Privacy Policy

1. Two roles: visitors, and employees of our customers

If you visit our website or book a consultation, we decide why and how your information is used. We are the “controller” (or “business”) for it, and this policy tells you what we do.

If you use Crewhaven at work, your employer (our customer) decides what goes into it and why. We process that information only on your employer’s instructions, under a written agreement that includes a data processing addendum. For that information your employer is the controller (or “business”) and we are its processor (or “service provider”). Ask your employer first about what they hold and how they use it. We will help them answer you.

Who can see what. Inside Crewhaven, your employer’s own administrators (in IT or HR) see what the product holds about its people, including HR details and usage by person. We run the service but do not browse it: our staff open customer information only to provide support you ask for, to keep the service running and secure, to carry out your employer’s instructions, or where the law requires, and they are bound by confidentiality. Support tickets you send from the app are visible to your administrators and to us, because we answer them.

2. What we collect

From visitors to this website

• Consultation requests. The form asks for your name and work email, what you want to talk about, and the time you choose (we also read your browser’s time zone so we show you the right hour). Your company, roughly how many employees you have, and a message are optional. We save the request, and email it to our team with a calendar file.
• Server logs. Our hosting provider receives your IP address, browser type, the pages you request and the time, to deliver the site and keep it secure.
• Spam protection. To stop abuse, we keep a one-way hash of your IP address (and, on forms and sign-in, of the email you type) with the time of each attempt, for 48 hours. We cannot turn the hash back into your address.
• We do not use analytics, advertising or tracking scripts on this website, and we load no third-party scripts or fonts when you visit it.

From our customers’ business contacts

• Name, work email, company and order details; invoices and payment records.
• Card payments are processed by Stripe. We never see or store full card numbers. Bank transfers appear in our bank records.

Information in Crewhaven when your employer uses it

Your employer chooses what to enter. The product has fields for:

• Profile: name, work email, job title, department, division, location, manager, hire date, phone numbers and extension, pronouns, skills, interests and a photo.
• HR details, visible only to your employer’s admins and to you: date of birth, gender, employee number, and termination date and reason.
• Account and sign-in: a password (stored only as a one-way hash), single-use activation and reset links (stored as hashes), when you last signed in, and, if you sign in with Microsoft, your Microsoft account identifier.
• Usage: pages viewed, what you type into the directory search, profiles viewed, your device type, browser and operating system, and a random session identifier. Your employer’s admins see this on an analytics page, including by person.
• Support tickets you send from the app, including any images you attach, and the replies.
• Admin audit log: a record of what admins did (for example, deactivating an account).

If your employer connects Microsoft 365

• Sign in with Microsoft asks Microsoft only who you are (the standard “openid, profile and email” permissions). It does not read your mail, files or calendar.
• Out-of-office sync uses permission your employer’s administrator grants to the app. It checks whether automatic replies are on and whether your calendar shows you away in the next few days, and stores only that status and the date it ends. It does not read or store the text of your replies or the titles of your calendar events.
• Support mailbox (if configured) lets the app file emailed replies into the right ticket.

The mobile app

The iOS app keeps your sign-in token in the iOS Keychain and sends the same usage events as the website. It asks for no device permissions. If you attach a picture, it uses Apple’s photo picker, which gives the app only the pictures you choose. It has no advertising identifiers, no trackers and no location access.

3. How we use information

• Arrange the consultations you ask for, and answer other messages you send us.
• Provide, secure, support and improve Crewhaven, including limiting repeated failed sign-ins.
• Bill our customers and keep the financial records the law requires.
• Understand how the product is used, in aggregate, so we can improve it.
• Meet legal obligations and protect our rights.

We do not sell personal information. We do not share it for advertising across other companies’ sites or apps. We do not use it to make automated decisions that significantly affect people, and we do not send marketing email: we write to you only about your request or your account.

