Privacy
Your customers’ names, phone numbers, home addresses and photos of their property go into this software. This page says what happens to all of it.
This is a plain-language draft that has not yet been reviewed by a lawyer. If anything here matters to a decision you’re making, email sam@crewdocket.com and ask.
1. Two roles
Your information — your name, your business, your email, your sign-in. CrewDocket is accountable for it, and this page says what we do with it.
Your customers’ and your crew’s information — the client list, addresses, phone numbers, job notes, photos, quotes, invoices and pay records you keep in CrewDocket. Your business is accountable for that information and CrewDocket is your service provider: we hold it and process it for you, to run the service, and for nothing else.
That split is how PIPEDA works: the business that collects personal information stays accountable for it when it uses a service provider.
2. What we collect about you
When you start a workspace, we ask for four things: your trade, your business name, your email address and a password. The password goes to Google’s sign-in service, which stores it in a form nobody can read back, including us. We also read your browser’s time zone once, to guess your province so the right sales tax is set up; you can change it.
After that, we hold whatever you add to your own business profile (a phone number, an address for your letterhead, an e-transfer address), the emails you send us, and ordinary server logs: IP address, time, the request, and the browser’s description of itself.
We don’t take card details — there is nothing to pay today. We don’t buy information about you from anyone.
3. This website and the app
This website sets no cookies, runs no analytics, and carries no advertising or tracking pixels. Its typeface is served from our own domain, so reading a page doesn’t hand your address to a font service.
The app keeps you signed in using storage in your browser, which is how every sign-in works. It runs no analytics or advertising either.
The app shows the weather on your calendar. To do that, your browser asks Open-Meteo (a weather service) where your business’s town is, then for the forecast there. Open-Meteo receives the town name, its coordinates and your IP address; no customer information is sent.
4. What the app holds for you
It stores what you and your crew put in it:
- your customers’ names, phone numbers, email addresses and service addresses;
- quotes, invoices, and what was paid and how;
- jobs, dates, notes, and before-and-after photos of the property;
- requests people send through your request form, as they typed them;
- your crew’s names, how they’re paid, and payout records.
We don’t mine it, sell it, share it with other businesses, or use it to train anything.
Please don’t put things in it that it isn’t built for: card numbers, social insurance numbers, health information or anything like them don’t belong in a job note.
5. Your customers’ links
When you send a quote or invoice, your customer gets a link to a page showing that document, your business name and your contact details. Anyone who has the link can open that page, so each link carries a long, random code that can’t be guessed. Treat links like the documents they are.
When a customer opens the link, the app records that it was opened and when, so you can see it. That’s all it records about the visit. If they accept or decline a quote, the name they type and their answer are saved on your quote.
6. Photos and location
- Photos are cleaned before they’re stored. A phone photo carries the GPS position it was taken at, the device and the exact time. CrewDocket redraws every photo before it is uploaded, and none of that comes along. The only thing kept is which way up the photo goes.
- CrewDocket doesn’t track your crew. There is no background location, no live map and no trail of where anyone has been. The app never asks the phone for its position.
7. Who else handles it
This is the complete list today. We’ll give notice before adding anyone who handles personal information.
| Who | What they do | Where |
|---|---|---|
| Google (Firebase and Google Cloud) | Hosting, the database your records live in, photo storage, sign-in, and the server code that runs the service. | United States |
| Apple, Google, Mozilla push services | Carrying the alerts you choose to get on your phone or computer. An alert holds a short title and line, like “Quote #1006 accepted by Marguerite Han”. | Varies by device |
| Open-Meteo | The weather forecast for your business’s location (section 3). No customer information. | Outside Canada |
Texting through a business number isn’t live yet. When it is, the texting provider will be added here, with what it handles, before any message goes through it. Until then, every text you send from CrewDocket leaves from your own phone’s texting app.
8. Where it is stored
Your records are stored with Google in the United States. While information is in another country, it is subject to that country’s laws and may be accessible to its courts and authorities under their legal process. That is true of most cloud services Canadian businesses use; you are owed the plain statement of it, and as the accountable business you may need to tell your own customers the same.
9. How long we keep it
| What | How long |
|---|---|
| Your business’s records | While your account is open. After it closes: readable for 30 days so you can take a copy, then deleted from live systems within 90 days, or sooner if you ask in writing. |
| Server logs | About 30 days. |
| Our own billing and tax records, if you ever pay us | As long as Canadian tax law requires, generally six years. |
| Breach records | 24 months, as PIPEDA requires. |
When a photo is deleted it is removed from storage, and a marker is kept so a phone that had already saved it can’t quietly bring it back.
We don’t keep a separate backup copy of your records today. The download button in Settings gives you a complete copy you control; we suggest taking one now and then.
10. How it is protected
What is true today:
- Everything travels encrypted (TLS). Google encrypts stored data by default.
- Each business’s records are walled off from every other business’s by the database’s own rules, not by the app choosing what to show.
- Everyone who signs in has their own account. Their role (owner, office, crew) is set by our server on their sign-in, not chosen by their device.
- Crew accounts can see the jobs, clients, quotes and invoices they work with, and their own pay. They can’t open the pay rates, leads, payments, or anyone else’s payout records.
- When you remove someone, their account is switched off and they can’t sign back in.
- Access to the live system is limited to the person who runs CrewDocket.
What we don’t claim: there is no SOC 2 or ISO 27001 certification, no independent penetration test, and no uptime guarantee. If you need any of those, this isn’t the right software yet, and you should hear that here.
11. If there is a breach
If personal information we hold is lost, accessed or disclosed without authority, we will contain it, record it, and tell the affected businesses without undue delay — within 72 hours of knowing — with what we know and what we’re doing. We’ll help you decide whether it creates a real risk of significant harm to anyone. Where we are the accountable organisation and there is such a risk, we’ll report it to the Privacy Commissioner of Canada and notify the people affected. We keep a record of every breach for 24 months.
12. Requests and complaints
From your customers. If one of your customers asks to see, correct or delete what’s held about them, that request is yours to answer, and you can do it from inside the app. If such a request reaches us, we’ll point them to you, tell you it came in, and help if you ask.
From you. For the information we hold about you, you can ask us what we hold, for a copy, to correct it, or to delete it (apart from what the law requires us to keep). We’ll answer within 30 days, free.
If you’re not satisfied, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376. People in Alberta, British Columbia and Quebec may also have a provincial commissioner. We’d rather you told us first, but you don’t have to.
13. Changes and contact
CrewDocket is for businesses and isn’t aimed at children. If we send you marketing email, it will say who it’s from and carry a working unsubscribe. Account and security emails aren’t marketing.
If we change this page in a way that matters, we’ll email account holders at least 30 days before it takes effect, and the date at the top will change.
The person accountable for personal information at CrewDocket is Sam, who built it and runs it. Write to sam@crewdocket.com. By post: CrewDocket, Collingwood, Ontario, Canada — email first for the full address.