CineBase — Terms of Use & Acceptable Use Policy

Last updated: August 2026 · CineBase is operated from British Columbia, Canada.

1. The service

CineBase is a production-management platform for film and TV crews: gear inventory, jobs, invoicing and estimates, expenses, rentals, shot libraries, lighting diagrams, scripts, call sheets, contacts and related tools. Your CineBase and the content in it belong to you; these terms govern how the service may be used. CineBase is currently offered as an early-access service — features may change, and parts of the platform are still maturing.

2. Accounts, tenants & roles

• You must be able to form a binding contract to create a CineBase, and the information you register with must be accurate.
• A CineBase is a private tenant. Its admins are responsible for the tenant: the content stored in it, the members and renters they invite, and the settings they configure. Inviting someone binds their use of your CineBase to these terms too.
• Operators, viewers and renters get the access their role grants and nothing more; probing past your role's permissions is prohibited (section 4).
• Keep your credentials secure. Activity under your account is your responsibility; tell us promptly if you believe your account is compromised.

3. Acceptable use — content

You may not upload, store, generate or share through CineBase (including via public share links) any content that is:

• Content that is illegal under Canadian law or the law of your jurisdiction — including any sexual content involving minors, which is handled as described in section 11.
• Depictions of real violence intended to shock — gore, death, torture, or serious physical abuse of people — or of animal cruelty.
• Pornographic or sexually explicit material. CineBase is a production tool, not an adult content host; legitimate on-set nudity stills should be kept out of shared libraries or clearly restricted, and explicit material is not permitted at all.
• Content that promotes hatred or violence against people on the basis of race, ethnicity, religion, sex, sexual orientation, gender identity, disability or similar grounds.
• Content you do not have the right to use — infringement of copyright or other IP rights. Scripts, stills, frames and reference imagery you upload must be material you are entitled to hold for your production work.
• Other people's personal information collected or published without authority (doxxing), or content whose purpose is fraud or harassment.
• Malware or code intended to harm systems or users.

4. Acceptable use — behaviour

• No attempts to breach, probe or overload the service; no accessing (or attempting to access) other tenants' data or exceeding your role's permissions.
• No automated scraping, bulk export of other tenants' data, or use of the service to build a competing dataset. Automating your own tenant through the interfaces provided is fine.
• No reselling the service, sharing one seat between many people, or using share links and storage as general-purpose file hosting unrelated to production work.
• No circumventing storage quotas, rate limits, moderation, or role restrictions.
• Barcode/label, scanner and export tools may only be pointed at gear and records you manage.

5. Email sent through CineBase

CineBase can send email on your behalf — invoices, estimates, client replies, reminders, digests. You are the sender. You must comply with anti-spam law that applies to you (in Canada, CASL): send commercial messages only to recipients you have consent to contact, identify yourself accurately, and honour opt-outs. Using CineBase for unsolicited bulk email or deceptive messaging is prohibited and grounds for suspension — mail-server reputation is shared infrastructure and abuse harms every tenant.

6. AI features

• AI features (receipt reading, script breakdowns, insights, gear proposals, the chat assistant and similar) run on a third-party model provider using an API key you supply. Usage is billed to your provider account under their terms; keep your key confidential and don't use a key you're not entitled to use.
• Content you run through AI features (receipts, scripts, images, emails) is transmitted to the provider for processing. Don't run material through them that you are not permitted to share with a processor.
• AI output can be wrong. Extracted amounts, dates, tax figures, categorisations, breakdowns and suggestions are drafts to be verified — review anything that feeds an invoice, expense claim, tax record or business decision. CineBase is not responsible for decisions made on unverified AI output.

7. Financial & business tools

Invoices, estimates, expenses, timecards, FX conversion and insights are record-keeping tools, not accounting, tax or legal advice. You are responsible for the accuracy, numbering, tax treatment and legal sufficiency of documents you issue. Exchange rates are drawn from public reference sources (currently the Bank of Canada) and are indicative, not a quoted rate.

8. Sharing & public links

• Share links (galleries, diagrams, gear lists, call sheets, estimates, invoices, portals) are capability URLs: anyone who has the link can open it, without a login. Treat them accordingly and distribute them only to people who should see the content.
• You are responsible for what you publish through a share link, including third-party material and personal information (crew contact details on call sheets, for example).
• Every public page carries a Report content link; content reachable through share links is fully subject to section 3.

9. Storage, retention & your own backups

• Each CineBase has a storage allowance (shown in Settings). Uploads may be recompressed to standard formats and sizes; originals in excess of platform limits are not retained.
• Deleted items pass through a trash bin with a retention window, after which they are purged permanently. Some removals (moderation takedowns, account deletion) are immediate and unrecoverable.
• Platform backups exist for disaster recovery of the service as a whole — they are not a per-tenant archive service. Keep your own copies of business-critical records (issued invoices, tax documents, contracts).

10. Privacy & data handling

The full Privacy Policy expands this section.

• Tenant content is accessed by the operator only to run the service, investigate reports or automated flags, fix faults, or as required by law. Tenants are isolated from each other.
• The service relies on third-party processors to function — currently including an AI model provider (for features you invoke with your key), a cloud image-moderation service, email delivery infrastructure, a CDN/security layer, public FX-rate sources and web font hosting. Data goes to them only as needed for the feature involved.
• Your data is not sold and is not used to advertise to you.
• On account or tenant deletion, content is removed from the live service; residual copies in disaster-recovery backups age out on the backup cycle.

11. Monitoring, reporting & enforcement

12. Plans & pricing

CineBase is currently offered without charge during early access. Paid plans, limits or feature tiers may be introduced later; material changes will be communicated in advance, and nothing already yours is held hostage — export of your own data remains available.

13. Availability & changes to the service

The service is provided without an uptime guarantee. Features may be added, changed or retired; where a change removes something significant, reasonable notice will be given where practical. Maintenance windows and third-party outages (hosting, AI provider, email delivery) can interrupt service.

14. Intellectual property

• Your content remains yours. You grant the operator the licence needed to host, process, transmit, back up and display it — to you, your members, and the people you choose to share it with — solely to provide the service.
• The CineBase software, design and branding belong to the operator. These terms grant use of the service, not a licence to copy or derive from the platform itself.
• Feedback and suggestions may be used to improve the product without obligation.

15. Termination

• You can stop using the service at any time and request deletion of your CineBase.
• The operator may suspend or terminate a tenant for violation of these terms, for legal reasons, or if the service is discontinued — in the last case, with reasonable notice and an opportunity to export your data.

16. Disclaimer & limitation of liability

CineBase is provided "as is", without warranty. To the maximum extent permitted by law, the operator's liability for any claim relating to the service is limited to the amount you paid for it in the preceding 12 months. Nothing in these terms limits liability that cannot be limited by law.

17. Governing law

These terms are governed by the laws of British Columbia and the federal laws of Canada applicable there, and disputes belong to the courts of British Columbia.

18. Changes & contact

These terms may be updated; continued use after an update is acceptance, and material changes will be flagged. Questions, privacy requests or takedown requests: use the Report link on any shared page, or contact the operator through cinebase.app.

© CineBase. By creating a CineBase or using an account on the platform you agree to these terms.
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