Legal bases (EU, UK and similar regions): performing a contract, our legitimate interests (answering enquiries and keeping the service secure), compliance with legal obligations, and your consent where we ask for it.

4. Who we share it with

Only with:

• Service providers that process information for us under contract. They are listed, with what each does and where, on our Subprocessors page.
• Your employer, for information in Crewhaven. That is how the product works: your employer’s admins see what the product holds about its people.
• Authorities or other parties when the law or a valid legal process requires it, or to protect people’s safety or our rights.
• A buyer or successor if our business is sold or merged, subject to this policy.

5. Cookies and similar storage

We use only what is needed to give you what you ask for. We do not use advertising or third-party analytics cookies, so there is no cookie banner to dismiss.

6. How long we keep it

We keep information only as long as we need it. The short version:

• Consultation requests: 24 months, then deleted automatically.
• Usage events: 24 months, then deleted automatically.
• Spam-protection counters: 48 hours, deleted by a daily cleanup.
• Information in Crewhaven for a customer: for as long as the customer subscribes, and deleted within 30 days after it ends.
• Invoices and payment records: at least 7 years, because tax rules and our financial policy require it.

The full table, and how deletion works, are on Data retention and deletion.

7. How we protect it

• Everything travels over encrypted connections (HTTPS).
• Passwords are stored only as one-way hashes. Activation links expire after 10 days and password-reset links after 1 hour, and we store only a hash of each.
• Sign-in, password reset, the booking form and support tickets are rate limited, repeated failed sign-ins are paused, and sign-in errors say the same thing whether or not an account exists.
• Every page is served with a strict Content-Security-Policy, so only our own scripts can run, and with browser protections against framing, content sniffing and unwanted device access.
• Photos are served only to signed-in people. HR details are visible only to admins and the person they belong to.
• Each customer’s data is kept apart from every other customer’s, in its own database schema with a login that can reach only that schema.
• Access to our systems is limited to the people who need it. Our staff use it for support, for keeping the service running and secure, and for carrying out customers’ instructions, not to browse customer information.

If we confirm a security incident that affects a customer’s data, we tell that customer within 72 hours and help it meet its own notice duties. We notify regulators and individuals where the law requires us to. No system is perfectly secure, so we cannot promise absolute security.

8. Your rights and choices

Depending on where you live, you may have the right to know what we hold about you, to get a copy, to correct it, to have it deleted, to object to or limit how it is used, and to withdraw consent. California residents can also ask what categories of information we collect and disclose, and we will not treat you worse for asking. We do not sell or share personal information for cross-context behavioral advertising.

To make a request, email crewhaven@odysseydevelopments.dev from the address you used with us. We may ask you to confirm who you are before we act. We answer within 30 days, and tell you if the law lets us take longer and why.

If your information is in Crewhaven because of your employer, we will tell you that, pass your request to your employer, and carry out their instruction within 30 days. Your employer’s admins can also deactivate your account themselves at any time.

If you are unhappy with our answer, reply and tell us. You can also complain to your local data protection authority or state attorney general.

9. Children

Crewhaven is a workplace product for adults. It is not directed to anyone under 16, and we do not knowingly collect information from children. If you believe a child has given us information, write to crewhaven@odysseydevelopments.dev and we will delete it.

10. Where information is processed

We are in the United States. Crewhaven runs on infrastructure in the United States: the application on Vercel, and the database on Neon (Amazon Web Services, us-east-1). Our email provider for demo requests, Brevo, is based in France. If you contact us from outside the United States, your information is transferred to and processed in the United States. Where the law requires it, we rely on standard contractual clauses or another approved safeguard for transfers.

11. Changes to this policy

When we change this policy we post the new version here with a new “Last updated” date. For material changes we also email our customers’ account administrators before the change takes effect.

12. Contact us

ODYSSEYDEVELOPMENTS LLC, a Florida limited liability company.
Email: crewhaven@odysseydevelopments.dev