Geist Haus Privacy Policy

Geist Haus ("Geist Haus," "we," "our," or "us") is a production house that provides creative, audio, visual, design, and related services. We respect your privacy and are committed to protecting personal information. This Privacy Policy explains what we collect, how we use it, with whom we share it, how long we keep it, and the choices and rights available to you.

Quick summary

 We use your information to deliver our services (e.g., scoping a project, casting, production, delivery, billing), to operate our websites and social pages, to improve our work, and—where permitted—to showcase portfolio material. We do not sell personal information.

Scope

This policy applies to our websites, social channels, email and phone interactions, casting and talent portals, on‑set collection, and any other services we provide (collectively, the "Services"). It also covers personal information we receive from clients and partners in connection with a project.

The information we collect

The categories of personal information we collect depend on who you are and how you interact with us:

A. Clients & prospect

·      Identification and contact details (name, company, role, email, phone, address)

·      Project information (briefs, creative direction, scripts, references, schedule)

·      Contract, billing, and payment information (purchase orders, bank/payment details processed via third‑party processors; we do not store full card numbers)

·      Communications and meeting notes

B. Talent, cast, extras & crew

·      Identification and contact details (name, address, email, phone)

·      Government ID or date of birth for identity verification, eligibility to work, or minor consent (where legally necessary)

·      Headshots, self‑tapes, audition materials, reels, résumés, union status (if applicable)

·      Biographical information and measurements (only where relevant to casting/costume; optional and minimized)

·      Likeness and recordings (photo, audio, video) and related metadata captured during auditions, fittings, rehearsals, and production

·      Release forms and contractual documents (including parent/guardian consents for minors)

·      Emergency contact details

·      Payment information for stipends/fees (processed via payroll providers)

C. Website visitors & community

·      Technical/usage data (IP address, device identifiers, browser type, pages viewed, links clicked, approximate location, session duration)

·      Cookies and similar technologies

·      Social media interactions (likes, shares, comments) according to settings on those platforms

D. Applicants & freelancers

·      Résumé/CV, portfolio, references, work eligibility, and interview notes

How we use personal information

We use personal information to:

·      Deliver and administer projects

·      Communicate

·      Manage business operations i.e. contracting, invoicing, accounting, fraud prevention, security

·      Operate and improve i.e. our websites, content, and Services analytics, troubleshooting

·      Comply with legal obligations

·      Portfolio/showreel and case studies

Legal bases for processing (where applicable)

Depending on your location, we rely on one or more of the following legal bases:

·      Contract:** Processing necessary to perform a contract or to take steps before entering into one

·      Legitimate interests:** Running, protecting, and improving our Services; reasonable corporate communications; defending legal claims; maintaining archives/portfolio where not overridden by your rights

·      Consent:** For optional uses (e.g., certain marketing; cookies where required; featuring your likeness when a release or consent is the basis)

·      Legal obligations:** Tax, accounting, and regulatory requirements

Cookies & tracking

We use cookies and similar technologies to operate our site, remember preferences, analyze traffic, and (where used) measure campaigns. You can manage preferences via your browser settings and any cookie banner we provide. Blocking cookies may affect site functionality.

When we share information

We share personal information only as necessary and with appropriate safeguards:

·      Vendors/Processors:** Cloud hosting, collaboration tools, file transfer, payroll, accounting, email/SMS, analytics, casting platforms, security tools

·      Project partners:** Clients, agencies, and co‑producers to deliver the Services

·      Legal & compliance:** To comply with law or valid legal process; to protect rights, safety, and security

·      Business transactions:** In a merger, acquisition, financing, or sale of assets, subject to confidentiality obligations

We do not sell personal information.

International transfers

We may process and store information in Trinidad & Tobago and in other countries where we or our vendors operate. When transferring data internationally, we implement appropriate safeguards (e.g., contractual clauses, vendor assessments) consistent with applicable law.

Retention

We keep personal information only as long as necessary for the purposes described above and to meet legal, accounting, or reporting requirements. Typical retention periods (subject to contractual or legal requirements):

·      Contracts, invoices, and finance records: 7 years

·      Production media and releases: for the life of the project and any agreed archive term

·      Website analytics: **up to 26 months** (aggregated thereafter)

Security

We use administrative, technical, and physical safeguards appropriate to the nature of the information (e.g., access controls, encryption in transit, least‑privilege access, audit logging where feasible). No system is 100% secure; please notify us immediately of any suspected security issue.

Children & minors

Our Services are not directed to children. We only collect information about minors when necessary for casting or participation in a production and only with verifiable parental/guardian consent and the required release forms.

Marketing

We may send you news about our work and services if you have opted in or where permitted by applicable law. You can opt out at any time using the unsubscribe link or by contacting us.

Third‑party links & platforms

Our sites and deliverables may link to third‑party websites and platforms. Their privacy practices are governed by their own policies. Please review them before providing information.

Acting as a processor

For client‑provided data (e.g., campaign/customer lists or production assets), we act as a **processor** and process such information only on the client’s documented instructions and in accordance with our agreement, including confidentiality, security, and deletion/return clauses.

Changes to this policy

We may update this Privacy Policy from time to time. The "Effective date" at the top will reflect the latest version. If changes are material, we will provide additional notice as required by law.