheets, locations and the contact details of the people working on them. This notice explains what it keeps, who can see it, how long it's kept, and how to have it removed.
Whose data this is
Deleting your account deletes everything with it. Every project, every call sheet, your saved crew and client lists and the activity log, all removed at the time you ask rather than queued for somebody to get round to. It is one button in Settings. Encrypted backups are the exception, and they expire on their own within 98 days.
Your production's data is of no use to us. We do not read it, mine it, profile it, sell it or train anything on it, and there is no product here built out of what is in your projects. It is stored for one reason, which is so that the right person opens the right call sheet. One thing can leave, and only one: a document you import that this cannot read on its own, and only if you have turned that on. See Reading difficult documents.
What we can and cannot promise. This is encrypted at rest, not end to end, and the difference is worth being straight about. End to end would mean the key living in the link itself and never reaching our server, which is a real technique and genuinely possible for a shared document. We did not build it that way, and that is a choice rather than a limitation: a link that previews as the job's name in WhatsApp, a project that opens on a phone with no signal, and a producer who can turn one link off from another device all need the server to be able to read the project. What we can promise is that it is encrypted at rest with a key the database never holds, that nobody here opens projects, and that you can remove all of it at any time without asking us.
Who runs makethe.day
makethe.day is run by Alphonsus Butler. For anything about your data, send a message on Instagram to @alphonsusbutler.
The production company or producer who puts your details on a call sheet decides why they're used. makethe.day keeps them on their behalf.
What is stored
Everything below is stored, which is a different thing from being looked at. Nobody here reads your projects, your schedules or your crew lists, and none of it is mined, profiled, sold, used to train anything or looked through out of interest. It is held so the app can show the right person the right page, and that is the only thing that touches it. The single exception is a document you hand it that it cannot read on its own, described in Reading difficult documents; that is off until you turn it on.
Everything below is encrypted by makethe.day before it is written down, with a key the database never holds, so the companies storing it hold no readable names or numbers. The makethe.day server does hold the key, because it has to read a project to preview a link, to serve it to a phone that has never seen it before and to let a producer turn a link off from somewhere else. So this is encryption at rest rather than end to end. What it means in practice is that a breach of the database, or a request made to the company that hosts it, gets ciphertext.
- Your account: the name, email address and photo from the Google account you sign in with, and your settings.
- Projects: schedules, shot descriptions, locations, notes, briefs, questions and inspiration images that producers add.
- People on call sheets: names, roles, call times, phone numbers and email addresses of crew, cast, contributors and client contacts, as the producer enters or imports them.
- Saved crew and saved clients: a producer's or team's list of people they've worked with, so the next call sheet is quicker.
- Personal links: when a producer makes someone a link of their own, the app records when it was last opened and which version of the call sheet it showed, so the producer can see who has seen the latest. Only the producer and their editors see it, and it goes when the link, the person or the project does.
- What changed: each save of a project keeps a short description of what it changed, such as "Day 2: crew call now 07:30 (was 08:00)", so people opening it can see what's different. The last forty are kept. A line about one person's own call is shown only to them.
- An activity log: who opened, downloaded, imported or changed saved crew and clients, and who changed sharing, with the time. Entries are kept for two years.
- A sign-in cookie that keeps you signed in. There are no advertising cookies and nothing here is sold or passed to advertisers.
- Google Analytics, which counts visits so we can see which parts of the site get used. It counts pages, not people: It sets its own cookies and tells Google your IP address, roughly where you are, and which pages you opened. It is never told what is in a project: no names, no numbers, no schedules, no locations from a call sheet. If you would rather not be counted, any browser's tracking protection or an ad blocker stops it, and the site works exactly the same without it.
Files you import (call sheets, contact lists, spreadsheets, PDFs, photos) are read in your own browser, and only what you choose to save is kept. Old Word (.doc) files are converted to text on our server and not kept.
Why
To plan shoots and let the people working on them see the schedule, find the locations and reach each other. For people on call sheets, the legal basis is the legitimate interest of the production and the crew in running a safe, organised shoot. For your own account, it's providing the service you signed up for.
Who can see it
- Editors (the producer, their team, and people they add as editors) see everything, including email addresses.
- HOD links and people added as HODs see the whole project and every phone number, but no email addresses.
- Crew links see the call sheet with crew phone numbers, the shotlist and locations. Cast are listed by name without their numbers. No client details, no email addresses.
- Client links see the call sheet with the producer's and directors' numbers, and locations.
- A kit link sees the kit list and the dates the job runs, with none of the crew, their numbers, the schedule or the locations.
