Privacy notice

1. Who is responsible

CrewLoca is currently operated by Bradley Pearce, trading as CrewLoca. Crewloca Ltd has not yet been incorporated. Contact support@crewloca.com for privacy questions, requests or complaints.

The operator is the controller for website enquiries, business contact administration, service security and handling its own legal obligations. For workforce information stored on a company’s instructions, the company is normally the controller and CrewLoca acts as its processor. Your employer must explain its own purposes, lawful basis, monitoring arrangements and recordkeeping. This notice supplements that information; it does not replace it.

If the operator changes following incorporation, we will identify the new entity and explain any relevant change before it takes over the processing. A change of brand alone does not change who has legal responsibility.

2. Information and where it comes from

You provide information when contacting us, signing in, clocking, requesting a correction or using support. Your company can supply your name, email, role, workplace assignments, schedules and attendance information. Authorised colleagues may add approvals, corrections and reasons. Authentication and delivery providers supply account identifiers and delivery or security events.

Workspace records include company and staff details; access permissions; workplace addresses and coordinates; schedules; clock-in and clock-out times; breaks; pending or rejected entries; overtime and missing-shift requests; notes; original records, corrections and approval history. Account and service records can include sign-in identifiers, notification preferences, push-subscription details, support correspondence, request status and security or delivery logs.

Our hosting and communication providers also receive technical information needed to handle requests, such as IP addresses, browser information, request times and error details. The limited website statistics described below are separate from those operational logs.

Please keep notes relevant to attendance. Do not enter medical details, biometric templates, payment-card information, identity documents or other sensitive material into free-text fields. CrewLoca is not designed to process patient health information or act as a personnel-file repository. The public demo uses fictional records.

3. Purposes and lawful bases

For the operator’s own purposes, we use business contact details and correspondence to answer enquiries and administer the relationship. Our basis is legitimate interests in communicating with people who contact us and managing business accounts. Where you personally are a party to a contract, or ask us to take steps to enter one, necessary processing instead relies on those contractual steps or performance.

We use proportionate technical and account information to authenticate access, prevent abuse, investigate faults and protect the service. Where the operator determines those purposes, our basis is legitimate interests in protecting users, information and service reliability. We consider necessity, reasonable expectations and the effect on individuals, and limit access and use accordingly.

We process information needed to meet an applicable legal requirement on the basis of that legal obligation. Necessary records for handling or defending a legal claim are based on legitimate interests, unless a specific law requires them. We do not treat every record as legally required or retain the entire workspace for hypothetical claims.

When operating a company’s attendance workspace, we follow its lawful documented instructions. The company determines the lawful basis for staff attendance and location processing; employee consent is not assumed. A browser location or notification permission is a device choice, not blanket consent to employment monitoring. Where processing actually relies on consent, you may withdraw it without affecting earlier lawful processing.

We do not sell personal information or use workforce records for advertising. This notice does not give permission for marketing or AI-model training. New purposes requiring further information or consent must be addressed before they begin.

4. Location, required information and human review

Where a workplace requires a clocking location, the browser requests access and the entry can include coordinates, reported accuracy, time and an exception reason. Workplace setup may also use a requested current location. CrewLoca does not continuously track movement or perform biometric identity checks.

Location and device times can be inaccurate. Geofence results, calculated hours and comparisons with scheduled hours assist review; CrewLoca does not itself make a solely automated decision to pay, dismiss or discipline anyone. Authorised company staff remain responsible for checking records and making employment decisions.

Account identification and appropriate company permissions are needed to sign in. Without a requested clocking location, normal location-validated clocking may not be possible; contact your company about the available exception or manual-review route. Do not submit a false location. Optional notifications can be declined, and the public website can be viewed without a workspace account.

5. Access and service providers

Company owners can access their company’s records. Managers are limited by their workplace assignments and permissions. Payroll viewers receive permitted approved timesheets and exports. Workers see their own records and assigned workplaces. Support access must be necessary and appropriately authorised. A company controls whom it gives downloaded records to, including its accountant or payroll provider.

Cloudflare hosts the website and application, provides DNS and protected access, and connects the application to its database. Supabase hosts the production workforce database and email/password authentication, with daily managed database backups. Resend supports configured transactional email. Microsoft 365 handles messages sent to our business email addresses. These providers receive the information required for their respective functions; not every provider receives a complete workforce record.

