What we collect, and who else sees it.

Who we are

Film Gear Hub is operated by Film Gear Hub, LLC, a Texas limited liability company, of 5900 Balcones Drive, STE 100, Austin, TX 78731. We are the controller of the personal information described here. Questions about this policy go to support@filmgearhub.com or (512) 887-4968, or by post to Film Gear Hub, LLC, 5900 Balcones Drive, STE 100, Austin, TX 78731.

What we never receive

Starting here because it is the part people assume wrongly. Three categories of highly sensitive data pass through this service without us ever holding them:

• ·Your government ID document and selfie. Stripe Identity captures and holds these. We receive only a pass or fail result, the name on the document, and the date it was checked.
• ·Your bank account details. Stripe Connect collects and holds these for payouts. They are never sent to our systems.
• ·Your full payment card number. Stripe collects it directly. We receive a token, the last four digits and the card brand.

We cannot produce these on request, because we do not have them. Stripe’s privacy policy governs what they hold.

What we collect

Account information. Your email address, your full name, the public display name derived from it, your city and state, and whether you are trading as an individual or a business. Business accounts also give a registered business name and EIN.

Verification results. Whether your ID check passed, the date it passed, and identifiers referring to your Stripe Identity session and Stripe Connect account. Not the underlying documents.

Listing information. What you list, its serial number, condition grade, declared faults, your photographs, and the postal code the item ships from. Serial numbers are treated as item data, not personal data, but they are permanently associated with the listing.

Addresses and phone numbers. Shipping addresses you save as a buyer and the ship-from address you save as a seller, each with an optional phone number. These are stored strictly to your own account and no other user can query them.

Order information. What you bought or sold, the amounts, fees and tax, the delivery method, tracking numbers, and a snapshot of the shipping address as it was when the label was bought.

Things you write. Messages to other members, offers, reviews, and anything you submit when you open a case.

Gear valuations. If you use the valuation tool, we keep what you told us about the item — category, model, condition, age, price when new — and the estimate we gave you. You do not need an account and you are not asked for your name. If you upload a photograph for us to identify, it is sent to Anthropic to be read once and is not stored — we keep what it said the item was, never the picture. We also keep a one-way hash of your IP address for an hour or so, to stop the tool being run thousands of times by one person; it is not the address itself and cannot be turned back into one. If you also ask for an invite, your email address is stored against that valuation and used to send you one; you can ask us to delete it at any time.

Photographs you upload to sell something. Two of them are read by software, and that is worth saying plainly because one of them is a photograph of wherever you happen to be standing.

Every listing needs a shot of the item beside a short code we issue, which is how we check the seller physically holds the thing. That photograph is sent to Anthropic to be read — automatically, on every listing, not as an option you choose. What comes back is the code it could make out, whether equipment was in the frame, and a short written description of what the picture showed. We keep that description with the listing record so a person can check the machine’s answer against the picture, and staff can see both. It describes the whole frame, so if something of yours is in the background it may be mentioned in it.

If you use the assisted listing flow, the photographs you upload there are sent to Anthropic in the same way, to suggest what the item is and what condition it is in. You always see and can change what it proposes before anything is published.

Unlike the valuation tool above, these photographs are stored: the item shots are part of your public listing, and the code and serial shots are kept in a private store only staff can open. Anthropic processes them on our instructions and does not use them to train models. If you would rather not have a photograph read this way, do not upload it — but a listing cannot go live without the code shot, because that check is what the rest of the marketplace is trusting.

Technical information. Your IP address, browser and device type, and request logs, collected by our host as a normal part of serving the site.

What the other party to a sale sees

Buying or selling here is not anonymous, and we would rather be blunt about the limits than let you assume otherwise.

• ·Your seller display name, city, state, member-since date, sales count, star rating and the number of claims opened against you are public on every listing you make.
• ·When you buy something that ships, the seller sees your name and full shipping address. It is printed on the shipping label they have to attach to the package. There is no way to ship you an item without this.
• ·When you sell something that ships, the buyer sees the city and state the package came from, and your name and return address appear on the label.
• ·Messages you send another member are visible to that member, and to our staff if a case is opened on the order.

