Privacy Policy
Last updated: 29 September 2026
This policy explains how Crew handles personal information: if you visit our website or get in touch, if your business uses Crew, and if you're a member of staff using Crew at your workplace.
1. Who we are
Crew is run by James Tattersall, a sole trader trading as “Crew”, of Greenwich Farm, Dundry Lane, Dundry, Bristol BS41 8JQ, England. For information about website visitors, enquiries and our customers' contact and billing details, we are the controller. Contact us at hello@jointhecrew.co.uk or on 07557 681 652.
2. Website visitors and enquiries
What we collect. If you send an enquiry or sign up, we collect what you give us: your name, business name, phone number, email address, town, which product you're interested in and your message. To stop spam, we keep a scrambled (one-way coded) version of your internet address, which can't be turned back into the address itself.
Why. To reply to you, send you information you've asked for and, if you sign up, to set up your Crew. Our lawful basis is our legitimate interests in responding to businesses that contact us, or taking steps to enter into a contract with you.
Marketing. If you've contacted us about Crew, we may follow up by email or phone about it. You can tell us to stop at any time and we will.
3. Businesses that use Crew
What we collect. Your business details, the names and contact details of the people we deal with, your plan and payment history, and messages and feedback you send us. Direct Debit details are collected and held by GoCardless, not by us; we only see limited information such as your name, the status of your mandate and whether payments succeeded.
Why. To provide Crew under our contract with you, take payment, support you, tell you about changes to Crew or our terms, and keep records we must keep by law (such as for tax). Our lawful bases are performance of a contract, legal obligation and our legitimate interests in running and improving Crew.
4. Staff using Crew at work
If you use Crew because your workplace does, your employer is the controller of your information in Crew and decides how it's used. We process it on their behalf, only to provide Crew to them. Questions or requests about this information should go to your employer first; we'll help them respond.
Depending on what your workplace uses, this can include your first name, the shifts you're on and your tasks, check-in and check-out times, hours and pay rate, days off and availability, messages, noticeboard posts, checklist ticks and temperature readings you record, training, induction and signature records, accident and first aid records, and photos you upload. If you turn on notifications, we store the technical details your phone's browser gives us to send them.
Crew doesn't use your information for advertising and doesn't sell it.
5. Who we share information with
We use these companies to run Crew (our “sub-processors”). They can only use the information to provide their service to us.
| Company | What for | Where |
|---|---|---|
| Cloudflare | Hosting the website and Crew, storing Crew data, email routing and sending | Global network, including the UK, EU and US |
| GoCardless | Collecting Direct Debit payments | UK and EU |
| Our email (enquiries and support), the optional hourly copy of records to your own Google Sheet, and website fonts | Global, including the US | |
| Anthropic | Only if you ask us to switch on invoice reading or Quick add: reading supplier invoices, recipes and product labels you upload, to fill in stock, ingredients, prices and recipes | US |
| Apple, Google, Mozilla or Microsoft | Delivering phone notifications, only if a person turns them on | Global |
If your business connects its till (Revolut, Square, SumUp or Zettle), Crew fetches sales figures from that company on your business's instructions. We may also share information if the law requires it, to protect our rights or others' safety, or with a business that takes over Crew (who would have to keep this policy's protections).
6. Information outside the UK
Some of the companies above process information outside the UK. Where they do, we make sure it's protected by UK adequacy regulations (for example the UK–US “data bridge” for certified companies) or by approved safeguards such as the UK International Data Transfer Agreement or Addendum.
7. How long we keep it
- Enquiries that don't lead to you using Crew: up to 12 months after we last heard from you.
- A business's Crew data (including staff information): while the business uses Crew, then deleted within 30 days after its Crew closes. Businesses can download their records before then, and are responsible for keeping records the law requires them to keep.
- Billing and contract records: 6 years after the end of the financial year they relate to, as required for tax.
- Backups are overwritten in their normal cycle.
8. Keeping it safe
All connections to Crew are encrypted. Each business's Crew is stored separately and protected by PINs, with limits on wrong PIN guesses, and only managers can see pay rates and records. Access to our systems is restricted and protected. No system is completely secure, so please keep PINs private and tell us straight away if you think something's wrong.
9. Cookies and browser storage
Our website doesn't use advertising or tracking cookies. Crew stores a few things in your browser so it works – such as keeping you signed in, remembering your name and the last tab you used. These are strictly necessary, so we don't ask for consent. The website loads fonts from Google, which means your browser connects to Google's servers.
10. Your rights
You have the right to ask for a copy of your personal information, to have it corrected or deleted, to restrict or object to how it's used, and to have it moved to another service. For information held in Crew by your workplace, ask your employer. For anything else, email hello@jointhecrew.co.uk. We'll reply within one month.
If you're unhappy with how we've handled your information, please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
11. Changes to this policy
We'll update this policy if what we do changes, and show the date at the top. If a change is important, we'll tell our customers by email.