Privacy Policy

1. Introduction

CrewOS ("we," "us," or "our") is an industry-agnostic crew and contractor operations SaaS platform operated by FoundryOS. CrewOS enables businesses to manage scheduling, timeclock tracking, compliance, invoicing, expenses, and contractor coordination through a centralized platform.

This Privacy Policy describes how we collect, use, disclose, and protect information when you use CrewOS (the "Service"), including our website, web application, and related services. By accessing or using CrewOS, you agree to the practices described in this policy.

2. Data Processing Roles

CrewOS operates within a multi-tenant architecture where it is important to understand the roles of each party with respect to data processing:

• CrewOS as Data Processor: When account owners (businesses) input, store, and manage information about their crew members, contractors, clients, and operations, CrewOS acts as a data processor. We process this data on behalf of the account owner according to their instructions and the functionality of the Service.
• Account Owner as Data Controller: The account owner (the business that created the CrewOS account) is the data controller and determines the purposes and means of processing business data within their tenant. This includes crew member records, client information, scheduling data, and financial records.
• CrewOS as Data Controller: For data we collect directly from all users for the purpose of providing and improving the Service (such as account registration data, authentication data, and usage analytics), CrewOS acts as the data controller.

3. Information We Collect from Account Owners

When a business creates a CrewOS account, we collect the following information:

• Account credentials: Email address, full name, company name, and password (stored as a cryptographic hash; we never store plaintext passwords).
• Organization settings: Branding assets (company logo, brand colors), timezone preference, currency preference, and company contact details.
• Industry template selection: The industry category chosen during signup, which determines the default configuration of site fields, picklists, and operational defaults for the account.
• Billing information: Payment details are collected and processed directly by Stripe. We store only subscription status, plan tier, and billing cycle information, not payment card numbers.

4. Business Data Stored Per Tenant

Account owners may store the following categories of business data within their CrewOS tenant. This data is isolated per tenant and is not accessible to other tenants:

• Client records: Client names, contact information, sites, site contacts, and site access credentials.
• Contracts: Contract terms, schedule rules, service scope, and contract status.
• Crew and contractor records: Name, email, phone number, mailing address, hourly rate, member type (employee/subcontractor), and emergency contact information.
• Compliance documents: Uploaded files (such as certifications, licenses, and insurance documents) with associated expiry date tracking.
• Schedules and shift assignments: Shift times, crew assignments, and schedule rules.
• Timeclock events: Clock-in and clock-out timestamps for tracking hours worked, and, where the account owner has turned on geofenced clock-in, the clock-in location described in section 6.
• Shift photos: Clock-in photos and lock confirmation photos captured during shift operations.
• Client invoices: Invoices generated for clients based on contract terms and completed work.
• Contractor invoices: Invoices submitted by contractors for work performed.
• Expenses and receipts: Expense records including uploaded receipt images and AI-scanned receipt data (amounts, vendors, categories).
• Financial records and transactions: Revenue, cost, and profitability data derived from invoices, expenses, and payroll calculations.

5. Information Collected from Crew Members and Contractors

When a crew member or contractor accepts an invitation to join an account owner's CrewOS tenant, the following information is collected:

• Profile information: Email address, full name, and phone number (provided during invite acceptance or profile setup).
• Timeclock data: Clock-in and clock-out timestamps recorded during shift operations.
• Location data, only where the account owner turns it on: the clock-in location for geofenced sites, and live location for crews whose owner has enabled GPS tracking and who have consented. See section 6.
• Shift photos: Photos captured at clock-in or for lock confirmation as required by the account owner's configuration.
• Compliance document uploads: Certifications, licenses, or other documents uploaded to satisfy compliance requirements set by the account owner.
• Contractor invoices: Invoices submitted through the crew portal for work performed.
• Profile change requests: Requests submitted by crew members to update their profile information, subject to account owner approval.

Crew members and contractors interact with CrewOS through a dedicated crew portal. The account owner (the business) is the data controller for this data and determines what information crew members are required to provide.

