Privacy Policy
1. Who we are and what this covers
Runnel is a production-paperwork tool operated by SOUN L.L.C. (a Delaware limited liability company), 169 Madison Ave #2276, New York, NY 10016 (“Runnel,” “SOUN,” “we”). This policy explains what we collect and why.
Runnel sits on two sides of the data relationship. For the people who hold Runnel accounts — producers, coordinators, and studio owners — we are the controller: we decide how their account data is handled. For the crew and talent whose paperwork moves through Runnel, we are only the processor: the production company that hired them is the controller, and we handle that data on its instructions. That split is set out in our Data Processing Addendum (opens in a new tab).
Crew and talent: if you received a link to sign a deal memo, NDA, or W-9, the short, plain-language Crew & Talent Privacy Notice (opens in a new tab) is written for you — read that instead.
2. What we collect from account holders
When you create and use a Runnel workspace, we collect:
- Your email address and username.
- Your password — managed by our authentication provider (Supabase Auth), which stores it hashed. We never receive or store your password in plaintext.
- Workspace and company details you enter — company legal name, your NDA and deal-memo template text, projects, roles, call sheets, and bill-to details.
- Contacts you import into your workspace directory.
- Connection tokens if you link Google Drive, so signed bundles can be delivered to your own Drive.
3. What crew and talent submit, and our role in it
When a production sends paperwork through Runnel, crew and talent may submit: legal name, business name, entity type, mailing address, Social Security or tax ID number (SSN/EIN) — or an uploaded W-9 document in place of typing it — FATCA exemption codes, bank name, routing number, account number, invoice details, uploaded receipts, phone, and emergency-contact details. Talent may also submit sizing.
We process this data only on the hiring production’s instructions, to deliver the service it is paying for. We do not use it for any purpose of our own, we do not sell it, and we do not use it to train any machine-learning model.
4. What we collect automatically
- Server logs for security and reliability.
- Signature evidence. When someone signs a document, we record the typed name, the moment of agreement, the IP address, and the browser user-agent string as legal evidence of the signature.
- A first-party product event log. We record product events (for example, “project created” or “crew booked”) with the workspace and user involved, in our own database, to understand how Runnel is used.
We do not use advertising trackers, third-party analytics services, or cross-site tracking, and we do not sell or share data for behavioral advertising. There is no Google Analytics, no ad pixel, and no third-party session-recording on Runnel.
5. Cookies
Runnel uses cookies only to keep account holders signed in — authentication and session cookies. There are no advertising or third-party tracking cookies. Because we set no non-essential cookies, there is no consent banner to click through; the only cookies present are the ones that make signing in work.
6. How we protect it
- Encryption at rest. Sensitive submission data — SSN/TIN, bank routing and account numbers, uploaded W-9s and receipts — and the signer details on booking documents (home address, phone, emergency contact) are encrypted at rest with AES-256-GCM before they are stored.
- Server-side only. This data is decrypted only in server code that needs it; it is never written to our logs and never placed in a URL.
- Transport. Traffic to Runnel is served over HTTPS/TLS.
- Workspace isolation. Database row-level security isolates each workspace’s data, so one workspace cannot read another’s.
- Least-privilege access to identifiers. Downloading the raw W-9/bank details, and erasing them, are limited to a workspace’s admins and owner.
- Expiring links. The tokenized links crew use to sign or submit paperwork expire — 30 days for deal-memo/NDA and talent packets, and 14 days for links issued in reminder emails. The link token is stored only as a one-way hash; the raw token lives solely in the URL sent to the recipient.
- Tamper-evident signature records. Each signature is recorded with a SHA-256 hash of the exact document signed and a keyed seal, so a later change to a stored record is detectable. This record contains no SSN or bank details, so it survives the purge described below as proof of what was agreed.
- Incident response. If a data breach affects your information, we will notify affected customers without undue delay and as required by applicable law.
7. How long we keep it
- Account data is kept while your workspace is active.
- Crew/talent SSN and bank details. Runnel gives a production a one-tap control to permanently erase a crew member’s SSN/TIN and bank details (and any uploaded W-9 or receipt files) once their paperwork is delivered. Erasing this is a deliberate action by the production; Runnel does not delete these identifiers automatically on a timer.
- Signature records — the typed name, timestamp, IP, user-agent, and document hash — are retained as evidence that an agreement was signed, even after the sensitive identifiers are purged. That is the proof the signature happened.
- Deleted projects and workspaces. A soft-deleted project can be restored during a 24-hour recovery window; after that, a scheduled job permanently deletes it and everything under it. A workspace scheduled for deletion can be restored from the cancellation link in its confirmation email until the scheduled time, after which it and all of its data are permanently deleted.
8. Who we share it with
We share data only with the service providers (subprocessors) that make Runnel run. We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined under U.S. state privacy laws including the California Privacy Rights Act (CPRA).
| Provider | What it does |
|---|---|
| Supabase | Database, authentication, file storage, and realtime updates |
| Vercel | Application hosting, edge network, and scheduled jobs |
| Resend | Sending transactional email (paperwork links, reminders) |
| Upstash | Rate-limiting store that protects the sign-in and paperwork endpoints, where configured |
| Cloudflare | Bot protection (Turnstile) on the sign-in form |
| Notion | Optional contact-directory integration, when a workspace connects it |
| Google Drive | Delivery of signed bundles to the customer’s own Google Drive — at the customer’s instruction and into the customer’s account |
Google Drive delivery is customer-initiated: the signed bundle goes to the production company’s own Drive because it connected Drive and asked us to file there. This subprocessor list is current as of the date above.
9. Your rights
Depending on where you live, you may have rights to access, correct, delete, or receive a portable copy of your personal information. Because Runnel collects Social Security numbers — which are sensitive personal information under laws such as the CPRA — you may also have the right to limit the use of that sensitive information.
How requests are routed:
- Account holders — email runnel@soun-media.com and we will handle your request directly.
- Crew and talent — because the production company that hired you controls your paperwork, requests generally go to that company first. If you cannot reach them, contact runnel@soun-media.com and we will help them act on your request.
We respond to verified requests within the timeframe required by applicable law.
10. Children
Runnel is not intended for account holders under 18. Where a production works with minor talent, talent releases support a parent or guardian co-signature, and that minor’s data is submitted and controlled by the production company, not by Runnel.
11. Where your data is processed
Runnel is operated from the United States and processes and stores data in the United States: our database and file storage run on Amazon Web Services in the US East (N. Virginia) region, and our application runs on Vercel’s US East (Washington, D.C.) region. Runnel serves U.S. productions and does not target or knowingly offer its service to data subjects in the EU or UK, so no EU/UK cross-border transfer mechanism applies.
12. Changes to this policy
We may update this policy as Runnel changes. When we do, we will revise the “Last updated” date above, and for material changes we will take reasonable steps to let account holders know.
How to contact us
- Privacy questions and requests: runnel@soun-media.com
- Security reports: runnel@soun-media.com
- Mail: SOUN L.L.C., 169 Madison Ave #2276, New York, NY 10016