CrewTally Privacy Policy

1. Who This Policy Applies To

This Policy applies to three groups of users:

• Administrators and Supervisors, who create and manage a company workspace.
• Workers, who are invited by an Administrator to record their time.
• Visitors, who browse our public marketing pages without an account.

If you are a Worker, your employer or hiring party is the customer of record for your workspace. Your employer decides what data to enter, how long to keep it, and who inside the workspace can see it. Requests about your workspace data should be directed to your employer first.

1.1 Customer and Company Roles. For personal information contained in workspace records and other Company Data, the customer generally determines why and how that information is processed, and Company processes that information on the customer's behalf, subject to applicable law. Company may process certain personal information for its own purposes where necessary to administer accounts, maintain security, prevent fraud and abuse, manage billing and subscriptions, analyze and improve the Service, comply with legal obligations, and establish or defend legal claims.

2. Information We Collect

2.1 Information you provide directly. This includes name, email address, chosen password, job title, role, and, if applicable, hourly pay rate. Administrators may also provide company name, mailing address, and billing details.

2.2 Information generated by using the Service. Time entries (start time, end time, break and lunch entries, notes), edit requests, approvals, job records, task records, and export activity. Some of this is generated by your device (for example, timestamps at the moment of clock-in).

2.3 Device, timezone, and log information. IP address, browser type, operating system, device identifiers, and pages viewed. We also record the timezone reported by your device and store it with your time entries, so that hours are shown on the calendar day you actually worked rather than the day in another timezone. This information is used for security, fraud prevention, correct time reporting, and product analytics.

2.4 Local device storage. The Service stores certain data on your device to make the app work. This includes session tokens for staying signed in, service worker cache for offline use, and, if you enable it, an encrypted copy of your password protected by your PIN. See Section 8 for details on PIN storage.

2.5 Cookies and similar technologies. We use a small number of first-party storage keys for authentication and preferences. We do not use third-party advertising cookies or cross-site tracking pixels.

2.6 Payment information. Paddle.com Market Ltd. and its affiliates ("Paddle") act as the merchant of record for paid subscriptions, meaning your purchase is made from Paddle. Payment card details are collected directly by Paddle on its own checkout and are never transmitted to or stored on our servers. From Paddle we receive the billing contact name and email, the country and postal region used for tax purposes, the card brand and last four digits, the subscription status, and the transaction reference. We do not receive or store full card numbers.

2.7 Information Paddle collects independently. As merchant of record, Paddle collects and processes billing information for its own purposes, including tax compliance, fraud prevention, and its legal obligations as the seller. For that information Paddle acts as an independent controller rather than on our behalf, and its handling of your information is governed by Paddle's own privacy notice at paddle.com/legal/privacy.

2.8 Sensitive information. The Service is not designed to collect, and you agree not to submit, government-issued identification numbers, health information, or other sensitive categories of personal information.

3. How We Use Information

We use information to:

• Provide, operate, and improve the Service, including delivering the features you request.
• Authenticate users, maintain account security, and prevent abuse.
• Determine the correct local calendar day for recorded time.
• Manage subscriptions, seat counts, and entitlements, and to reconcile billing events received from Paddle.
• Send authentication messages, limited to signup confirmations and password reset links. Crew invitations are generated as a link that an Administrator sends through their own email, messaging app, or in person; we do not transmit them. Billing receipts and notices are sent by Paddle as merchant of record.
• Respond to support requests, including refund and billing inquiries.
• Analyze aggregated and de-identified usage patterns to improve the product.
• Comply with legal obligations and enforce our Terms of Service.

We do not sell personal information. We do not use personal information for third-party advertising.

4. How We Share Information

4.1 Within your workspace. Time entries, notes, and profile fields are visible to Administrators and Supervisors of your workspace. Workers can see their own entries and, where enabled, aggregate visibility of teammates on the same job.

4.2 Service providers. We share information with the following providers to operate the Service. Each is bound by contract to use the information only for the stated purpose, except Paddle, which also acts as an independent controller as described in section 2.7.

Subprocessor Updates. We may change or add service providers as the Service evolves. We will update this Privacy Policy or our published list of subprocessors, as applicable, to reflect material changes to the providers that process personal information on our behalf.

