Privacy Policy

This Privacy Policy explains how CrewHub360 ("we," "us," or "our") collects, uses, shares, and protects information when you use our services. Please read it carefully. If you do not agree with this policy, please do not use the Service.

1. Who We Are

CrewHub360 is a field service management platform for service businesses (HVAC, plumbing, electrical, pest control, landscaping, pool service, roofing, painting, commercial cleaning, and other trades). The Service consists of:

• Our web application at app.crewhub360.com
• Our mobile field app ("CrewHub360 Field") for iOS and Android
• Our public marketing site at crewhub360.com
• Any APIs, emails, and customer support we provide

If your employer uses CrewHub360, they are the "workspace owner" (the "tenant") and they control the business data in their workspace. For questions about data they've entered about you, contact them directly. This policy covers the information CrewHub360 itself collects and how we handle it.

2. Information We Collect

Account Information

When you create or are added to a workspace, we collect: your name, email address, phone number (optional), profile picture (optional), and a hashed password. Workspace admins may also set your role (technician, dispatcher, manager, tenant admin).

Workspace Data

While using the Service, you (or your employer on your behalf) enter and generate data such as: client records, addresses, jobs, quotes, invoices, payments, visit notes, checklist items, photos, customer signatures, time entries, inventory records, and messages. This data belongs to your employer's workspace. We process it only to operate the Service.

Location Information

The mobile field app collects location data when you are signed in and actively working. Specifically:

• Foreground location is recorded when you clock in, clock out, or update a job's status on your device (e.g., "en route," "on site"). This captures the GPS coordinates at those specific moments.
• Background location is tracked continuously while you are clocked in, so your dispatcher can route the next job and provide customers with accurate arrival times. Background tracking stops automatically when you clock out. See Section 4 for details.

Device and Usage Information

We collect standard device information (operating system, app version, device model, language, time zone) and usage information (which screens you visit in the app, which actions you take, timestamps of events, and non-identifying diagnostic data).

Analytics (Firebase Analytics / Google Analytics 4)

We use Firebase Analytics (Google Analytics 4) to understand how the Service is used so we can improve it. Analytics events include screen views and product events such as "clock_in," "quote_created," "invoice_sent," and similar non-identifying product interactions. We attach the workspace ID, your role in that workspace (e.g., "technician"), and the platform (iOS, Android, Web) to each event so we can compare adoption across roles and platforms.

We do not collect Apple's IDFA identifier, do not track you across other apps or websites, and do not use Analytics for advertising. We never attach your user ID, name, email, customer content, or free-text you've typed into the app to any analytics event.

Cookies

The web app (app.crewhub360.com) uses only first-party cookies required for the Service to function: an authentication session cookie, a CSRF protection cookie, and a small preference cookie that remembers your light/dark theme choice. We do not use advertising or third-party analytics cookies on the authenticated web app. The public marketing site (crewhub360.com) uses Google Analytics 4 and Meta Pixel cookies as described in the next section.

Public Marketing Site Analytics & Advertising Partners

The public marketing site (crewhub360.com) uses Google Analytics 4 to measure traffic and Meta Pixel (Facebook/Instagram) to measure ad effectiveness. These services may set cookies (such as _ga and _fbp) and process pseudonymous identifiers (such as a hashed email derived from a signup form submission) on our behalf. We use this only to attribute paid-ad clicks to signups, not to share personal information with third parties or to build cross-site advertising profiles. We do not sell personal information.

3. Payment Information

If your workspace subscribes to a paid plan, billing is processed by Stripe, Inc. We do not store your full card number. Stripe sends us only a token, the last four digits, and the card's expiration date and brand. Subscription billing is governed by Stripe's privacy practices as well as ours.

4. Background Location — Mobile App

The mobile field app requests the "Always" location permission so it can continue to report your location to your employer's dispatcher after you clock in and your phone's screen is locked. Background tracking is strictly tied to your clocked-in state:

• When tracking starts: the moment you tap "Clock In" in the app.
• When tracking stops: the moment you tap "Clock Out," or when your workspace admin force-stops your active time entry, or when you sign out of the app.
• Purposes: (1) dispatch routing — helping your dispatcher assign the next job to the closest tech; (2) customer ETAs — showing clients an accurate arrival time; (3) payroll verification — confirming time-entry hours for shift-based pay.
• Who sees it: only members of your workspace with dispatcher or admin roles. We do not share background-location pings with third parties, advertisers, or data brokers.
• Retention: individual location pings are retained for up to 90 days, after which they are deleted. Aggregate derived data (like a day's route summary) may be retained as part of your employer's payroll or dispatch records for as long as their workspace is active.
• How to revoke: open your device's Settings → CrewHub360 Field → Location, and change the setting to "While Using the App" (limits tracking to foreground only) or "Never" (stops all location access). You can also simply not clock in. The app will continue to function without background location, though features that rely on live location (dispatch routing, ETAs) will not work.

