Privacy Policy

1. Information We Collect

We collect information you provide to us, information the service produces while it works for you, and information your devices send while you use the service.

1.1. Log Data

When you visit our website or use the application, our servers log the standard data your browser or client provides: your IP address, browser type and version, the pages you visit, the time and date of each request, and technical details of any errors. We use this data for troubleshooting, security and improving the service.

1.2. Account Information

• Name
• Email address
• Profile photo, if you add one or your Slack, Microsoft or Google profile provides one
• The names, email addresses and roles of the members of your workspace
• Billing details, processed by our payment provider Paddle (see Section 7). We do not receive or store your full card details.

1.3. Slack and Microsoft Teams Workspace Information

When you install Crewhir in Slack or Microsoft Teams, we receive the workspace or tenant identifier and name, the name and email address of the person who installed it, the user identifiers and profile details (name, display name, email address, time zone and photo) of members who use Crewhir, and the mapping between those Slack or Teams users and Crewhir accounts.

1.4. Messages and Files Crewhir Can See

Crewhir can read only what it is given access to:

• Channels Crewhir has been added to, including messages in those channels that are not addressed to Crewhir, so that it has the context it needs to do the work you ask for.
• When Crewhir joins a channel, up to 90 days of that channel's earlier messages, so that it understands the conversation it is joining.
• Direct messages sent to Crewhir, and threads it is mentioned in or replies to.
• Files shared in those channels, direct messages and threads.
• Private channels and direct messages Crewhir has not been added to, only where a user grants it search permissions, and only within that user's own access.

Crewhir cannot read channels or direct messages it has not been given access to in one of these ways.

1.5. Connected Tools and Credentials

To do work in other software, you connect it to Crewhir, usually through an OAuth authorisation on that software's own sign-in page, and sometimes with an API key. We store the resulting tokens and keys encrypted, and we read and write data in the connected tool only to carry out the work you or your team ask for.

Connections are shared across the workspace: once a member connects a tool, any member of the workspace who can use Crewhir may ask it to act in that tool, with the permissions of the account that authorised the connection. Only connect accounts that everyone in your workspace should be able to use.

1.6. Tasks, Outputs and Records

We store the requests made to Crewhir, the threads they happen in, scheduled and recurring tasks, the tool calls Crewhir makes and their results, approval requests and the decisions made on them, notes Crewhir keeps about your team's processes and preferences, and the files, reports, code and apps it produces ("Generated Content"). We keep these so that you can return to them, so that Crewhir can recall earlier work when you refer to it, and so that every action can be traced.

1.7. Communications With Us

When you email us, book a demo or contact support, we keep the messages and the contact details you give us so that we can reply and keep a record of the request.

1.8. Cookies and Analytics

We use cookies and similar technologies (such as your browser's local storage) to operate the application, for example to keep you signed in. Our marketing website uses Vercel Web Analytics, which counts page views without cookies and without identifying you.

The following third-party services may set cookies when you use the parts of the service they provide:

• Paddle: checkout and subscription management, including fraud prevention. (https://www.paddle.com/legal/privacy)
• Google: signing in with your Google account. (https://policies.google.com/privacy)

We do not currently use advertising cookies or advertising pixels. If we add them, we will update this section first and ask for your consent where the law requires it.

1.9. Sensitive Data

We do not knowingly collect special categories of personal data, and our Terms of Service prohibit sending certain regulated data to Crewhir (see "Prohibited Data" in the Terms). If such data reaches us through a channel or connected tool, we process it only as part of the work requested and delete it on the schedule in Section 14.

2. Legal Bases for Processing (UK GDPR and GDPR)

If you are located in the United Kingdom or the European Economic Area (EEA), we rely on the following legal bases to process your personal information:

• Contractual necessity: processing is necessary to perform the contract you or your organisation enter into with us (our Terms of Service), or to take steps at your request before entering into it, such as creating an account.
• Legitimate interests: we process personal information to secure and improve the service, to market it to existing customers, and to prevent fraud and abuse, where those interests are not overridden by your rights and freedoms.
• Consent: in some cases we rely on your consent, for example for marketing emails or for connecting a Google account. You may withdraw consent at any time.
• Legal obligation: we keep certain records, such as invoices, because the law requires it.

3. How We Use Information

We collect, hold, use and disclose information for the following purposes:

• To provide the service: carrying out the tasks you and your team ask Crewhir to do, running scheduled and recurring tasks, and producing the files, reports, code and apps you ask for.
• To process AI requests with the providers described in Section 4.
• To ask for approval before high-stakes actions and to record the decisions made (Section 5).
• To process payments, plan changes and credits for your subscription.
• To contact you about your account, your workspace and support requests.
• For security, fraud prevention and audit, and to make sure the service is used in line with our Terms of Service.
• To improve the service, using aggregated or de-identified information about how it is used.
• For marketing about our products, which you may opt out of at any time.
• To comply with our legal obligations and resolve disputes.

