Privacy Policy

Who this covers

This policy covers the SETS app at app.setsactivations.com and the emails, texts and calendar invites that come from it. It applies to job applicants and brand ambassadors, photographers, people at our client brands who use the client portal, and the business contacts and photographers we reach out to. Our website, setsactivations.com, has its own Privacy Policy for its pages and its quote form. When we staff an activation, what attendees give the brand there is covered by the brand’s own privacy policy.

What you give us

Applicants: your name, email, phone, ZIP code, city and state, how far you’ll travel, your age range, whether you can legally work in the US, your event experience, whether you hold an alcohol server certification, whether you’d like to be a Team Lead, three photos of yourself, your shirt, pants and shoe sizes, and whether you agree to texts (we save the time and the words you saw). You can also add a resume, food handler certificates and alcohol server cards. The screening asks five questions, answered on video or in writing.

Brand ambassadors: your Profile can also hold your home street address, date of birth, gender, height, languages, hair and eye color, tattoos and piercings, work history, more sizes and more photos. Beyond what a shift needs, these are optional. On the job you give us your check-in selfie and booth photo, your wrap-up (its numbers, notes, your own ratings of the day, photos, videos and receipts), your briefing answers, extra time claims, and receipts for a certification we reimburse. If you sent us a W-9, a direct deposit form or a photo ID before payouts moved to Stripe, we still hold it, and only the owner can open it.

Photographers: your name, business name, email, phone, home ZIP code and travel distance, your check-in selfie, your photos with the details your camera saves in each file, and your wrap-up answers.

Clients: your name, title, company, email and phone, your event details and budget, the teammates you add to your account, your recap questions, your answer to whether we can feature photos from an event, and anything you write to us. You pay invoices on Stripe’s checkout page, so your card details go to Stripe, not to us.

Everyone: the messages you send our team, in the app or by email. Emails you send to info@setsactivations.com about working with SETS are kept in the app so our team can read and answer them.

What the app records as you use it

Location. When a brand ambassador checks in, the app records where they are, how accurate the reading is and how far they are from the venue. While they’re checked in, it keeps recording their location while the app is open, and again at breaks and at check-out, so we can confirm they’re at the venue. It stops at check-out. A check-in the app refuses is logged with its location. The check-in, break and check-out points stay with the shift record. The rest of the trail, and any refused check-in, is deleted 90 days after the shift. A photographer’s location is recorded at check-in and check-out only. You can turn location off in your phone’s settings, but then you can’t check in.

Sign-in. We sign you in with a one-time code by email, or with Google or Apple if you choose them. Google or Apple then gives us your name, email and profile picture.

Your device. Our host, Vercel, logs each request, including your IP address and browser, and Vercel Web Analytics counts page views without cookies. The app keeps your current shift on your phone so it works on a weak signal.

Cookies. We use only the cookies the app needs: the one that keeps you signed in, and one that remembers which event a link opened, for 7 days.

Demo links. When a business opens a demo link we sent, we record the visit, the pages viewed, the IP address and the browser.

What we get from others

Business contacts. We find names, job titles, work emails, LinkedIn pages and company details on public websites, press and event pages, and through Clay, a business data provider. Bouncer checks that each email address works. Details of staffing agencies come from TrustedHerd’s public pages, and public event and job listings come through Apify.

Job seekers. When someone applies to us through TrustedHerd or ZipRecruiter, the board emails us their name, email, phone and city. We use them to send our application link with its form filled in. When they send the application, we delete those details from the app, along with the board’s email. Otherwise we delete them within 15 days of the board’s email. We keep only their email address longer, for up to 31 days, so they get the link only once.

Photographers we may hire. Google Maps gives us a business’s name, phone, address, website, map location, rating and up to five public reviews (the text and the rating, never the reviewer’s name). We keep these on our contact list. We find a business email on the photographer’s own website.

Applicants. Deepgram turns screening videos into text. It keeps the audio only while it transcribes it and never uses it to train its models. Claude, an AI model, reads an applicant’s experience and screening answers and writes notes and a score for our reviewer. After an interview, our team’s notes are kept with the application.

Payouts. You set up payouts on Stripe, which collects your bank and tax details. Stripe tells us only whether your payout account is ready.

Clients. What you send through our website’s quote form or to info@setsactivations.com.

How we use it

To run SETS: to review and screen applications, set up interviews, match people with jobs near them, staff and run activations, confirm who is at the venue and for how long, pay ambassadors and photographers, invoice clients, make recaps, answer messages, and send the job alerts, reminders and texts you’ve agreed to.

To keep it safe and fair: to check that people are where they say they are, prevent fraud, enforce our terms, keep the ratings, no-shows and drop-outs that decide who we book, and meet our legal, tax and alcohol-service duties.

To reach out: to email businesses about staffing their events, and photographers about paid jobs.

To improve the app: to count page views and fix problems.

We don’t use personal information for advertising, and we don’t sell it.

AI and automated decisions

We use Claude, made by Anthropic, through Anthropic’s paid API. Claude reads an applicant’s experience and screening answers and writes notes and a score for the reviewer, writes key points from interview notes, drafts and sorts emails to and from businesses, photographers and people who write to us about working with SETS, and helps answer client emails. It never sees photos of people. Anthropic’s commercial terms don’t allow it to train its models on what we send. We save Claude’s answers for up to 90 days so we don’t ask the same question twice.

