Private Policy

1. Introduction

This Privacy Policy explains how Crewdogs Events (“we”, “us”, “our”) collects, uses, stores, and protects personal information when you use our mobile application (“the App”).

The App helps crew members and administrators manage job invitations, schedules, timesheets, mileage claims, and related work information.

By using the App, you agree to this Privacy Policy. If you do not agree, please do not use the App.

2. Who this policy applies to

This policy applies to:

• Crew members who sign in to view jobs, accept invitations, submit timesheets, and manage their profile.

• Administrators who manage staff accounts, job postings, timesheet approvals, and related operations.

Administrators may access more data than regular users, as described in Section 6.

3. Information we collect

3.1 Account and authentication information

When you use the App, we collect and process:

• Email address (used as your account identifier and login)

• Password (handled by Firebase Authentication; we do not store your password in plain text in the App)

• Authentication tokens (e.g. Firebase ID tokens, and on iOS optionally a refresh token if you choose “Keep me signed in for 30 days”)

• Account role information (whether you are an administrator)

• Password reset requests (processed via Firebase password reset email)

If an administrator creates your account, you may be required to change your password on first sign-in.

3.2 Profile information

You may optionally provide:

• Profile photo (JPEG image, compressed and stored in our cloud database and on your device)

We also derive from your email:

• A display name (from the part of your email before the @ symbol)

• Initials for your profile avatar when no photo is set

We do not require a separate legal name, phone number, or home address in the App.

3.3 Job and scheduling information

The App stores work-related information, including:

• Job name, role, and description

• Work dates and scheduled days

• Expected hours and mileage limits

• Job location (as text entered by an administrator, not GPS location from your device)

• Staff capacity and invitation lists

• Your responses to job invitations (accepted, declined, or withdrawn), linked to your email

3.4 Timesheet and mileage information

When you submit timesheets, we collect and store:

• Hours worked per day

• Day-by-day confirmation, denial, or adjustment of hours

• Submission and lock status

• Mileage claims (amounts in GBP) and approval status

• Extra notes you add for a job timesheet

• Admin approval status for hours and mileage

Administrators can view and edit timesheet data for staff they manage.

3.5 Push notification data

If you enable job notifications, we collect:

• FCM device push token

• Device platform (Android or iOS)

• Your account email (linked to the token)

• Last updated timestamp

This is used to send you alerts about new or updated job postings.

3.6 Information stored locally on your device

The App also stores some data on your device, including:

• Login session data (if you choose “Keep me signed in for 30 days”)

• Failed login attempt counts (used to limit repeated failed sign-in attempts)

• Password change history timestamps (to enforce voluntary password change limits)

• Notification preferences

• Cached timesheet data and dismissed/hidden job identifiers

• Profile photo cache (where applicable)

On Android, local preferences may be included in device backup if you have backup enabled.

3.7 Information we do not collect

Based on the current App design, we do not:

• Collect GPS or precise device location

• Access your photo library except when you choose a profile photo

• Use in-app analytics or advertising trackers

• Collect payment card or bank details through the App

Job locations are text entered by administrators, not live location tracking.

4. How we use your information

We use personal information to:

• Create and manage user accounts

• Authenticate you and keep you signed in (if you opt in)

• Display your profile and initials/photo

• Show job invitations, current jobs, calendar schedules, and timesheets

• Sync your timesheet data between your device and our cloud services

• Send push notifications about jobs (if enabled)

• Allow administrators to manage staff, jobs, and timesheet approvals

• Enforce security measures (e.g. login attempt limits, forced password changes)

• Operate, maintain, and improve the App

We do not sell your personal information.

5. Legal bases for processing (UK / EEA users)

If you are in the UK or European Economic Area, we process personal data under one or more of the following legal bases:

• Contract — to provide the App and work-scheduling services

• Legitimate interests — to secure the App, prevent abuse, and operate notifications

• Consent — where you enable notifications or upload a profile photo

• Legal obligation — where we must comply with applicable law

For employment-related processing, your employer or the organisation operating the App may also have separate obligations to you.

6. Administrator access

Users with administrator privileges can access additional data and functions, including:

• Listing staff account emails

• Creating and deleting user accounts

• Setting or removing admin status

• Creating, editing, and deleting job postings

• Viewing and editing any staff member’s timesheets

• Approving hours and mileage

• Sending or triggering job-related push notifications

Administrators should only use this access for legitimate work purposes.

7. How we share information

We share information only as needed to run the App:

7.1 Service providers

We use Google Firebase services, including:

• Firebase Authentication — sign-in and password management

• Cloud Firestore — job postings, profile photos, push token records

• Firebase Cloud Messaging (FCM) — push notifications

• Firebase Cloud Functions — secure server operations (user management, timesheet sync, notifications)

Google processes data under its own terms and privacy policy:
https://policies.google.com/privacy

7.2 Other users within the App

• Other signed-in users may be able to view profile photos of other users (as permitted by our security rules).

• Administrators can access staff timesheets and account information as described above.

• Your email may appear on job records when you accept, decline, or are invited to work.

7.3 External maps

If you open a job location in maps, you leave the App and use Google Maps or Apple Maps under their own privacy policies. The App does not send your live location to those services.

7.4 Legal requirements

We may disclose information if required by law, court order, or to protect rights, safety, and security.

8. International transfers

Your data may be processed on servers operated by Google Firebase, which may be located outside your country (including the United States). Where required, appropriate safeguards (such as Standard Contractual Clauses) should be in place for international transfers.

9. Data retention

We retain personal information for as long as necessary to:

• Provide the App and work scheduling services

• Maintain your account

• Meet legal, accounting, or operational requirements

When an account is deleted by an administrator, associated authentication and app data should be removed or anonymised in line with our operational procedures. Local data on your device may remain until you uninstall the App or clear app data.

10. Security

We use technical and organisational measures to protect your information, including:

• Firebase Authentication for secure sign-in

• Firestore security rules limiting access by role

• HTTPS for cloud function communication

• Client-side login attempt limiting after repeated failed sign-ins

No method of transmission or storage is 100% secure. Please use a strong, unique password and keep your device secure.

11. Your rights

Depending on where you live, you may have rights including:

• Access — to request a copy of your personal data

• Rectification — to correct inaccurate data

• Erasure — to request deletion (subject to legal/contractual limits)

• Restriction or objection — to certain processing

• Data portability — where applicable

• Withdraw consent — for notifications or optional profile photo

To exercise your rights, contact: crewdogsevents@hotmail.com

You may also complain to your local data protection authority (in the UK: the Information Commissioner’s Office — https://ico.org.uk).

12. Children

The App is intended for work use and is not directed at children under 16. We do not knowingly collect personal information from children.

13. Permissions

The App may request:

• Notifications (Android/iOS) — to alert you about job updates

• Photo library access (iOS) — only when you choose a profile picture

You can disable notifications in your device settings or in the App where available.

14. Changes to this policy

We may update this Privacy Policy from time to time. We will update the “Last updated” date and, where appropriate, notify you in the App or by other reasonable means.

15. Contact us

If you have questions about this Privacy Policy or how we handle your data:

Crewdogs Events
Email: crewdogsevents@hotmail.com

Phone:  07780871247