6. Information We Do Not Collect

CrewOS does not collect the following types of information:

• Location by default: CrewOS collects no location data unless the account owner turns a location feature on. There are two. Geofenced clock-in (Pro plan), enabled per site: when a crew member clocks in at that site, the crew app records the device location, its accuracy, its distance from the site, and whether it fell inside the site radius. The punch is recorded either way; a punch outside the radius is flagged, not refused. Live GPS tracking, enabled by the account owner for the team: a crew member’s device location is recorded while the crew app is open, and only after that crew member has given consent in the app. Live location records are deleted after 90 days. The account owner is responsible for telling crew members which location features are on (see Terms of Service sections 7 and 16).
• Social media data: We do not access, collect, or integrate with any social media accounts or profiles.
• Background check results: While account owners may upload compliance documents (such as certifications or licenses), CrewOS does not conduct, facilitate, or store background checks. Compliance documents are uploaded and managed by users, not generated through CrewOS.
• Biometric data: Shift photos are stored as standard image files and are not processed for biometric identification or facial recognition.

6a. Information We Collect from the Operational Control Check

The Operational Control Check at crewos.ca/control-check is a self-assessment tool anyone can use without an account. It asks ten questions about how your operation is controlled, and your answers are business-sensitive: together they describe where your operation could fail or where you would struggle to prove what happened.

We treat that accordingly:

• Completing the check anonymously stores nothing about your answers. If you do not ask for the emailed summary, we record only that a check was completed, for which trade, and the two summary ratings it produced. Your individual answers are never stored, and they never leave your browser.
• Your answers are stored only if you ask us to email you the result. In that case we store the email address you gave us, an optional company name, the trade, the optional crew-size range, and your ten answers.
• Only the three fixed states are stored, never free text. Each answer is recorded as one of "not controlled", "a person carries it", or "the system carries it". There is no free-text field in the assessment.
• Your answers never appear in a web address and there is no public link to your result. The result page lives in your browser and the summary is sent to your email; we do not publish a shareable copy.
• We use it to understand our market and to have a more useful conversation with you. We do not sell it, and we do not share it with third parties beyond the sub-processors listed in section 8 (our email provider, to deliver the summary you asked for).

7. How We Use Your Information

We use collected information for the following purposes:

• Service delivery: To provide, maintain, and operate the CrewOS platform, including scheduling, timeclock, invoicing, compliance tracking, and all core features.
• Authentication and security: To verify user identity, manage sessions, and protect accounts from unauthorized access.
• Transactional communications: To send shift reminders, compliance document chase emails, daily digest summaries, and other operational notifications configured by the account owner.
• Billing and subscription management: To process payments, manage subscription tiers, and provide billing-related communications.
• AI-powered features: On the plans that include them, to run the AI assistant and AI Workbench (which propose actions that an authorized user reviews and approves before anything is changed or sent), read receipts and documents, categorize imported bank transactions, transcribe voice notes, search the catalogue, and answer questions on public quote and booking pages. These features process the business data sent to them, which can include names and contact details within that data. Our AI providers do not use it to train their models.
• Service improvement: To analyze usage patterns in aggregate to improve platform reliability, performance, and user experience.
• Legal compliance: To meet applicable legal, regulatory, and tax obligations.

8. Third-Party Services (Sub-Processors)

CrewOS uses the following third-party services to deliver the platform. These sub-processors may process data as described below:

Each sub-processor maintains its own privacy policy and data processing practices. We select sub-processors that demonstrate adequate data protection standards and contractual commitments.

9. Data Retention

We retain data according to the following schedule:

The account owner can delete the account from inside CrewOS. Deletion is scheduled for 30 days after the request, and at that point the account and its business data are permanently deleted. The exception is our own billing records for your subscription, which we keep for as long as tax law requires. Invoices, expenses and other financial records you create in CrewOS are your business records and are deleted with the account, so export anything you need to keep for your own tax obligations before you delete. The tamper-evident audit log is kept, with the account email replaced by a one-way hash. Cancelling a paid subscription does not delete any data: the account moves to the Free plan. Account owners can export activity, compliance and other records from within the Service before deleting, or ask us for help with an export.