5. SMS Communications

If your workspace enables SMS, CrewHub360 may send transactional text messages on the workspace's behalf to phone numbers the workspace has loaded into the platform. SMS is delivered via Twilio, Inc. from a dedicated CrewHub360 phone number. The following terms govern this use:

• Message types: quote ready for review (with secure portal link), invoice ready (with payment link), appointment scheduled, technician on the way, technician running late, payment received, and direct messages from the workspace's dispatcher to a specific customer about a specific job. We do not send marketing or promotional SMS.
• How consent is collected: phone numbers are entered into the platform by workspace operators after the customer has authorized contact during a quote request, service booking, or ongoing customer relationship. CrewHub360 is the platform; the workspace is the party with the direct customer relationship and is responsible for ensuring valid consent before adding a number.
• Frequency: message frequency varies by service activity. A typical service appointment generates 2–4 messages; high-activity workflows (e.g., a multi-visit installation) may generate more. Messages are not sent on a fixed schedule.
• Opt-out (STOP): reply STOP, UNSUBSCRIBE, or CANCEL to any message to immediately stop all CrewHub360 SMS to that number. Opt-out is processed automatically at the carrier and Twilio level. Workspace operators are notified that a number has opted out and the platform blocks further SMS to that number.
• Help (HELP): reply HELP for help. For account-specific questions, contact your service provider directly. For platform questions, email [email protected].
• Carrier charges: message and data rates may apply per your mobile carrier plan. CrewHub360 does not charge SMS recipients.
• Phone number data: phone numbers are stored as part of the workspace's customer record and are only used for the transactional purposes listed above. We do not sell or share phone numbers, and we do not use them for marketing across other channels.
• Workspace kill switch: each workspace has an admin-controlled SMS toggle. When disabled, no SMS is sent from the workspace regardless of other settings.

6. How We Use Information

We use the information we collect for the following purposes:

• Operate the Service — authenticate you, load your workspace, schedule and dispatch jobs, generate quotes and invoices, capture photos and signatures, process payments, and keep records accurate.
• Dispatch and routing — show your location to your dispatcher while you are clocked in, and compute efficient job routes.
• Customer ETAs — notify your workspace's clients when a technician is on the way.
• Payroll and time tracking — record your shift hours and job-level time.
• AI-generated summaries — when your workspace enables the AI feature, we can turn your technician notes into polished customer-facing reports. See Section 7.
• Product analytics — understand which features are used and which need improvement.
• Communications — send transactional emails and push notifications about your account, jobs, and messages. We do not send marketing emails without your consent.
• Security and fraud prevention — detect and stop unauthorized access, abuse, and malicious activity.
• Legal compliance — respond to lawful requests and enforce our Terms of Service.

7. Who We Share Information With

We share information only as described below.

With Your Workspace

The data you create or that is entered about you in a CrewHub360 workspace is visible to other members of that workspace according to their roles. Dispatchers can see where technicians are; technicians can see their assigned jobs; admins can see everything.

With Service Providers

We rely on the following third-party services to operate CrewHub360. Each processes only the data necessary for its purpose:

Provider	Purpose	Data shared
Stripe	Payment processing (workspace subscriptions, workspace-to-client payments via Stripe Connect; CrewHub360 deducts a platform fee from workspace-to-client payments)	Workspace name, payment amounts, card tokens
Anthropic	AI-generated customer reports and quote descriptions	The specific tech notes or line-item text you submit for generation (no account info, no customer contact info)
Google Maps Platform	Geocoding client addresses; optimizing tech routes	Street addresses and GPS coordinates
Firebase Analytics (Google)	Product usage analytics	Event names, screen names, workspace ID, role, platform — no user ID, no PII
Google Analytics 4 (web)	Public marketing site traffic measurement and ad-click attribution	Page views, click events, hashed email (only when a signup form is submitted), UTM parameters — no internal product data
Meta Pixel (Facebook/Instagram)	Public marketing site ad-effectiveness measurement and signup conversion attribution	Page views, click events, hashed email (only when a signup form is submitted), UTM parameters — no internal product data
Expo Push Notifications	Delivering push notifications to the mobile app	Device push token and notification content
DigitalOcean Spaces (S3-compatible storage)	Storing photos, signatures, and generated PDFs	File contents and filenames
Twilio	SMS notifications to workspace clients, if the workspace enables SMS	Recipient phone numbers and message text
Postmark or Amazon SES	Transactional email delivery	Recipient email addresses and message content
Intuit QuickBooks Online	Bi-directional accounting sync, only if the workspace connects QBO	Customers, invoices, payments, taxes, and related financial records from that workspace

In Connection with Legal or Business Events

We may disclose information if required by law (subpoena, court order, or similar lawful process), to protect rights, property, or safety, or in connection with a merger, acquisition, or sale of all or part of our business. In the latter case, any successor will be bound by this Privacy Policy or a successor policy with equivalent protections.

