Crewzon Privacy Policy

Crewzon is operated by NOT ANOTHER APP BUILDER PTY. LTD. (ACN 699 954 071, ABN 92 699 954 071) trading as Crewzon ("Crewzon", "we", "us" or "our").

This Privacy Policy explains how we collect, hold, use and disclose personal information when people use the Crewzon website, web application, mobile applications, support services and related products. Crewzon adopts the Australian Privacy Principles as its handling standard. Statutory coverage and regulator powers depend on the law; this statement does not claim that Crewzon has been formally registered as an opt-in organisation.

This policy applies to website visitors; businesses that create or administer a Crewzon workspace; employees, contractors and technicians invited into a workspace; customers and site contacts whose details are entered by a Business Account; and people who contact us for support, sales, privacy or billing matters.

A Business Account controls the customer, worker and job records it enters into Crewzon. Crewzon generally handles those records as a service provider for the Business Account. Crewzon separately controls information used to operate and secure Crewzon, administer subscriptions, communicate with users and meet our own legal obligations.

This policy does not apply to third-party websites, apps or services that Crewzon does not operate.

The information we collect depends on how Crewzon is used and may include:

• names, business names, ABNs or ACNs, contact details and business addresses;
• account roles, permissions, workspace membership and preferences;
• subscription status, billing contacts and payment metadata;
• customer, site, job, schedule, quote, invoice, work-history and asset records;
• work sessions, pay-period groupings, time entries, leave/availability, assigned work and point-in-time location for enabled attendance, geofence, routing or arrival-estimate actions;
• recurring-maintenance schedules, potential visits and customer booking communications;
• connected accounting-company identifiers, authorised scopes, customer/item/tax mappings, invoice and payment/credit/refund reconciliation records;
• photos, documents, certificates, forms, messages, signatures and other attachments;
• IP address, device type, operating system, browser, app version, time zone and authentication or session events;
• pages, screens and features used, web performance measurements, crash reports, logs and diagnostics; and
• support, privacy, security, sales and billing communications.

We do not collect card numbers through Crewzon's own forms when payment details are entered directly into a payment provider's hosted interface. The payment provider may give us transaction identifiers, payment status, plan and limited billing metadata.

Authentication and Passkeys

Passwords are stored using secure hashing and are not stored in plain text. We may hold session records, one-time-code events, two-factor authentication settings, backup-code records and security audit events needed to protect accounts.

On supported devices, a passkey may be unlocked using a device biometric, device passcode or security key. Crewzon does not receive or store the user's fingerprint, face image, biometric template, device passcode or passkey private key. Crewzon may store public passkey credential material, credential identifiers, device-type metadata and authentication results needed to verify the passkey.

Location information and maps

An enabled location action may capture coordinates, accuracy and capture time for a time entry, geofence check, route or arrival estimate. The configured service may derive an address, distance, travel time or geofence result. Crewzon does not provide continuous background or off-duty tracking.

The feature notice identifies the mapping/geocoding provider before information is sent. A traffic-aware ETA uses a deliberate foreground request and may share an origin and destination with that provider. The customer receives the arrival estimate and necessary job/contact details, not a continuous location feed. Opening a device navigation app passes the selected destination and any explicitly supplied origin to that app under its own terms.

Device permissions can be withdrawn. Refusal or poor accuracy can affect a configured location feature; a geofence setting may require a reason or block submission. A worker should contact the business for correction or a manual record, and Crewzon for a service error. GPS and automated results are not conclusive evidence about attendance, pay or misconduct. Employer notices and consultation are separate from device permission and this privacy notice.

Sensitive information

Some leave, health, safety or certificate content may be sensitive information. Collect only what is necessary for a specified work purpose. Prefer an absence status, credential validity or required work restriction to a diagnosis or full medical history. Do not upload unrelated clinical records, biometric templates, TFNs, identity-document copies or other sensitive material through free-text or attachment fields merely because the field accepts it.

Before permitted sensitive collection, Crewzon requires a recorded basis that covers its handling as well as the business's: valid, specific consent or an identified legal exception. Business instructions alone do not supply that basis. A consent record identifies the information, purpose, recipients, relevant notice, person and date; it is separate from general terms acceptance. Contact privacy@crewzon.com to withdraw consent or discuss an alternative. Withdrawal affects future reliance on consent; necessary lawful preservation is assessed separately. No new collection may rely on withdrawn consent.

Even a reduced absence status can be health information. Crewzon assesses applicable state/territory health-records obligations as well as federal privacy law; it does not treat ordinary payroll retention as authority to keep unnecessary medical detail. Crewzon assesses its own collection obligations. It does not assume that an employer's employee-records exemption transfers to Crewzon. Unexpected or excessive information is restricted and assessed promptly for lawful retention, redaction or destruction; receiving a file does not authorise further use.