10. Cookies and Local Storage

CrewOS uses the following cookies and browser storage mechanisms:

• Authentication session token: A Supabase JWT stored to maintain your authenticated session. This is essential for the Service to function.
• Account and plan context: Stored locally to provide seamless access to account settings and plan tier information without repeated server requests.
• UI preferences: User interface preferences such as sidebar collapsed state and dark mode setting, stored in browser local storage for a consistent experience.

Inside a signed-in CrewOS account we do not use third-party tracking cookies. There are no advertising cookies, social media tracking pixels, or analytics cookies from third-party providers there. The only cookies and local storage used are strictly necessary for the operation of the Service and your user preferences.

On the crewos.ca website, FoundryOS Lens (our own analytics and personalization tool, see section 8) stores a pseudonymous visitor identifier and recent page history in your browser’s local storage, and honors the Global Privacy Control signal. Forms on the website use Cloudflare Turnstile to block spam.

The crewos.ca website and the CrewOS sign-up screen load the Meta Pixel (see section 8) so we can measure our advertising. It sets Meta’s _fbp cookie, and _fbc when you arrive from a Meta ad, and tells Meta which website pages were viewed and that a free-trial account was created. It is not loaded when your browser sends the Global Privacy Control signal.

11. Automated Decision-Making

CrewOS does not engage in automated decision-making that produces legal effects or similarly significant effects on any individual. Specifically:

• The AI assistant and AI Workbench propose actions, such as drafting a message, categorizing an expense or creating a shift, and nothing is changed or sent until an authorized user approves it. Receipt data extraction and categorization are suggestions the user reviews. All business decisions are made by the account owner or authorized users.
• Schedule generation follows rules configured by the account owner and produces draft schedules that require human review and confirmation.
• Compliance alerts and reminders are automated notifications based on document expiry dates, they do not make determinations about a crew member's eligibility or employment status.

12. Data Security

We implement the following measures to protect your data:

• Encryption in transit: All data transmitted between your browser and our servers is encrypted using TLS (HTTPS).
• Encryption at rest: Database storage and file storage are encrypted at rest through our infrastructure providers.
• Multi-tenant isolation: Row-Level Security (RLS) policies enforce strict data isolation between tenants at the database level. Each tenant's data is accessible only to authorized users within that tenant.
• Password security: User passwords are cryptographically hashed using industry-standard algorithms. Plaintext passwords are never stored or logged.
• Access controls: Role-based access controls (the account owner, office operators with per-page permissions set by the owner, crew members, and invited outside participants such as subcontractors and clients) restrict functionality and data visibility within each tenant.
• Audit trail: Changes to business records are written to a hash-chained audit log that the account owner can verify and export.
• API security: Server-side authentication verification, rate limiting, input validation, and CSRF protection on all API endpoints.

13. Your Rights Under GDPR

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have the following rights under the General Data Protection Regulation (GDPR) or equivalent legislation:

• Right of access: You may request a copy of the personal data we hold about you.
• Right to rectification: You may request correction of inaccurate or incomplete personal data.
• Right to erasure: You may request deletion of your personal data, subject to legal retention obligations.
• Right to restriction: You may request that we restrict processing of your personal data in certain circumstances.
• Right to data portability: You may request your personal data in a structured, commonly used, and machine-readable format.
• Right to object: You may object to processing of your personal data based on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, you may withdraw consent at any time.

For crew members and contractors: If your data is processed by CrewOS on behalf of an account owner (your employer or contracting business), please direct your data rights requests to that account owner in the first instance, as they are the data controller. We will assist the account owner in fulfilling valid requests.

To exercise any of these rights directly with CrewOS, contact us at [email protected].

14. California Residents (CCPA)

This section applies to California residents and describes the disclosures and rights required by the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA). It is provided to all Privacy Policy readers as a transparent statement of our practices; readers outside California may disregard.