What We Do NOT Do

• We do not sell your personal information.
• We do not share your personal information with advertisers or ad networks.
• We do not share your location data with third parties other than the service providers listed above (Google Maps for routing, DigitalOcean Spaces for storage) and only for the operational purposes described.
• We do not use your data or your workspace's data to train AI or machine-learning models, ours or anyone else's.

8. AI-Generated Content

When your workspace has AI features enabled, you can ask CrewHub360 to generate content (such as customer-facing reports from your tech notes, or quote descriptions from line items). These generations are produced by Anthropic's Claude API. The specific text you submit for generation is sent to Anthropic; no other account or customer contact info is included. Anthropic has contractually committed not to train their models on data sent through their API. You can review Anthropic's privacy practices at anthropic.com/legal/privacy.

AI features are off by default and can be toggled per-workspace by the workspace admin. We do not use any other AI service provider for generating content within CrewHub360.

9. Data Retention

We retain information for the following periods:

• Your account — while your account is active. When you delete your account (see Section 10), we immediately anonymize your profile information (name becomes "Deleted User," email is replaced with a non-deliverable placeholder, password and profile photo are removed). Your business records (time entries, jobs you worked on, messages you sent) remain in the workspace's records under the anonymized identity so that your employer's accounting and audit history stays intact.
• Background location pings — 90 days from collection, then deleted. Derived aggregates (e.g., a day's route summary on a time entry) are retained with your employer's workspace records.
• Workspace data — while the workspace is active. If the workspace is deleted, we remove all business records within 30 days.
• Logs and backups — up to 90 days for application logs; encrypted backups are rotated on a 30-day cycle.
• Financial and tax records — retained by your employer's workspace for the period required by applicable tax law (generally 7 years in the United States), independent of your account's status.
• Legal holds — we may retain information longer if required to comply with legal obligations, resolve disputes, or enforce our agreements.

10. Your Rights and Choices

Delete Your Account

You can delete your CrewHub360 account from within the app at any time:

• Mobile app: Menu → Delete Account, then confirm.
• Web app: currently available by request. Email [email protected] from your account's email address.

Deletion is immediate and permanent — there is no undo. Your profile is anonymized as described in Section 9. If you are the sole admin of a workspace, please contact support so we can coordinate closing the workspace and cancelling any active subscription.

Access, Correct, and Export Your Data

Most account and workspace data is viewable and editable directly in the Service. For a copy of your data in a machine-readable format, email [email protected] from your account's email address. We will respond within 30 days.

California Residents (CCPA / CPRA)

If you are a California resident, you have the right to request access to, deletion of, or correction of your personal information, and to opt out of the "sale" or "sharing" of your personal information as those terms are defined by California law. We do not sell or share personal information as defined by the CCPA. To exercise any of these rights, email [email protected]. We will not discriminate against you for exercising these rights.

European Economic Area, United Kingdom, and Switzerland

If you are in the EEA, UK, or Switzerland, you have rights under the GDPR or UK GDPR including: access, rectification, erasure, restriction of processing, data portability, objection, and the right to lodge a complaint with a supervisory authority. Our legal basis for processing is typically the performance of a contract (running the Service for you and your employer), our legitimate interests (improving the Service, preventing abuse), or your consent (for optional features). To exercise these rights, email [email protected].

Location and Notifications

You can revoke location access at any time through your device's Settings. You can disable push notifications in the same way, or unsubscribe from a specific type of notification within the app.

11. Children's Privacy

The Service is not directed at children and is intended for use by adults in workplace settings. We do not knowingly collect personal information from anyone under 16. If you believe a child has provided information to us, please contact [email protected] and we will delete it.

12. Security

We use industry-standard measures to protect your information:

• All traffic between your device and our servers is encrypted in transit via HTTPS (TLS 1.2+).
• Passwords are hashed using bcrypt. We never store plaintext passwords.
• Mobile app authentication uses Laravel Sanctum tokens that can be revoked individually.
• Workspaces are isolated at the database layer; one workspace's data cannot be seen or queried from another.
• Data at rest is encrypted on our managed database and object-storage providers.

No security measure is perfect. If you believe your account has been compromised, email [email protected] immediately.

13. International Users

CrewHub360 is operated from the United States. If you use the Service from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States. Where required by applicable law, we rely on standard contractual clauses or other lawful transfer mechanisms for cross-border transfers.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will change the "Last updated" date at the top of this page. If the changes are material, we will notify you by email or by prominent notice inside the Service before the changes take effect. Your continued use of the Service after changes become effective constitutes your acceptance of the updated policy.

15. Contact Us

If you have any questions about this Privacy Policy or your information, contact us:

• Email: [email protected]
• Phone: 1-833-681-6335
• Postal mail: CrewHub360, 511 Price Road, Mineral Wells, WV 26150, United States