Privacy.
DRAFT — pending legal review
WrapDesk reads crew paperwork for production managers, so it holds some of the most private numbers people have. This policy says what we collect, why, who sees it, where it’s kept and for how long, and what you can ask of us. It follows Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) and covers everything WrapDesk holds: the production managers’ accounts and the crew’s sheets alike.
What we collect
From a production manager who sets up a job: name, e-mail, phone, the production company, and the job’s documents (the call sheets, the budget, the roster).
From the crew, through the timesheet link and the invoices sent to production: what the company’s own timesheet asks for, usually your name, position, address, rates and hours, your e-mail or phone, and your HST number if you invoice. Payroll can’t pay you or issue your tax slip without your Social Insurance Number (SIN) and date of birth, so the timesheet asks for them. We don’t ask for banking details.
From the job itself: the name of every payee (each person or company paid on it), the questions WrapDesk asked and the answers given, and the packages that went to accounting.
Why we collect it
To do the wrap: read every sheet and invoice, price the days, ask the production manager what the engine isn’t sure of, and build the package accounting expects. To bill the production for the job. To keep the service running and safe. And to learn: when a production manager corrects something, WrapDesk keeps a rule about the company or the job (“PH&W on invoice labour at this company”), never about a person.
The production manager agrees to this for the production when they set up a job. WrapDesk collects crew information on behalf of the production that hired you, as its service provider, and uses it only for that production’s payroll. Planned: the timesheet will tell you this, link to this page before you fill anything in, and ask you to agree with a tick before you send it. We don’t sell personal information, we don’t share it for advertising, and the engine doesn’t train on your data.
Who sees it
- The production team on the job: the production manager and that production’s payroll people.
- The production’s accountant, who receives the job’s accounting package.
- WrapDesk, which processes the timesheets and builds the package.
- The engine that reads the sheets.
- Our service providers, each only for its part: the file storage that holds the timesheets (Dropbox), the database behind the production manager’s sign-in (Supabase), and the hosting for these pages (Render). None of them uses your information for anything else.
Nobody else, unless the law requires it, and then only what it requires.
Where it’s stored, and for how long
Everything travels over HTTPS; the security page says where each part is kept.
A job’s files are kept for 12 months after its final package goes to accounting, then deleted; planned: the step that deletes them on that schedule. Your timesheet, with your SIN, is saved as a PDF to a private folder for the job that only WrapDesk and that production’s payroll people can open. It is never saved on the timesheet’s own server and never in the production manager’s online area. Two e-mails can still carry the PDF today: the copy you ask for when you send your timesheet, and a backup e-mail to the producer if the folder can’t be reached. Planned: neither will carry the PDF. Your timesheet is deleted with the rest of the job. Billing records (the receipt, the job and the company, never a sheet) are kept for seven years, as tax law requires.
Your rights
Whether you are crew or a production manager, you can ask us what personal information we hold about you, ask us to correct it, and ask how it has been used and who it has been shared with. Crew: your sheet belongs to the production that sent you the link, so a correction to your days, your rate or your address goes to the production manager first; write to us if that doesn’t work and we’ll help. We answer within 30 days, in plain words, at no cost.
You can withdraw your consent at any time, within the limits payroll law sets: a sheet a production has already paid on has to stay in its records. If you aren’t satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada.
How we protect it
Each production manager sees only their own jobs, the production manager’s online area holds no SIN, rates or banking, and the timesheets sit in a private folder for each job. The security page says it all, including what we do if something goes wrong.
The privacy officer
WrapDesk’s privacy officer is responsible for this policy and for answering you. Write to wrapdesktoronto@gmail.com. We answer within 30 days.
Changes to this policy
If this policy changes in a way that matters, production managers hear by e-mail 30 days before, and the date at the top changes. The crew’s link always points at the current policy.