We collect personal information:

• directly when a person creates or uses an account, completes a form, uploads a file, contacts us or uses a feature;
• from Business Account owners or administrators who invite users or enter customer, worker and job information;
• automatically from browsers, devices, applications, cookies, local storage, logs and diagnostics;
• from hosting, database, storage, authentication, payment, communications and diagnostics providers; and
• from public or third-party sources where lawful and reasonably necessary.

Where reasonable and practicable, we collect personal information directly from the individual. Our Collection Notice gives more detail for common collection points.

Where we receive personal information indirectly, including from a Business Account, an integration or a public source, we take reasonable steps in the circumstances to ensure the person is aware of the matters required by law. Those steps may include requiring the Business Account to give its own notice, providing this policy and our Collection Notice through invitation and sign-in flows, or giving a notice at the relevant collection point.

People may deal with Crewzon anonymously or using a pseudonym where lawful and practicable, for example when making a general enquiry that does not require us to identify an account or person. Identification is ordinarily required to create or secure an account, grant workspace access, process billing, investigate an account-specific issue or exercise a privacy right where identity must be verified.

We collect, hold and use personal information to:

• provide and administer Crewzon accounts, workspaces and subscriptions;
• authenticate users and protect accounts, systems and data;
• schedule, dispatch, perform and record field-service work;
• support customer, site, quote, invoice, timesheet and payroll-input workflows;
• store job evidence and make it available to authorised workspace users;
• send service, security, support and billing communications;
• process subscriptions and payments;
• provide support and investigate incidents, complaints or disputes;
• measure reliability and product usage and improve Crewzon;
• prevent fraud, misuse and unauthorised access;
• comply with legal, tax, accounting and record-keeping obligations; and
• enforce our agreements and protect legal rights.

If required account, contact, workspace or job information is not provided, we may be unable to create an account, provide the requested feature, secure the service, process billing or respond to a request. Refusing optional device permissions may prevent the related mobile feature from operating.

We do not sell Customer Data, pool it across businesses, use it for advertising or benchmarking, or train models on it. De-identification does not override this restriction. Reports for a business use its own authorised records. Separately minimised website/app performance and security telemetry supports service operation and improvement; it is not permission to repurpose customer, worker, job or financial content.

Depending on the enabled feature, Crewzon uses:

These tools may influence significant outcomes even when a person makes the final decision. Crewzon does not claim that human involvement removes privacy transparency obligations. Businesses must not use an automated result alone for adverse employment, disciplinary, pay, safety or licensing decisions.

Ask the business about its decision and the records it used; contact privacy@crewzon.com about Crewzon's processing or to seek access/correction. Support can investigate technical rules and escalate an unresolved access problem without requiring unsafe disclosure of credentials. Any new materially different automated use is assessed and disclosed before activation.

Crewzon uses service communications such as invitations, security notices, job confirmations, ETA messages, quotes, invoices and payment or support updates. Recipients and authorised business senders are checked for the requested purpose. Adding promotional content can change a message's legal classification; calling it transactional does not exempt it from applicable messaging requirements.

Crewzon does not currently provide promotional campaigns. We will not use acceptance of these terms, a worker invitation or a customer invoice as blanket marketing consent. If marketing is introduced later, the applicable notice, permission, sender identification and working unsubscribe controls must precede activation. A withdrawal is recorded and honoured within the applicable deadline. Essential non-promotional security or service messages are assessed separately.

Use notification settings or contact the business to agree ordinary contact hours and alternative channels. An app notification does not create an obligation to read or respond outside working hours. The business remains responsible for lawful contact and applicable workplace rights.

Crewzon uses essential cookies or similar storage for authentication, sessions, security and preferences. The website also uses privacy-preserving Vercel Web Analytics and Speed Insights to understand aggregate usage and performance. Release mobile applications use Expo EAS Insights and Observe for aggregate launch usage, release-linked startup, rendering and navigation performance, and mobile diagnostics. This processing may include an anonymous installation identifier, app/build/update version, platform, device model, operating-system version, country-level location, network and device-performance state, filtered route names, timing data, and unhandled JavaScript error messages and stacks. Crewzon filters job, customer, member, message-thread and site route parameters and does not add Crewzon account identifiers or custom workflow events to Expo Observe.

Crewzon does not currently activate third-party marketing or cross-site advertising cookies and does not use Expo mobile telemetry for advertising profiles.

More detail is available in the Cookie Policy.

Depending on the feature used, we may disclose personal information to:

• the Business Account and its authorised owners, administrators and users;
• customers or recipients chosen by the Business Account, such as when a quote or invoice is emailed;
• hosting, database, storage, email, payment, notification, app-platform, geocoding and diagnostics providers;
• professional advisers such as lawyers, accountants, auditors and insurers;
• regulators, courts, law-enforcement bodies or other parties where required or permitted by law;
• a buyer or adviser involved in a proposed sale, merger, financing or restructure, subject to appropriate confidentiality arrangements; and
• another party with consent or at the direction of the person or relevant Business Account.

The provider list, feature status and likely processing locations are in Subprocessors. Crewzon's core Better Auth library is self-hosted; it is not a separate recipient merely because its code is used. A separately managed authentication service is not an authorised recipient under this policy. Crewzon will assess and disclose any such service before it receives personal information.

