Scouting App privacy notice

Effective date: 29 September 2026

This notice covers Assemblage's Scouting App for collaborative location scouting and previsualization on Windows, including use with a connected VR headset. It does not cover all Assemblage websites, productions, or services.

Who operates the app

Assemblage K.K. operates the app for production planning. Privacy questions and requests may be sent to info@assemblage.jp with the subject “Scouting App privacy”. Website: https://www.assemblage.jp/.

Information used by the app

- Sign-in information: Epic account identifiers and authentication information needed to sign you in and connect you to a session. The app requests Epic's Basic Profile permission, which permits access to your display name, language preference, and linked-account display names. You enter your Epic password in Epic's sign-in flow; the custom scouting features do not collect it.
- Session information: your chosen participant name, room and session identifiers, map identifier, membership, and network connection information. Epic and networking components process technical information needed to establish and maintain connections, including IP addresses and service diagnostics.
- Shared activity: your avatar/head and controller poses in the virtual scene, pointer activity, markers, notes, and screenshots. Other session participants can see your presence and shared markers and notes. Virtual coordinates describe positions in the scene; they are not a GPS measurement of where you are using the app.
- Saved scouting records: marker text, author name, position, timestamps, screenshot files, source filenames, capture type, and participant pose at upload. Images can include names, notes, scanned locations, and anything visible in the captured scene.
- Local technical records: the Unreal runtime and online-service components may create logs and cached authentication data. Logs can contain account/session identifiers, connection details, hardware or runtime information, and errors.

Why this information is used

Information is used to authenticate participants, establish scouting sessions, show participants in the scene, collaborate on production plans, preserve scouting records, and diagnose technical problems. The current custom scouting features do not implement advertising, marketing profiling, a separate marketing analytics service, or in-app voice recording.

Where information goes

The app sends live scouting activity to the session host and relevant participants. The host receives markers, notes, and uploaded screenshots. The host computer saves the session's records; participants' computers may also retain screenshot backups, runtime logs, and authentication caches. Scan content is distributed with the packaged application, so recipients receive a local copy of that content.

Epic Online Services provides account authentication, lobby discovery, and connection services. Connections may be direct between computers or routed through Epic's relay infrastructure. Epic handles information under its applicable service terms and Epic Games Privacy Policy.

The current app does not provide a central Assemblage cloud archive. A host or participant can separately copy or share saved files. Before a scout, the organizer should identify the host, the intended recipients of the records, and any project-specific sharing rules. A room code does not prevent a participant from saving or sharing content.

When Quest PC VR is used, Meta's headset and PC software are separate services governed by their own terms and privacy notices. This notice describes the custom scouting app, not every operation performed by those services or third-party scan plugins.

Retention

The current app does not automatically delete local scouting records, screenshots, logs, or backups after a fixed period. They remain on the computers where they were saved until removed by their owners. Closing a room does not erase these files.

Assemblage K.K. retains scouting records, including notes, markers, screenshots, and associated local backups under its control, for up to 12 months after project completion. Diagnostic logs under its control are retained for up to 30 days. The responsible project owner performs deletion manually; these periods are an operational policy and are not enforced automatically by the app. Independent hosts or participants control their own copies; organizers should agree on their retention arrangements before a scout.

Your choices and requests

You can leave a session by closing the app and choose not to create notes or captures. Another participant can still capture what they can see. Only join a scout when its organizer has explained the intended capture and sharing arrangements. Do not enter unnecessary personal or confidential information in notes or capture it in screenshots.

For access, correction, deletion, or other privacy requests, contact the address above and identify the approximate scouting date, project, and participant name. Do not send your Epic password. Assemblage may need enough information to verify and locate the relevant records. Records held by an independent host or participant may require contacting that person as well. Epic account requests can also be made through Epic's privacy channels.

Privacy requests are handled by email. The app currently has no dedicated in-app privacy-request or account-deletion interface.

International connections and protection of information

Remote participants and service infrastructure may be in countries different from yours. The session host's location and Epic's processing locations affect where information is handled. Epic describes its international processing in the privacy policy linked above.

Scouting records are stored as local files. Their protection depends on access controls and storage arrangements on the host and participant computers. Organizers should limit distribution of the app, scans, room codes, and saved records to intended participants. A room code is not a guarantee that only members of a particular company can join.

Audience and changes

Scouting App is intended for professional production collaboration and is not directed to children under 13. Review project scan content before distribution, especially where people, private interiors, or identifying details appear.

We will update this notice when the app's data practices change and revise the effective date above. Material changes will be communicated where required.