Terms of Service

Last updated: 29 September 2026

These terms are the agreement between you and us for using Crew and Crew Kitchen. Please read them, especially section 6 (food safety, allergens and your legal duties) and section 12 (our liability). By signing up, ticking the box to accept these terms, or using Crew, you agree to them.

1. Who we are

Crew is run by James Tattersall, a sole trader trading as “Crew” (“we”, “us”, “our”). Our address is Greenwich Farm, Dundry Lane, Dundry, Bristol BS41 8JQ, England. You can contact us at hello@jointhecrew.co.uk or on 07557 681 652.

“You” means the business that signs up for Crew. Crew is for businesses only. By signing up you confirm you are acting for a business and that you are allowed to agree to these terms on its behalf. These terms don't give you the rights a consumer would have.

2. What Crew is

Crew is online software that helps a café or food business organise its day: checklists, temperature logs, allergen information, a staff handbook, induction and training records, rota, check-in, hours, stock, repairs, notices and messages. Crew Kitchen adds recipes, costing, labels, batch records and cooking and cooling checks.

Crew is a record-keeping and organising tool. It stores and displays what you and your staff put into it. It is not a food safety consultant, an allergen testing service, a legal adviser, an accountant or a payroll provider, and nothing in Crew is professional advice.

3. Signing up and your account

• You must give accurate details when you sign up and keep them up to date.
• Each site gets its own Crew address, a café (or kitchen) PIN for staff and a manager PIN. You're responsible for keeping PINs private, changing them if they may be known by someone who shouldn't have them, and for everything done using your PINs.
• You're responsible for who you let use your Crew, including your staff, and for them following these terms.
• The Crew address you choose must not copy another business's name or trade mark, or be offensive. We can change it if it does.

4. Prices, free month and payment

• Monthly price. You pay the monthly price for your plan shown when you signed up, per site. Paid plans are monthly and roll on until you cancel. There is no minimum term.
• Founding price. If you signed up at a founding price, it stays the same for as long as your subscription continues without a break.
• Free first month. Where we offer a free first month, your first payment is taken about one month after you sign up. If you cancel before then, you pay nothing.
• Direct Debit. Payments are collected by Direct Debit through GoCardless, which has its own terms. You're protected by the Direct Debit Guarantee.
• Setup. Setting Crew up yourself is free. If you ask us to set it up for you, the one-off setup fee (currently £99) is payable before we start. It is not refundable once we've started the work. We set up Crew from the information and documents you send us, and you must check everything we put in (see section 6).
• Price changes. Apart from founding prices, we may change prices by giving you at least 30 days' notice by email. If you don't want to pay the new price, you can cancel before it starts.
• VAT. Prices are as shown. If we become registered for VAT, we'll tell you at least 30 days before VAT is added.
• Missed payments. If a payment fails, we'll let you know and try again. If it's still unpaid 14 days after we've told you, we may suspend your Crew until it's paid.

5. Cancelling

• You can cancel any time by emailing hello@jointhecrew.co.uk or cancelling your Direct Debit. Your Crew stays open until the end of the month you've paid for. We don't refund part months.
• Before you leave, download your records (Records → print or download) and keep them. Food safety and training records may need to be kept for a period after they're made, and keeping them is your responsibility.
• We keep your data for 30 days after your Crew closes so you can come back or ask for a copy, and then delete it (see the Privacy Policy).

7. Rota, hours and pay

Hours and pay shown in Crew are worked out from check-ins, rates and rota entries and are for your convenience. Crew is not payroll software. You're responsible for checking hours and pay, paying your staff correctly and on time, and meeting employment law and tax duties (including the National Minimum Wage, working time rules, holiday pay, right to work checks and PAYE).

8. Using Crew properly

You must not, and must make sure your staff don't: use Crew for anything unlawful; upload anything harmful, offensive or that you don't have the right to use; try to access another business's Crew or data; try to break, overload or get round Crew's security; or copy, resell or reverse-engineer Crew.

9. Availability and backups

• We work hard to keep Crew running and your data safe, but we can't promise Crew will always be available, error-free or never lose data. It relies on the internet, your devices and other companies' services.
• You must have a back-up way of carrying out and recording your checks (for example a paper temperature log and checklist) for times when Crew, your phones or your internet aren't working, and use it.
• Download your records regularly or use the Google Sheet copy, so you always have your own copy.
• We may take Crew offline briefly for updates, and will try to do this outside normal opening hours.

10. Other companies' services

Some features connect to other companies' services, such as your till (Revolut, Square, SumUp or Zettle), Google Sheets, GoCardless and phone notification services. Those services are provided by those companies under their own terms. We're not responsible for them, for changes they make, or for them being unavailable. Keep any keys you connect private.

