How CrewFlow360 handles information

Who is responsible for the information

Each service business that uses CrewFlow360 controls the customer, job, and workforce information placed in its workspace and decides how it is used. For that information, CrewFlow360 acts as a service provider that processes it on the business's behalf and under its instructions. For questions about a specific job, quote, invoice, photo, signature, or customer record, contact the service business that created it. CrewFlow360 is responsible for account, billing, security, and operational information it collects to run the service.

Information we process

• Account and workspace details: names, email addresses, roles, business profile and settings, and authentication records.
• Customer and job details entered by the business: contact information, addresses, schedules, services, notes, quotes, invoices, payment-status records, and communication preferences.
• Field-work content: job photos, progress notes, completion records, customer signatures, and consent records.
• Conversations a customer has with a business through the CrewFlow360 booking chat, and documents a business uploads to its knowledge library.
• Subscription details for the business account, such as plan, status, and billing history. Card and bank details are collected by our payment reseller, not stored by CrewFlow360.
• Device and operational data: push-notification tokens, app installation identifiers, audit events, security logs, and basic diagnostic information.

How we use it

We use information to authenticate users; keep each business's workspace separate; schedule, assign, and complete jobs; prepare and share business documents; send the emails and notifications a business requests; provide AI-assisted features; manage subscriptions; protect and troubleshoot the service; and meet legal obligations. CrewFlow360 does not sell personal information, does not share it for cross-context behavioral advertising, and does not use workspace information for advertising.

AI-assisted features

Some features, such as the booking chat, scheduling suggestions, and draft work reports, invoices, and follow-ups, send the relevant workspace information to an AI model provider to generate a proposal. A team member reviews proposals before anything is saved, sent, scheduled, or charged. Under our provider's API terms, submitted data is not used to train its models by default. AI output can be wrong; businesses remain responsible for what they approve.

Emails and your choices

Businesses use CrewFlow360 to send service messages, such as invitations, quotes, invoices, work reports, and payment reminders, and, where a customer has agreed, review requests. Every review request includes an unsubscribe link that stops further marketing email from that business; service messages about active jobs and invoices continue. If an email address bounces or is reported as spam, CrewFlow360 stops sending to it. Each business is responsible for obtaining any consent its messages require.

Service providers and sharing

Information is visible to authorized members of the relevant workspace and, when a business shares a secure link, to the intended recipient. CrewFlow360 uses these service providers, which may process information only to provide their services to us:

• Supabase for the database, authentication, and file storage.
• Vercel for hosting the web application.
• OpenAI for AI-assisted features.
• Resend for delivering email.
• Expo for delivering mobile push notifications.
• Paddle, our reseller and merchant of record, for subscription checkout, payments, invoicing, and sales tax.

We may also disclose information when required by law, to protect the rights and safety of users and others, or as part of a merger, acquisition, or sale of assets, in which case this notice will continue to apply to the information transferred.

Cookies

CrewFlow360 uses only the cookies needed to keep you signed in and to secure your session. We do not use advertising or third-party analytics cookies.

Device permissions

Camera and photo-library access is used only when a team member chooses to add job photos. Notification permission is used to deliver selected operational alerts. Permissions can be changed in device settings, although doing so may disable those features.

Retention and security

Workspace information is kept while the business's account is active and for a limited period afterward so it can be exported or restored, then deleted unless the business asks otherwise or we must keep it to meet legal, tax, security, or dispute-resolution obligations. Backups are kept for a limited period and then overwritten. CrewFlow360 uses access controls, workspace isolation, encryption in transit, private file storage, malware scanning of uploaded documents, and audit trails, but no system can guarantee absolute security. If a security incident affects your personal information, we will notify affected businesses and individuals as required by law.

International processing

CrewFlow360 and its service providers may process information in the United States and other countries where they operate. We take steps to keep information protected wherever it is processed.

Your rights and requests

Depending on where you live, including several U.S. states, you may have the right to know what personal information is processed about you, to obtain a copy, to correct it, to delete it, and to opt out of certain uses. Requests about customer or job information should be sent to the service business that controls the workspace; we will help that business respond. Account and platform requests can be sent to CrewFlow360 using the contact details below. We may need to verify your identity and authority before completing a request, and we will not discriminate against you for exercising your rights. Team members can change notification preferences in the app.

Children

CrewFlow360 is a business service and is not directed to children under 13. We do not knowingly collect personal information from children.

Changes to this notice

We may update this notice as the service changes. The effective date above shows when it was last revised, and we will notify account owners of material changes.

Contact CrewFlow360

See also the Terms of Service.