Privacy Policy

This policy explains what personal data Crew Systems Private Limited (“Crew”, “we”) collects, why, and the choices you have. It covers our websites (crew.inc and crewhrms.com) and the Crew apps.

1. Our two roles

For our own customers and website visitors, we are the data controller. This covers account details, billing information and how you use our website.

For employee data inside a customer’s Crew account, we are a processor. The employer decides what is tracked, such as attendance, screenshots, app and website activity or location, and we process it only on their instructions. Employees should contact their employer first about this data.

2. What we collect

• Account and contact data: name, work email, phone, company, country and role.
• Billing data: plan, invoices, GSTIN and payment status. Card and bank details are handled by our payment providers, not stored by us.
• Workforce data, on the employer’s instructions: attendance records, biometric punch logs synced from devices, selfies used for check-in, screenshots, app and website usage, active and idle time, GPS location during work hours, leave and payroll data.
• Website and app usage: pages visited, device, browser, approximate location from IP address, and cookies.

3. Why we use it

• To provide, secure and support the Crew service.
• To show prices for your region and process payments.
• To send service messages, such as trial, renewal and payment notices.
• To send product updates and marketing, which you can opt out of at any time.
• To improve Crew and meet legal obligations.

4. Legal bases

Where the GDPR applies, we rely on contract (to provide the service), legitimate interests (to secure and improve it), consent (for optional marketing and cookies) and legal obligation. In India, we process personal data in line with the Digital Personal Data Protection Act, 2023.

5. Who we share it with

We do not sell personal data. We share it only with service providers who help us run Crew, such as cloud hosting on Amazon Web Services, payment providers, and email and SMS providers, under contracts that protect it. We may disclose data when the law requires it.

6. Where data is stored

Crew is hosted on Amazon Web Services. When data moves between countries, we use safeguards required by applicable law, such as standard contractual clauses.

7. How long we keep it

We keep account data while your account is active. If an account is paused or cancelled, workforce data is kept for 30 days so you can restart, then deleted. We keep invoices and billing records as long as tax law requires.

8. Security

Crew is ISO 27001 certified and GDPR compliant. Access to data such as screenshots is role-based, and changes are recorded in audit logs.

9. Your rights

Depending on where you live, you can ask to access, correct, delete or export your personal data, object to or restrict processing, and withdraw consent. Employees of our customers should send requests to their employer, and we will help the employer respond. You can also complain to your local data protection authority.

10. Cookies

We use essential cookies to run the site and, with your consent where required, analytics and advertising cookies, including Google and Meta tags. You can change your choice at any time in the cookie settings.

11. Children

Crew is a business service and is not meant for anyone under 18.

12. Grievance officer and contact

For privacy questions or complaints, contact our Grievance Officer, Ritesh Kothari, at sales@crew.inc, or write to Crew Systems Private Limited, C-303, Sumel Business Park-6, Dudheshwar, Ahmedabad 380004, Gujarat, India.

13. Changes

We will post any changes here and update the date above. For significant changes, we will notify account owners by email.