OpenStreetMap Foundation services provide map tiles and address search. Loading a map sends your IP address and requested map area to the tile service. Our server forwards the address text you search to the address-search service; avoid putting unrelated personal information in a search. Search results may be cached by CrewLoca.

Stripe is currently used only in isolated testing with fictional billing data. Live payment collection is disabled. Before paid subscriptions begin, we will update the relevant notice and provide the payment provider’s information.

Information may also be disclosed where a binding legal requirement applies, or to professional advisers where necessary and subject to appropriate confidentiality. We do not give unrelated companies routine access to your workspace.

6. Processing locations and international transfers

The selected production Supabase project is in London (eu-west-2). This does not mean that every copy or processing activity stays in the UK: Cloudflare delivery and security, authentication, email, maps, support and provider logs can involve processing in other countries. The actual provider roles, access locations and transfer arrangements still require the final documented review.

The applicable provider terms include data-processing provisions, but the complete role, location and transfer assessment for CrewLoca’s particular setup remains under review. New customer onboarding remains closed while those launch checks are completed. We do not represent an unsigned or unverified provider arrangement as an approved safeguard.

Where UK transfer rules apply, the relevant processing must be covered by an applicable adequacy arrangement or appropriate safeguards, such as approved contractual clauses with the required UK provisions and assessment. Contact support@crewloca.com for the information and safeguard documents applicable to your processing, subject to necessary security and third-party redactions.

7. How long information is kept

Current preview: the automated workforce-expiry and account-cleanup routines are not enabled. Existing records are therefore not automatically erased at the future deadlines below. Retention must instead be reviewed against the continuing preview or support purpose, valid company instructions, unresolved requests and specific legal requirements. You can request review or deletion now; a disabled routine does not remove your rights or justify keeping information indefinitely.

Selected attendance policy: attendance history is retained while a company remains subscribed, rather than expiring automatically after a rolling 12 months. Retention still depends on the continuing service purpose, lawful instructions, rights requests, unresolved reviews and specific holds. It is not permission to keep unnecessary information indefinitely or a guarantee against accidental loss.

Selected shorter and closure periods: exact clocking coordinates are intended to be minimised after 90 days, subject to unresolved reviews and specific holds. Removing a worker ends access while required attendance remains; unnecessary contact details have a proposed 90-day cleanup. The intended company closure policy provides 60 days of read-only export access after the final paid-through service end, before deletion can become eligible. Cancellation alone does not start that period. Verified dates, advance warnings, accounting obligations, unresolved work and holds must be reviewed. Trial-only arrangements without a paid-through date remain to be finalised before destructive routines are enabled.

Account and workplace settings remain necessary while their account, workspace or retained records need them. Support and privacy correspondence is kept as needed to resolve the matter and evidence its outcome; access is restricted if a specific legal claim or obligation requires longer retention. Operational logs, address-search cache entries and provider-held copies have separate lifecycles; their complete expiry schedule is still being verified.

Selected production recovery uses daily Supabase database backups under the seven-day availability plan. A daily point may omit later changes, Storage file bytes and some service settings or custom-role passwords. Existing older custom archives remain restricted under their original locks, expiry and holds; new custom capture is off. These different copy lifecycles are not a promise that all provider copies disappear on one date or that every record can be restored. Restored information must not return to normal use until current removals, permissions, erasures and withdrawals have been reconciled.

Company owners must export and securely retain the records their business needs outside CrewLoca. We recommend doing this after each payroll period, after material corrections and before closing the account, with more frequent copies where the business needs them. This responsibility does not remove CrewLoca’s security, rights-handling or processor obligations. Copies a company or individual downloads, or pending entries on an offline device, are not automatically erased when server records are removed.

8. Essential device storage and notifications

Sign-in storage supports authentication and your Remember me choice. A remembered session uses persistent browser storage; otherwise session storage is used. The app also stores a limited workspace cache, pending clockings and app assets for offline use. These functions are needed for the service you request; they are not advertising tracking.

