Privacy Policy

1. Information We Collect

Depending on the services enabled by your organization, we may process business and workforce data such as: employee profile details, job and organizational data, attendance and leave records, payroll-related records, documents uploaded by authorized users, location information where location features are enabled (see Section 3), device and application information from our mobile applications (see Section 4), and usage logs required for platform performance and security.

2. How We Use Information

We use data to deliver HR workflows, maintain platform operations, support reporting and analytics, provide customer support, improve product capabilities, enforce security controls, and meet legal or compliance requirements.

3. Location Information

Where your employer has enabled location features, the Crew mobile application collects location information from your device. What is collected, and when, is described below.

Location at attendance events. When you punch in or punch out, we capture your device's position to verify that the attendance event occurred within a location your employer has designated (geofencing).

Continuous location during an active shift. If your employer has enabled shift tracking for your role, the application records your device's position at regular intervals — approximately every fifteen minutes — for the duration of your shift. This collection continues while the application is closed or running in the background, and requires the "Allow all the time" location permission on Android or the "Always" location permission on iOS. Your device will ask for this permission separately, and the application explains why before asking.

This collection begins when you punch in and stops when you punch out. It does not run outside an active shift, on days you have not punched in, or after you sign out of the application. This limit is enforced on our servers, not only within the application.

On-demand current location. While you are on an active shift, a designated administrator at your employer may request your device's current position. When such a request is made, the application takes a single position reading and returns it. The request expires after 45 seconds; if your device does not respond within that window, no location is provided. A record of every such request — including who made it, when it was made, and whether it succeeded — is retained and is available to your employer.

Information collected alongside your position. Together with latitude and longitude, we collect the accuracy radius of the reading, the time it was taken, your device's battery level, an indication of whether the reading appears to have been simulated by mock-location software, and a device identifier and push-notification token used to route requests to the correct device.

What we do not do. We do not collect location outside an active shift. We do not sell location information or use it for advertising. We do not use it to build any profile beyond the workforce-management purposes your employer has configured.

Who can see it. Your location information is visible to your employer through the Crew platform, subject to the access controls your employer configures. On-demand location requests are restricted to administrators holding an elevated role. Crew personnel access location data only where necessary to operate, secure, or support the service.

Service providers. Map rendering and geocoding are performed using Ola Maps, which receives coordinates in order to return map imagery. Push messaging used to deliver on-demand location requests to your device is operated through Google Firebase Cloud Messaging. Both act under contract and are permitted to use the information only to provide those services.

How long we keep it. Shift tracking points are retained for 12 months from the date of collection. Records of on-demand location requests are retained for 90 days. Your employer may separately retain location-derived records, such as attendance registers, under its own retention policy.

Your employer's role. Location features are enabled and configured by your employer, which acts as the data fiduciary/controller for this information. Crew operates as a processor on your employer's instructions. Questions about why location is collected in your workplace, or requests to access or delete it, should be directed to your employer in the first instance; we will support your employer in responding.

4. Mobile Application

Crew provides a mobile application for Android and iOS. In addition to the information described elsewhere in this Policy, the application may access the following device capabilities, each with your permission and each only for the stated purpose:

• Location (foreground and background) — attendance verification, geofencing, and shift tracking, as described in Section 3.
• Camera — capturing profile photographs and attendance selfies where your employer requires them.
• Photo library — attaching documents and images to requests you submit.
• Biometrics (fingerprint / Face ID) — unlocking the application on your device. Biometric data is processed entirely on your device, never leaves it, and is never transmitted to Crew.
• Notifications — delivering approvals, reminders, and workflow alerts.

You may withdraw any of these permissions in your device settings at any time. Withdrawing location permission will prevent attendance and shift-tracking features from functioning and may affect how your attendance is recorded — please discuss this with your employer before doing so.

5. LinkedIn App Data Use

If a LinkedIn integration is enabled, Crew only uses permitted LinkedIn data to provide approved product functionality and user-requested workflows. We do not sell LinkedIn member data, and we do not use it for unrelated advertising purposes.

6. Our Website, Cookies & Marketing Communications

This section covers crew.inc as a marketing website, separately from the workforce data described above.

Analytics and advertising. We use Google Analytics and Google Tag Manager to understand how visitors use this website, and LinkedIn's conversion-tracking pixel to measure the performance of our LinkedIn advertising. These tools may set cookies or similar identifiers in your browser and collect information such as pages viewed, referring source, and device or browser information. They do not have access to data inside your organization's Crew workspace.

Website chat assistant. If you use the chat assistant on this website, the messages you send are transmitted to our marketing systems to generate a response and, where you share contact details or ask for a demo, may be used by our sales team to follow up with you.

Forms and applications. If you submit a contact form, request a demo, or apply for a role through our careers page, we collect the information you provide — such as name, email, phone number, company, and, for job applications, your resume — to respond to your enquiry or evaluate your application.

You can control cookies through your browser settings. Disabling cookies may affect how parts of this website function but does not affect your employer's use of the Crew platform itself.

7. Sharing of Information

We may share information with trusted service providers who support infrastructure, security, analytics, communications, mapping, and push messaging under contractual confidentiality obligations. We may also disclose information when required by law, regulation, legal process, or to protect platform and user security.

8. Data Security

Crew applies administrative, technical, and organizational safeguards designed to protect personal and business data against unauthorized access, misuse, loss, alteration, and disclosure. Authentication credentials and session data on mobile devices are held in the device's secure storage.

9. Data Retention

We retain information for as long as needed to provide services, fulfill contractual obligations, maintain business records, resolve disputes, and comply with legal requirements. Retention periods vary based on data type and customer configuration. Retention periods specific to location information are set out in Section 3.

10. Your Organization's Role

For customer-managed HR data, your employer or organization generally acts as the data controller/data fiduciary and Crew acts as a service provider/processor. Requests related to access, correction, or deletion of employee data should usually be directed to your organization first.

11. International Transfers

Where data is transferred across regions, Crew uses appropriate contractual and technical safeguards consistent with applicable privacy and data protection laws.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material updates will be reflected by revising the "Last updated" date on this page.

13. Contact

For privacy-related questions, contact us through our official channels at crew.inc.

Crew Systems Private Limited

C-303, 3rd Floor, Block-C, Sumel Business Park-6, Dudheshwar Tavdipura, Ahmedabad- 380004, Gujarat

Email: sales@crew.inc

Support: 8866255228

GSTIN: 24AANCC5571C1ZR