- A crew member's personal link sees what a crew link sees, with their own call and place at the top.
- A contributor's personal link opens a page with only their own part: when and where to arrive, roughly how long, what to wear and bring, and the name and number of the person meeting them. It shows nothing else from the project.
Crew, HOD and personal links stop working 48 hours after the last shoot day. We never sell or share your details with anyone else.
Nobody at makethe.day is on that list. We do not open projects, read call sheets or look at crew numbers. The only time a person here would see anything of yours is if you asked us to look at something because it was not working, and then only the part you pointed at.
A phone that has opened a project keeps a copy of it, and of the app, so it can open with no signal. That copy stays on the phone. It isn't sent anywhere, and clearing the browser's data for makethe.day removes it.
Reading difficult documents
This is off until you turn it on. It is in Settings, under Reading difficult documents, and it belongs to the whole workspace rather than to one browser, because the documents belong to the company.
Most files import without anything leaving: the spreadsheet is read by rules that know what a budget and a call sheet look like. Some files defeat that — a quotation written as prose, a call sheet laid out in merged cells, a schedule typed into Word. With this turned on, those can be sent to Anthropic, who make Claude, to be read instead.
- When. Only on a file you have just imported, and only after the ordinary read has already failed. Never on a schedule, never in the background, never over your account.
- What goes. The text of that one file, up to 60,000 characters. Nothing else: not your projects, not your saved crew or clients, not your other budgets, not your name or your email.
- What comes back is a guess, and is shown to you as one. You decide whether to keep it, the same as with any other import.
- They do not train on it. Anthropic's commercial terms say it in those words — “Anthropic may not train models on Customer Content from Services” — and the same terms define Customer Content as both what is sent and what comes back. They also say what is sent stays yours and is treated as your confidential information. Read the terms.
- How long they keep it. Their privacy centre says inputs and outputs are deleted from their systems within 30 days, with longer only where something is flagged by their safety checks or the law requires it. Read the notice.
- Turning it off stops it at once. A file that cannot be read is then simply reported as unreadable, which is what happened before this existed.
You are asked the first time it would be used, about the file in front of you, and you can say no and still import everything else.
Services we use
- Netlify hosts the site and runs its server, which is in the United States. Data passes through it on its way to and from the database.
- Google Cloud stores the data, in Europe. Everything is encrypted by makethe.day before it's sent there, so Google holds no readable names or numbers. Encrypted backups are kept for up to 98 days, and the database can be wound back to any minute in the last 7 days.
- Google handles sign-in.
- Anthropic reads documents the ordinary reader could not, only if you have turned that on — it is off by default, and only the text of a file you imported is ever sent. See Reading difficult documents.
- OpenStreetMap and Open-Meteo are sent location names to show maps and weather. No personal details go with them.
- Google Drive: when you pick a sheet from Google Drive, Google gives makethe.day that one file and nothing else in your Drive. The permission is asked for in your browser, kept there for the visit, and never sent to our server; the sheet is read in your browser too. A project made that way remembers the sheet's id and name, so it can be read again when you ask it to update, and nothing more.
- Google Sheets: when you import a sheet by its link, our server asks Google for that one sheet and passes it straight to your browser, where it's read. The sheet isn't kept. It only works for sheets shared "Anyone with the link", and makethe.day never sees your Google Drive.
- Photon (Komoot), built on OpenStreetMap, answers the Location search. Only the words you type go to it, sent by our server rather than by your browser, along with the town the day is in so the right one comes up first. Nothing about the project, the crew or you goes with it, and each answer is kept for a month so the same search isn't asked twice.
- Google Maps or Apple Maps open when you tap for directions.
- cdnjs and jsDelivr supply some of the code that reads imported files.
Google APIs
makethe.day's use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.
How long it's kept
- Projects are kept until the producer deletes them. The Manage page lists projects that finished more than two years ago so they can be cleared out.
- People in saved crew and saved clients that nobody has put on a call sheet for two years are flagged for the producer to review, and removed if they aren't still needed.
- Deleting your account deletes your projects, saved lists and activity log straight away. Anything deleted stays in the encrypted backups until they expire, at most 98 days.
Your rights
You can ask to see, correct or erase what's kept about you, or object to its use. If you're on someone's call sheet, the quickest way is to ask the producer who added you: they can erase you from their saved crew and every crew list in one step. You can also send a message on Instagram to @alphonsusbutler and we'll help.
If you're not happy with how your data is handled, you can complain to the Data Protection Commission at dataprotection.ie.