Some providers may process or allow authorised support access to personal information outside Australia. Depending on the feature and provider, likely countries or regions include the United States, Japan, New Zealand, the Philippines, the United Kingdom, countries in the European Economic Area and other locations used by global app-platform, payment, network or support operations. Core production database records are hosted in Sydney, Australia; individual providers and feature-dependent processing are described more specifically in the Subprocessors list.

Where Australian Privacy Principle 8 applies to an overseas disclosure, we take reasonable steps in the circumstances to require appropriate handling, unless an exception applies. Provider locations and infrastructure can change, so the subprocessor list identifies likely locations where practicable rather than guaranteeing that every processing event occurs only there.

Crewzon takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Current measures include TLS in transit, secure password hashing, role-based and tenant-scoped access controls, authentication safeguards, audit and security logging, error monitoring and provider-managed backups.

No online service can guarantee absolute security. Security concerns can be sent to security@crewzon.com.

We retain information for as long as reasonably necessary to provide Crewzon, maintain security, meet legal, tax and accounting obligations, resolve disputes, enforce agreements and protect legitimate business interests. When information is no longer needed for a permitted purpose and no law or order requires retention, we take reasonable steps to destroy it or ensure it is de-identified. Our Data Retention Schedule specifies record classes and review/expiry events. A disabled cleanup schedule is not permission for indefinite retention. De-identification is not permission for cross-business reuse.

Deletion of a personal login does not necessarily delete jobs, timesheets, messages, invoices, signatures, location snapshots, audit records or other records controlled by a Business Account. More detail, including request channels and existing exports, is in Account Deletion and Data Retention.

We take reasonable steps in the circumstances to keep personal information we use or disclose accurate, up to date, complete and relevant. An individual may ask for access to, or correction of, personal information we hold about them by contacting the Privacy Officer at privacy@crewzon.com. No particular wording is required. We may need to verify identity and may refuse or limit a request where permitted by law.

We will respond within a reasonable period, aiming to acknowledge within 5 working days and provide an outcome or substantive update within 30 calendar days. We do not charge for making an access or correction request or for correcting personal information. Any lawful charge for giving access is reasonable, not excessive, explained in advance and assessed against the applicable access regime. If we refuse access or correction, we will give written reasons and available complaint steps where required. If a correction is refused, the individual may ask us to associate a statement with the information recording that they say it is inaccurate, out of date, incomplete, irrelevant or misleading. Where required and reasonably practicable, we will notify relevant prior recipients of a correction.

If the information is Customer Data controlled by a Business Account, we may refer the request to that Business Account or assist it to respond. Users can also update some account information through available profile settings.

Privacy complaints should describe the issue, relevant dates and the outcome sought and be sent to the Privacy Officer using the contact details below.

We aim to acknowledge privacy complaints within 5 working days and provide an outcome or substantive update within 30 calendar days, sooner where required by law. If more time is needed, we explain the next step and expected timing. We may contact the complainant for further information and will provide the outcome or next steps in writing where appropriate.

If a person is not satisfied with our response, they may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au, subject to the OAIC's processes. Relevant state/territory health-privacy complaint routes may also apply, including the Victorian Health Complaints Commissioner, NSW Information and Privacy Commission and ACT Human Rights Commission. Contact us for the applicable route; an internal complaint does not waive a court or regulator remedy.

We begin a reasonable and expeditious assessment when aware of reasonable grounds to suspect an eligible breach, where the NDB scheme applies. We take all reasonable steps to finish within 30 calendar days of that awareness, sooner where possible. This is an assessment limit, not a notification waiting period. Customer incident notices follow the earlier contractual DPA trigger. We will notify affected individuals and the OAIC as soon as practicable when required by law.

Crewzon does not adopt an Australian government-related identifier as its own identifier for a person. If a Business Account enters an identifier required for a lawful business record, Crewzon will use or disclose it only where authorised by law or reasonably necessary for the purpose for which it was provided.

Crewzon is not a consumer service directed to children. A business may include a young worker or apprentice where lawful and necessary. It must provide an age-appropriate explanation, minimise their information and restrict access. Privacy consent depends on the young person's capacity to understand the specific decision; age or an employer's approval alone does not establish it. Where capacity is insufficient, an appropriate authorised representative must be involved if consent is the basis relied on. The young person should still be involved in an understandable way. Business-contract acceptance requires an authorised adult representative.

• Privacy Officer, NOT ANOTHER APP BUILDER PTY. LTD. trading as Crewzon
• ACN 699 954 071 / ABN 92 699 954 071
• Postal address: 1A Lara Way, Campbellfield VIC 3061, Australia
• Email: privacy@crewzon.com
• Website: crewzon.com

We may update this policy as Crewzon, our providers or legal requirements change. If a change is material, we will take reasonable steps to notify affected users, for example by email, in-app notice or website notice. The effective date above identifies the current version.