4.3 Billing data flow. When you subscribe, your company workspace identifier is passed to Paddle so that the correct workspace can be activated, and Paddle sends us subscription status events so we can grant or withdraw access. We do not send Company Data, time entries, or worker records to Paddle.

4.4 Legal Requests. We may disclose information if required by law, subpoena, court order, or governmental request, or if we believe disclosure is necessary to protect rights, safety, or property. Where legally permitted, we will provide the affected customer with notice of a governmental or legal request for Company Data before disclosure.

4.5 Business transfers. If Company is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction. We will notify affected users.

4.6 With your consent. We may share information for any other purpose with your consent.

5. Data Retention

We retain workspace data for as long as your account is active. When an Administrator cancels the subscription, we retain the workspace in a read-only state for thirty (30) days to allow export, then permanently delete the workspace and its associated time entries unless we are required by law to retain them longer. Backup copies are purged on a rolling ninety (90) day cycle.

5.1 Billing records. Records of subscription transactions are retained for at least seven (7) years to comply with tax and accounting obligations. Because Paddle is the seller of record, Paddle also retains transaction records under its own retention schedule and legal obligations, independently of our retention periods and of any deletion request you make to us.

6. Data Security

We use industry-standard security practices, including:

• Transport encryption (TLS) for all connections to the Service.
• Encryption of data at rest by our database provider.
• Row-level security policies that restrict data access to authorized users within a workspace.
• Password hashing using industry-standard algorithms.
• Optional PIN unlock on personal devices, where the PIN is derived using PBKDF2 with 100,000 iterations and the underlying password is encrypted with AES-GCM.
• Verification of the cryptographic signature on billing events received from our payment processor before they are applied to an account.

No system is perfectly secure. If we become aware of a security incident affecting personal information, we will provide notice as required by applicable law. Where Company processes affected Company Data on behalf of a customer, we will notify the affected customer as required by applicable law and reasonably cooperate with the customer's legally required response to the incident.

7. Your Rights

Depending on where you live, you may have rights under privacy laws, including the right to:

• Access the personal information we hold about you.
• Correct inaccurate information.
• Delete your information, subject to legal exceptions.
• Receive a copy of your information in a portable format.
• Object to or restrict certain processing.
• Withdraw consent, where processing is based on consent.

Workers should first ask their Administrator, because Administrators control workspace records. If you are an Administrator, or if your Administrator cannot help, contact us at admin@getcrewtally.com and we will respond within the time required by applicable law.

7.1 Billing information held by Paddle. Because Paddle is the seller of record and holds billing information as an independent controller, requests concerning payment card data, invoices, or transaction records should be directed to Paddle through its buyer support service at paddle.net. We will help you route such a request, but we cannot delete or correct records that Paddle holds in its own right.

8. PIN Unlock Details

If you enable PIN unlock on a device, the following happens locally on that device:

• A random salt is generated and stored on the device.
• Your PIN is used with the salt to derive an encryption key using PBKDF2 (100,000 iterations).
• Your password is encrypted with AES-GCM using the derived key and stored on the device.
• The PIN itself is never stored anywhere and is never sent to our servers.
• After five (5) failed PIN attempts, the encrypted password and related state are wiped from the device.

Removing the app, signing out, or changing your password remotely also invalidates the PIN state on that device.

9. Children

The Service is not directed to children under sixteen (16) years old. Administrators may not invite users under sixteen (16). If we learn that we have collected information from a child under sixteen (16) without the required consent, we will delete it.

10. International Users

The Service is operated from the United States. If you access the Service from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States.

10.1 Payments from outside the United States are processed by Paddle, which operates internationally and applies its own transfer mechanisms to the billing information it collects.

11. California Privacy Rights

If you are a California resident, the California Consumer Privacy Act, as amended by the CPRA (the "CCPA"), gives you specific rights, including the right to know what personal information we collect, disclose, and sell, the right to delete, the right to correct, and the right to opt out of sale or sharing. We do not sell or share personal information as those terms are defined by the CCPA. To exercise your rights, contact us at admin@getcrewtally.com.

12. Changes to This Policy

We may update this Policy from time to time. If we make a material change, we will notify you through the Service or by email at least fourteen (14) days before the change takes effect. The date at the top of this Policy shows when it was last updated.

13. Contact

CrewTally LLC
1014 31st AVE W
West Fargo, ND 58078

Privacy and general support: admin@getcrewtally.com