Privacy Notice

This Privacy Notice explains how CrewDock collects, uses, and protects your personal data. CrewDock is operated by Milo Cosemans, trading as CrewDock ("we", "us", "our"). We are the data controller for the personal data you provide to us.

If you have any questions or requests relating to your personal data, contact us at [email protected].

1. What data we collect

Account data. When you register, we collect your email address and the name you provide. If you sign in with Google, we receive your Google account email and display name.

Job and calculation data. We store the job records, rates, hours, day types, and cost breakdowns you enter into the calculator. This data is yours and is used solely to provide the Service to you.

Invoice and settings data. If you use the invoice feature or configure your profile, we store the details you enter including your name, company name, address, and bank details for invoice generation purposes.

Usage data. We collect basic technical information about how you use the Service, including page views, feature usage, and error logs. This is used to improve the Service and diagnose issues.

Email list. If you sign up to our mailing list on this website, we store your name and email address to send you product updates. You can unsubscribe at any time.

2. How we use your data

We use your data to provide and improve the Service, to process payments, to send you important account-related communications, and (where you have opted in) to send you product updates.

We do not sell your personal data to third parties. We do not use your data for advertising or share it with advertisers.

3. Legal basis for processing

We process your data on the following legal bases under UK GDPR:

• Contract. Processing your account data and job data is necessary to provide the Service you have signed up for.
• Legitimate interests. We process usage data to improve the Service and ensure its security.
• Consent. Where you have opted in to marketing communications, we process your email address on the basis of your consent, which you may withdraw at any time.

4. Data retention

Account and job data is retained while your account is active. On the Free plan, data associated with inactive accounts may be deleted after 6 months of inactivity. On the Pro plan, data is retained for 3 years of inactivity.

You may delete your account and all associated data at any time from your account settings. Upon deletion, your data will be removed from our systems within 30 days.

5. Third-party services

We use third-party services to operate CrewDock, including hosting, authentication, email delivery, payment processing, and AI features. These services process data only as necessary to provide their function. We take care to use providers with appropriate data protection standards.

These third-party services include hosting and infrastructure, email delivery, payment processing, and AI processing for the Pro plan AI Input feature. Text submitted via AI Input is processed by a third-party service. We do not store payment card details.

6. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing
• Withdraw consent for marketing communications at any time
• Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

7. Cookies

CrewDock uses essential cookies only — specifically, session cookies required to keep you logged in. We do not use advertising or tracking cookies.

8. Security

We take reasonable technical and organisational measures to protect your data, including encrypted storage and secure HTTPS connections. No system is completely secure, and we cannot guarantee absolute security.

9. Children

CrewDock is not directed at children under the age of 13. We do not knowingly collect personal data from anyone under 13. If we become aware that we have collected data from a child under 13 without parental consent, we will delete it promptly.

10. Changes to this notice

We may update this Privacy Notice from time to time. We will notify you of material changes by email or via a notice within the Service. The date at the top of this page reflects the most recent update.

11. Contact

For any privacy-related questions or requests, contact us at [email protected].