11. Your data

• You own the information you and your staff put into Crew. You give us permission to store and use it only to run Crew for you, support you and keep Crew working and secure.
• For your staff's personal information, you are the data controller and we process it on your behalf, as set out in the Schedule below. You're responsible for telling your staff how their information is used and having a lawful basis to use it.
• Our Privacy Policy explains how we handle personal information.
• We may use anonymised information that can't identify you or anyone else (for example how many checklists are ticked across Crew) to improve Crew.
• Feedback you send us can be used to improve Crew without any payment to you.

12. Our liability

12.1 What we don't limit. Nothing in these terms limits or excludes our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, or for anything else that the law does not allow us to limit or exclude.

12.2 What we're not responsible for. Subject to 12.1, we are not liable to you, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for:

• loss of profits, sales, business, revenue, contracts or goodwill, damage to reputation, or wasted time or expenditure;
• loss or corruption of data, where you could have avoided it by keeping your own copy as described in section 9;
• any fines, penalties, enforcement action, improvement or prohibition notices, food hygiene ratings, recalls, closures or legal costs arising from how your business is run;
• any claim by your customers, staff or anyone else arising from food you make, sell or serve – including illness, allergic reactions, incorrect allergen or ingredient information, or incorrect labels – or from your employment of staff;
• anything caused by information you or your staff entered, by you not checking information as section 6 requires, or by you relying on Crew instead of your own food safety management system and professional advice;
• any indirect or consequential loss.

12.3 Our cap. Subject to 12.1, our total liability to you for all claims arising out of or in connection with Crew and these terms is limited to the total fees you paid us in the 12 months before the event giving rise to the claim.

12.4 No other promises. Crew is provided “as is” and “as available”. Except as set out in these terms, and to the extent the law allows, we don't give any other promises, warranties or conditions about Crew, including that it will meet your particular needs or that it is suitable for making you legally compliant.

12.5 Why these limits are fair. Our prices are set on the basis that you keep control of, and responsibility for, your food, your records and your business, and that our liability is limited as above. You can get your own insurance (such as public and product liability insurance) to cover the risks of running a food business.

13. Claims against us caused by you

You agree to cover our reasonable losses, costs and expenses (including reasonable legal fees) if a third party makes a claim against us because of food you made, sold or served, information you or your staff put into Crew, labels or allergen information you used, your employment of staff, or your breach of these terms or the law.

14. Changes

• We improve Crew all the time and may add, change or remove features. If we remove something important you rely on, we'll tell you in advance where we reasonably can.
• We may update these terms. We'll email you about important changes at least 30 days before they apply. If you keep using Crew after that, the new terms apply; if you don't agree, you can cancel before they start.

15. Suspending or ending your account

We may suspend or close your Crew, with notice where reasonable, if you don't pay (see section 4), if you seriously or repeatedly break these terms, or if we need to in order to protect Crew, other customers or anyone's data, or to comply with the law. We may also stop providing Crew altogether by giving you at least 60 days' notice, and we'll refund anything you've paid for time after it stops.

16. General

• These terms, together with the Privacy Policy and anything we agree with you in writing, are the whole agreement between us about Crew.
• If a court decides part of these terms can't be enforced, the rest still applies.
• If we don't enforce a right straight away, we can still enforce it later.
• We're not responsible for delays or failures caused by things outside our reasonable control.
• You can't transfer your rights under these terms without our agreement. We may transfer ours to another business that takes over Crew, and will tell you if we do.
• Only you and we have rights under these terms.
• These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction.

Schedule: how we handle your staff's data

This schedule applies where we process personal data on your behalf (mainly your staff's information) and is intended to meet Article 28 of the UK GDPR.

1. Roles. You are the controller and we are the processor of personal data you and your staff put into Crew about your staff and other people (for example names, shifts, check-in times, pay rates, availability, messages, training and induction records, accident records and photos).
2. Instructions. We only process that data to provide Crew to you and as you instruct us through using Crew or in writing, unless the law requires otherwise (in which case we'll tell you, if allowed).
3. Confidentiality. Anyone we authorise to process the data is bound to keep it confidential.
4. Security. We take appropriate technical and organisational measures to keep the data secure, including encrypted connections, PIN protection with limits on wrong guesses, separate storage for each Crew, and restricted access.
5. Sub-processors. You agree we can use the sub-processors listed in the Privacy Policy. We'll give you notice of any new sub-processor so you can object, and we'll make sure each is bound by data protection terms at least as protective as these.
6. Transfers. Where data is transferred outside the UK, we make sure it is protected by an adequacy decision or appropriate safeguards such as the UK International Data Transfer Agreement or Addendum.
7. Helping you. We'll help you, as reasonably needed, to respond to requests from people exercising their data protection rights, and with security, breach notification and data protection impact assessments.
8. Breaches. We'll tell you without undue delay after becoming aware of a personal data breach affecting your data.
9. End of service. When your Crew closes, you can download your data. We delete it within 30 days after closure, unless the law requires us to keep it, and it is cleared from backups in their normal cycle.
10. Information. We'll make available the information reasonably needed to show we're meeting this schedule.

Questions about these terms? Email hello@jointhecrew.co.uk.