Pending clockings remain on the device until acknowledged by the server or explicitly removed. Clearing browser data can lose unsent work. Sign out on shared devices, check that pending entries have synchronised, and protect your device. We cannot guarantee remote removal from a disconnected device.

Where you enable push notifications, a browser push service receives delivery information and we keep the subscription needed to send them. You can change notification permissions in your browser or device settings. Disabling notifications does not itself delete attendance records.

9. Website statistics and your choice

When enabled, the public homepage counts page views, demo interactions and pricing interactions to understand and improve this website. Your browser reduces the referring website to a broad source category such as Google, Bing, ChatGPT, other or unknown. It does not send the original referring URL to our statistics endpoint.

Our statistics table holds daily source-and-event totals, with no visitor identifier, IP address, account ID or advertising profile. Events are deduplicated only in the currently open page. Totals older than the 90-day reporting window are removed when collection or reporting next runs; they may remain longer during inactivity. Separate hosting logs are not part of this aggregate table.

These limited statistics are used solely for website improvement. We rely on the applicable statistical-purpose exception for storage or access, with this notice and a simple free objection below; where personal information is involved, our basis is legitimate interests in improving the website. We do not use these events for advertising, identifying visitors or tracking people across services.

Turn collection off below without signing in. We also respect Do Not Track and Global Privacy Control, and these signals override an allow preference. The preference itself is stored only to remember your choice. If browser storage cannot be read, our statistics are not sent.

10. Your rights and complaints

Depending on the circumstances, you may request access, correction, erasure, restriction or portability, object to processing based on legitimate interests, and withdraw consent where that is the basis. Rights are not absolute; we will explain any applicable limit. You also have rights concerning significant solely automated decisions where the law applies.

For company attendance records, contact your employer or use Help & your data in the app. You may also email support@crewloca.com; signing in is not required to make a request or complaint. We will assist the responsible company rather than treating a worker’s request as permission to erase other people’s records. For our own controller processing, we handle the request directly.

We may need proportionate information to verify identity or understand a request. We respond to rights requests without undue delay and normally within one month, subject to the lawful rules on verification, clarification and extensions. If a permitted extension is needed, we will explain it within the initial response period. Requests are normally free.

You can complain to support@crewloca.com about how your information is handled. We acknowledge data-protection complaints within 30 days, investigate without undue delay and keep you informed. You may also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint/ and seek any other legal remedy available to you.

• Contact CrewLoca privacy support
• Complain to the ICO

11. Changes to this notice

The date above identifies this version. We will update the notice when relevant processing changes and bring material changes to affected users’ attention as appropriate. Reading or accepting this notice is not consent to every processing activity, and does not waive your rights.

Optional Google Analytics

Updated 25 October 2026. Separately from the limited statistics above, we offer Google Analytics 4 on public marketing pages, only after you accept analytics cookies. Rejecting does not affect browsing, downloading free timesheets or registering launch interest. Do Not Track and Global Privacy Control keep it off.

When accepted, Google receives technical information such as your IP address and browser information, a cookie-based browser identifier, public page views, approved campaign labels, free-timesheet download events and a successful new launch-interest registration event. We do not send registration form inputs, email addresses, company names, private app or clocking records, or withdrawal tokens. Page addresses sent to Analytics exclude arbitrary query strings and fragments; referrers are reduced to their website origin.

We use this information, with your consent, to understand website use and campaign performance. Google Analytics cookies help estimate users and sessions; they cannot reliably identify separate people or eliminate every automated visit. Analytics figures can be incomplete because of consent choices, blockers and technical failures. Our private registration records remain the authoritative current interest list.

Your consent choice is remembered in this browser for up to 180 days. Analytics cookies are configured to expire after 180 days without renewal. Google Analytics user and event data retention is set to two months, without resetting on new activity; aggregated reports may be kept longer. We do not enable advertising personalisation, Google Signals or user-provided data collection. Google processes data under its Analytics and Data Processing terms and may process it outside the UK using the applicable transfer arrangements.

How Google uses information from sites and apps · Google Analytics browser opt-out

Change your choice at any time on this Privacy page using Change analytics cookie settings. Rejecting after acceptance clears this site’s Analytics cookies and stops further Analytics collection in this browser; it does not erase data already processed by Google.