Privacy

Draft for review: standard wording prepared for Crewstel. The owner must have it reviewed before customers outside the pilot rely on it. Items in [square brackets] are for the owner to decide.

Last updated: 22 October 2026

Crewstel is field time and expense management for project-based contractors. This page explains what Crewstel keeps, why, where it is stored and who can see it. It covers the Crewstel app and this website.

Who is responsible

Your organisation (the company that signs up for Crewstel) decides who uses the app and what is recorded in it. Crewstel stores and processes that information on your organisation's behalf, to provide the service. Questions about your own records are best asked of your organisation's admin first; you can also contact us at the address on this site's "Book a demo" link.

What the app keeps

• About you: your name, work email address, role and the organisation you belong to, and when you were invited, signed in or deactivated.
• Your working days: the date, project code, times in and out, activity, and anything typed in "Where or what".
• Expenses: category, amount, currency and the photo or file of the receipt.
• Routes and requests, where your organisation uses them: what was planned and driven (for example kilometres, car and hotel), and requests such as a loan car.
• Decisions: who approved, rejected, reopened or invoiced which line, when, and the reason given.
• A history of changes: who changed what and when. Approved and invoiced lines are never edited in place; a correction is a new record, so the history stays complete.

Your organisation's admin can add its own fields to these lines; what they hold is your organisation's choice. The app itself doesn't ask for your home address, date of birth or bank details, and doesn't read your phone's location.

Signing in

There are no passwords. To sign in, you type your work email and we email you a one-time 6-digit code that works for 10 minutes. After you sign in, the app sets one cookie that keeps you signed in on that phone or computer for 30 days, renewed while you keep using it. The cookie is encrypted and is needed for the app to work; it is not used for advertising or tracking. Sign-in attempts are limited per email address and per internet (IP) address, to stop anyone guessing codes.

What stays on your phone or computer

The app keeps a few things in the browser on your phone or computer, never sent anywhere else:

• The email address and organisation you last signed in with, so the next sign-in starts filled in.
• Your chosen text size (Standard, Large or Largest).
• A few of your last choices (for example the request type and project, or the tab you last opened), to fill in next time.
• Anything you typed, and a receipt photo you picked, until it is sent, even if the signal drops, the page is closed or the battery runs out.

Why it is kept

To provide the service your organisation signed up for: recording days and expenses, approving them, and producing the invoicing report. We send emails only for the service: sign-in codes, invitations and notifications about lines, such as a rejected line. Crewstel doesn't sell your information, doesn't show advertising and doesn't use it to train anything.

Who can see it

• People in your organisation, according to their role: for example, a technician sees their own days; a project manager sees the lines on their projects; the billing team sees approved lines for the invoicing report. Receipts are private files, shown only to people in your organisation who are allowed to see that line.
• No other customer. Each customer's data is kept separate; another organisation can't see yours.
• Crewstel, only to run, support and secure the service.
• The services Crewstel runs on: DigitalOcean (the server in Sydney, Australia, holding the app, its database and receipts), Resend (sending emails) and Cloudflare (keeping encrypted backup copies, and serving this website).

Where it is stored

Your data is stored on servers in Sydney, Australia. A backup is made every night; encrypted copies are kept off-site with Cloudflare and deleted after 30 days. The copies are encrypted before they leave the server, so Cloudflare holds only scrambled files.

How long it is kept

For as long as your organisation uses Crewstel, because the records of approved and invoiced work are the history your organisation relies on. When a person leaves, your admin deactivates them: they can no longer sign in, and their past lines stay in your organisation's records. [What happens to an organisation's data when it stops using Crewstel, and how quickly, is for the owner to decide.]

Your choices

You can ask to see or correct the information about you. Your organisation's admin can correct your name and role; for anything else, contact us at the address above. [How access and deletion requests are handled is for the owner to decide, in line with the Australian Privacy Principles and the laws where customers are.]

This website

This website uses no cookies, no analytics and no tracking. "Book a demo" opens an email in your own email app; nothing is sent until you send it.

Changes to this page

When this page changes, the date at the top changes too. [How customers are told about important changes is for the owner to decide.]