No one is turned down by AI. A person reviews every application, and Claude’s notes help but never decide. The app turns an application down on its own only when the applicant says they’re under 18 or can’t legally work in the US, or when it comes from a suspended person’s email or phone. Some rules also run on their own, such as releasing a job that wasn’t confirmed in time and recording a no-show.

Who we share it with

Our clients. When you work an activation, the client sees your full name, your three profile photos (while you’re on its roster, or after you’ve worked its event), how many events you’ve worked and that you’re verified, your check-in and check-out times, whether you’re at the venue or on a break, and the recap, which includes your wrap-up photos and videos. A client never sees your phone, email, address, sizes, ratings, exact location, selfie or pay. For a photographer, the client sees a row named Photographer with check-in status and time on site, and the photos, never your name.

Businesses we pitch. A sample roster page linked from a quote shows some ambassadors’ first name and last initial, a photo, their city and how many events they’ve worked, never their rating. Anyone with that page’s link can see it for up to 45 days.

The public. With a client’s OK, a few photos from its activation may be featured on setsactivations.com, with the event type, city and state and never anyone’s name, and the photographer who took them may show a few in their portfolio.

Our service providers, each for its own job: Supabase (our database, sign-in and file storage), Vercel (hosting and page counts), Anthropic (Claude), Deepgram (transcripts), Resend (email), Twilio (texts), Google (our info@ inbox, interview invites in Calendar and Meet, a shared sheet for business contacts, and Maps listings for photographers), n8n (our automations), Stripe (payouts and invoice payments), Bouncer (email checks), Smartlead (outreach email), Clay (business contact data), Mapbox and OpenStreetMap (turning addresses and ZIP codes into map points), Apify (public listings) and the browser push services that deliver our team’s alerts.

Others, when needed: our lawyers, accountants and insurers, the authorities when the law requires it or to protect someone’s rights or safety, and a buyer or successor if SETS is sold or merged.

How long we keep it

We keep personal information for as long as we need it for the reasons in this policy, including payroll, tax and legal records and settling disputes, and we delete it on these schedules.

The location trail recorded while a brand ambassador is checked in, and any refused check-in, is deleted 90 days after the shift. The check-in, break and check-out points stay with the shift record.

An application that says the applicant is under 18 has its photos deleted right away and everything else within 30 days. Photos uploaded for an application that is never sent are deleted after 48 hours, and a re-recorded screening answer replaces the earlier one. An email someone sends to info@setsactivations.com about working with SETS is deleted 24 months after the last email in its conversation, with our replies.

A quote request that never becomes a booking is deleted 24 months after our last contact about it, with its messages and any quote. A client’s records, including its account, users, quotes, bookings, invoices, payments and recaps, are deleted 7 years after the relationship ends: the later of its last event or its last payment, and never while one of its invoices is open or the account is active. Ambassadors’ and photographers’ shift and pay records are deleted 7 years after their last shift, and until then they stay with the client’s details removed once the client’s records go.

Older W-9s, tax forms, direct deposit forms and photo IDs are deleted 4 years after the last tax year they cover.

A demo account made for a business that never replies is closed 30 days after our last email and deleted 30 days after that. A featured photo comes off our website as soon as the client says no. Saved Claude answers are deleted after 90 days.

Copies in our email inbox, and at our email, outreach, business data and payment providers, follow those providers’ own retention.

Everything else stays until we no longer need it or you ask us to delete it.

Security

Each person sees only what their role allows, and the database enforces it. Profile photos and every other private file open only through short-lived links, and everything travels encrypted. Older W-9 forms are encrypted, only the owner can open them, and each view is logged. No system is perfectly secure, so we can’t promise your information will never be accessed without permission.

Your choices

You can update most of your details in the app, and email us to change the rest. You can turn off location, but then you can’t check in. You can answer the screening in writing instead of on video. Reply STOP to any text to stop texts, and change your job alerts in your Profile. Every outreach email has an unsubscribe link, and we keep a record so you aren’t emailed again. Some browsers send a Do Not Track signal. We don’t respond to it, and we don’t track you across other websites. Some information is required: without it we can’t book you, pay you or staff your event.

Text messages

If you agree to texts, we use your mobile number only to text you about your application, shifts you’re booked on and new gigs near you, through the provider that delivers our texts. No mobile information is shared with third parties or affiliates for marketing or promotional purposes. Your opt-in to texts and your consent are never shared with anyone. Reply STOP to any text to stop them, or HELP for help.

Your privacy rights

Some US states give their residents rights over their personal information. We give them to everyone, wherever you live. You can ask us what personal information we have about you, where it came from, why we use it and who we share it with. You can ask for a copy, ask us to correct it or ask us to delete it, and appeal if we say no. We don’t sell personal information or share it for targeted advertising, so there’s nothing to opt out of. We use precise location only to confirm you’re at the venue.

To ask, email info@setsactivations.com from the address on your account. We may need to confirm it’s you, and someone you authorize can ask for you. We’ll answer within 45 days. We may keep what the law requires, such as tax and payroll records, and we won’t treat you differently for asking.

Under 18

The app is for people 18 and older. An application that says the applicant is under 18 ends there and is never reviewed. Its photos are deleted right away, and everything else within 30 days.

Where it’s processed

We’re based in the United States. Some of our service providers process information in other countries.

Changes to this policy

We may change this policy. The date at the top shows when it last changed. If a change is material, we’ll tell you by email or in the app.

Contact

Email info@setsactivations.com, or write to SETS ACTIVATIONS LLC, 8401 Mayland Dr #11803, Richmond, VA 23294.