Why we use it

• ·To run the marketplace: creating your account, publishing listings, taking payment, buying labels and settling orders.
• ·To make the trust checks real: verifying identity, recording the serial number of each item that has one, listed and sold, and reviewing listings a person has flagged. We do not check serial numbers against any stolen-property database.
• ·To verify buyers: on every order, whatever it is worth, a buyer completes the same Stripe Identity check a seller does before the order can be paid. We hold the result, the name and the date; Stripe holds the document. It is never shown to the seller.
• ·To check that a card belongs to the person using it: on those orders we compare the name the card was issued to against the name on the verified ID, and keep both the card name and whether they matched on the order. A mismatch pauses the shipment for a person to look at; it is not a refusal, and it is not shared with the seller.
• ·To prevent fraud, chargeback abuse, stolen goods trafficking and off-platform circumvention.
• ·To tell you things you need to know: an offer, a shipment, a delivery, a case decision.
• ·To meet legal obligations, including tax reporting and responding to lawful requests.
• ·To fix what is broken, by looking at aggregate usage of the site, where analytics is on for you.

We do not sell your personal information for money. We advertise this marketplace on Facebook and Instagram, and the tools that measure whether those adverts work count as “sharing” or a “sale” under Texas, California and several other state laws even though no money changes hands. Section 8 says exactly what that means and how to switch it off.

Subprocessors

These are the companies that process personal information on our behalf, or that we hand it to in order to complete something you asked for. This register is the authoritative list. We will update it, and give at least 30 days’ notice on this page, before adding a new subprocessor that handles personal information.

Vendors marked not yet in use are listed because we intend to engage them. No data reaches them until this page says otherwise.

Cookies, analytics and advertising tools

Strictly necessary cookies keep you signed in and keep your session secure. They cannot be switched off without breaking the site, and under current US law they do not require consent. Beyond those, it depends on where you are. In the United States and most of the world, there is no banner: analytics (Google Analytics) and advertising (the Meta Pixel), both described below, run from your first visit until you turn them off from Your Privacy Choices in the footer, or your browser sends a Global Privacy Control signal, which we honor automatically. In the EU, the EEA, the UK, Switzerland and Brazil, and wherever we cannot tell where you are, nothing beyond the strictly necessary loads until you say yes: we ask on your first visit. Anywhere, you can change any of this at any time from Your Privacy Choices in the footer.

Google Analytics. Where analytics is on for you, because you allowed it or because you are somewhere it runs until you turn it off, we run Google Analytics to count how the site is used, so we can fix what is broken. We switch off Google’s advertising features and signals for it. It does not run for our staff. On the pages where you read messages, handle a case, manage your account or reset a password it sends nothing at all, not even that you visited. On the pages where you sign in, sign up, verify, check out, or manage a listing or an order, it records only the step you reached, with any order, listing or draft number replaced by a placeholder and no query string, so we can see where people give up. It never receives what you type.

The Meta Pixel. Where advertising is on for you, because you allowed it or because you are somewhere it runs until you turn it off, we run the Meta Pixel, so that we can tell whether an advert on Facebook or Instagram actually brought anyone here. Unlike analytics, the pixel sends Meta a hashed identifier they can match to a Facebook or Instagram account, which is why it gets its own section below rather than being folded in here. Meta’s pixel always sends the address of the page it is on, which we cannot rewrite, so it runs only on public pages and the sign-up form, and not on checkout, messages, cases, your account or the seller pages. We turn off the part of the pixel that reads form fields and button labels.

You can opt out of Google Analytics on any site using Google’s browser add-on at tools.google.com/dlpage/gaoptout. We honor the Global Privacy Control signal, and honoring it also switches off the Meta Pixel for your browser.

Targeted advertising, and how to switch it off

Where advertising is on for you, because you allowed it or because you are somewhere it runs until you turn it off, the Meta Pixel tells Meta that a browser visited certain pages here, along with a hashed identifier Meta can match against its own accounts. Meta uses that both to report whether our adverts worked and for its own purposes under its Business Tools Terms, which makes Meta an independent controller of that data, not simply a vendor acting on our instructions. We cannot control or delete what Meta does with it; Meta’s own privacy policy and off-Facebook-activity controls govern that.