Do Not Sell or Share My Personal Information. CrewOS does not sell personal information to third parties. We use the Meta Pixel on the crewos.ca website and on the CrewOS sign-up screen to measure our advertising (see section 8), which California law may treat as sharing personal information for cross-context behavioral advertising. To opt out, turn on the Global Privacy Control (GPC) signal in your browser: we do not load the Meta Pixel when we receive it. We do not share personal information for cross-context behavioral advertising in any other way, and nothing inside a signed-in CrewOS account is shared for that purpose.

Categories of personal information collected. In the preceding 12 months, we have collected the following categories of personal information as defined by the CCPA (Cal. Civ. Code § 1798.140):

• Identifiers: name, email address, phone number, account credentials, IP address, and similar identifiers (see sections 3 and 5 above for details).
• Commercial information: subscription tier, billing cycle, and records of services you use within CrewOS.
• Internet or other electronic network activity: server logs, session data, and product-usage telemetry used to operate and secure the Service.
• Geolocation data: only when an account owner explicitly enables geofenced clock-in or live GPS tracking (see section 6); otherwise no geolocation data is collected from users.
• Professional or employment-related information: crew member role, hourly rate, shift assignments, compliance documents, and timeclock records uploaded by account owners.

Each category above is collected for the business and commercial purposes described in section 7 ("How We Use Your Information") and is shared only with the sub-processors listed in section 8. We do not sell any category, and we do not share any category for cross-context behavioral advertising other than through the Meta Pixel as described above.

Your CCPA rights. Subject to verification of your identity, California residents may exercise the following rights:

• Right to know: request disclosure of the specific pieces and categories of personal information we have collected about you, the sources from which we collected it, the business purpose for collecting it, and the categories of third parties with whom we have shared it.
• Right to delete: request that we delete personal information we have collected from you, subject to exceptions allowed by law (for example, where we must retain financial records for tax compliance).
• Right to correct: request correction of inaccurate personal information we maintain about you.
• Right to opt out of sale or sharing: as noted above, we do not sell or share personal information, the right is preserved for you if our practices ever change.
• Right to limit use of sensitive personal information: CrewOS does not use sensitive personal information for purposes beyond those permitted by § 1798.121(a).
• Right to non-discrimination: we will not discriminate against you for exercising any CCPA right, including by denying service, charging different prices, or providing a different level of quality.

How to exercise your rights. To submit a verifiable consumer request, email us at [email protected] from the email address associated with your CrewOS account. Authorized agents submitting a request on your behalf must provide signed written authorization together with proof of your identity. We will verify your identity by matching the information provided in the request against the information we already maintain (typically at least two data points) and may request additional verification where warranted by the sensitivity of the data requested.

Response time. We will acknowledge receipt of your request within 10 business days and respond substantively within 45 calendar days. Where necessary, we may extend the response window by an additional 45 calendar days and will notify you in writing of the extension and the reason.

15. International Data Transfers

CrewOS infrastructure is hosted in North America. If you access the Service from outside North America, please be aware that your data may be transferred to, stored, and processed in a jurisdiction different from your own.

Where we transfer personal data across borders, we rely on appropriate safeguards, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission, where applicable.
• Sub-processor commitments to data protection standards equivalent to or exceeding the requirements of applicable data protection legislation.
• Technical measures (encryption, access controls, tenant isolation) that protect data regardless of storage location.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:

• Update the "Effective Date" at the top of this page.
• Provide notice through the Service (such as a banner or notification) for significant changes.
• Where required by law, obtain your consent before applying material changes to the processing of your personal data.

We encourage you to review this Privacy Policy periodically. Your continued use of CrewOS after any changes constitutes acceptance of the updated policy.

17. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

FoundryOS, Email: [email protected]

We aim to respond to all privacy-related inquiries within 30 days. If you are unsatisfied with our response, you may have the right to lodge a complaint with your local data protection authority.