Several state privacy laws treat this as targeted advertising and give you the right to opt out. In the United States and most of the world it is on from your first visit until you opt out. In the EU, the EEA, the UK, Switzerland and Brazil it is off until you opt in. We are giving the right to opt out to everyone, wherever you live:

• ·Use the Your Privacy Choices control in the site footer. It switches analytics and advertising off for your browser, and it is on every page.
• ·Send a Global Privacy Control signal from your browser. We honor it automatically and you do not need to tell us.
• ·Write to us and ask. We will apply it to your account across every device you sign in from.

Opting out does not change your price, your protections or anything else about your account. We do not run the pixel for anyone who has not said yes, and never for a browser sending the Global Privacy Control signal.

We never send advertising tools your name, email, address, phone number, payment details, serial numbers, or the contents of your messages or cases.

How long we keep it

Account and listing information is kept while your account is open. Transaction records are kept for seven years after the order closes, because tax law, chargeback windows and fraud investigation all require it.

We also keep a record of the emails we send you about your account and your orders, with their text and whether they were delivered, so that we can answer “did you send me that?” and settle a dispute. It is kept for 180 days, and the address it was sent to goes when we remove your other contact details. It does not include the sign-in, sign-up and password emails our login provider sends, or marketing email.

Our database is backed up every day by our hosting provider, and those backups are kept for seven days. Once a week we also take an encrypted copy, stored separately, which is kept for 90 days and then deleted. Something removed from the live site can therefore remain in a backup until that backup expires. Backups are read only to recover from a failure.

Closing your account does not erase your trading history, and this is deliberate. A marketplace where a seller can wipe a run of bad outcomes by making a new account is not a marketplace anyone should trust. When you close your account we remove your contact details, addresses and phone numbers, and we retain the record of completed sales, ratings and cases in a form no longer tied to your name. Where you have a legal right to erasure, that right is limited by our need to keep records for fraud prevention, tax and legal claims, and we will tell you specifically what we kept and why.

Your rights

Depending on where you live, you may have the right to know what we hold, to get a copy, to correct it, to have it deleted, and not to be discriminated against for asking. Residents of California, Colorado, Connecticut, Texas, Utah and Virginia have these rights by statute; we extend them to everyone who asks. Where we use advertising tools, you also have the right to opt out of targeted advertising, described in section 8.

Write to support@filmgearhub.com. We will verify that the request is yours before we act on it, and answer within 45 days. If we refuse, we will say why, and you may appeal by replying to that decision. We will answer an appeal within a further 45 days.

We do not currently serve users in the European Economic Area or the United Kingdom. If that changes, this policy will be extended with the legal bases, transfer safeguards and rights those regimes require before any such traffic is accepted.

Security

Data is held in a Postgres database with row-level security, so a query made with your session can only reach rows that belong to you. Privileged columns cannot be written by an ordinary account at all. Photographs are stored in a bucket that only the listing owner can write to. All traffic is over HTTPS.

No system is perfectly secure, and we will not claim otherwise. If we discover a breach affecting your personal information, we will notify you and the relevant authorities as the law requires.

Data processing agreements

For most purposes we and a business seller are independent controllers: you decide what to list and we decide how to run the marketplace. Where we do process personal information on your behalf, a data processing agreement incorporating this register is available on request from support@filmgearhub.com.

Every subprocessor above is engaged under that vendor’s own data processing terms, linked in the register.

Children

This service is not for anyone under 18, and creating an account means confirming that you are 18 or over. We do not knowingly collect information from children. If we learn that an account belongs to somebody under 18 we close it and delete what we hold, except what the law makes us keep about a completed sale. If you believe a child has given us information, write to us and we will do the same.

Changes

If we change this policy we will change the date at the top and, for any change that materially affects your rights or adds a subprocessor, tell you by email at least 30 days before it takes effect.

Effective 28 October 2026.