We do not use Customer Data (the messages, files and connected-tool data described in Sections 1.4 to 1.6) for advertising.

4. AI Processing

Crewhir's work is performed by large language models operated by third-party providers. To complete a task, we send them the parts of your request, conversation, files and connected-tool data that the task needs, and receive the result back. The providers are:

• Anthropic (https://www.anthropic.com/privacy)
• OpenAI (https://openai.com/policies/privacy-policy)
• Google (https://policies.google.com/privacy)

We use these providers under their business terms, which do not permit them to train their models on the content we send. They may keep it for a short period to monitor for abuse, as their terms allow, and then delete it.

Crewhir does not train AI models on your Customer Data, your Generated Content or your Google user data.

5. Autonomy and Approvals

Crewhir handles routine work without waiting on you, and asks a person before high-stakes actions. By default, Crewhir always asks for approval before it sends email outside your organisation, spends money, deletes data, or changes its own access. Workspace admins can turn types of action on or off and require approval for others.

We record each approval request and decision, with who made it, when, and where (Slack, Microsoft Teams or the web application), together with the action that followed, so that every action can be traced.

6. Workspaces and Team Members

• Members of a workspace see each other's name, email address and role, and can see the requests, threads and outputs in the channels they share with Crewhir.
• Workspace admins can see the workspace's connected tools, approval settings, usage and activity log.
• Where an organisation uses Crewhir for its staff, the organisation decides how Crewhir is used with its data. For the Customer Data in its workspace, that organisation is the controller and NETSACH TECH LTD processes it on the organisation's behalf. A data processing agreement is available on request at [email protected].

7. Disclosure of Personal Information to Third Parties

We disclose personal information to the following categories of recipients (our sub-processors):

• Paddle, our payment provider and Merchant of Record: payment, invoicing, tax and refunds. Receives your name, email address, billing address and payment details, and processes them under its own privacy policy as an independent controller.
• Hosting, database and storage providers: run the service and store your data.
• AI model providers (Anthropic, OpenAI and Google): process requests as described in Section 4.
• Email delivery providers: receive your email address and the emails we send you.
• Error monitoring providers: receive technical details of errors, which may include identifiers.
• Vercel: hosts our marketing website and counts page views without cookies.

• The tools you connect, which receive the data Crewhir writes to them on your behalf.
• Slack and Microsoft, which carry the messages Crewhir sends in your workspace.
• Affiliates: a parent, subsidiary or affiliate of our company.
• A buyer or successor, if our business is sold or merged, under the same protections as this policy.
• Legal authorities: courts, regulators and law enforcement, as required by law or to establish, exercise or defend our legal rights.

We do not sell personal information. Our service providers are bound by contracts that require them to protect personal information in accordance with applicable data protection law and to use it only to provide their service to us. Our website may link to third-party sites, which have their own privacy policies.

8. Slack

This section applies when Crewhir is installed in a Slack workspace.

• Data we access: messages, threads and files in channels Crewhir has been added to (including up to 90 days of history on joining); direct messages with Crewhir; private channels and direct messages only where a user grants search permissions; user profiles (name, display name, email address, time zone, photo); and channel names and membership.
• Why: to understand requests, do the work asked for, reply in the right place, and recall earlier work.
• How long: as set out in Section 14.

We affirm Slack APIs are not used to develop, improve, or train generalized AI/ML models.

We do not sell Slack data, and we do not use Slack data for advertising.

Revoking access: a workspace admin can remove Crewhir at any time through Slack's App Management settings. Uninstalling stops new data collection and deletes our Slack access tokens. It does not delete data we already hold, which is deleted on the schedule in Section 14, or sooner if you ask us at [email protected].

9. Microsoft Teams

This section applies when Crewhir is installed in Microsoft Teams.

• Data we access through Microsoft Teams and Microsoft Graph: messages, threads and files in the teams, channels and chats Crewhir has been added to; direct chats with Crewhir; and user profiles (name, email address, time zone).
• Why: to understand requests, do the work asked for, reply in the right place, and recall earlier work.
• How long: as set out in Section 14.

We do not use Microsoft 365 data to develop, improve or train generalised AI or machine learning models, we do not sell it, and we do not use it for advertising.

Revoking access: a Teams administrator can remove or block Crewhir in the Teams admin center, and users can remove it from their Teams client. Removing Crewhir stops new data collection and deletes our access tokens. Existing data is deleted on the schedule in Section 14.

10. Google API Services

Crewhir's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy (https://developers.google.com/terms/api-services-user-data-policy), including the Limited Use requirements.

When you sign in with Google, we receive your name, email address and profile photo, and use them only to create and secure your account.

In particular, we use Google user data only to provide and improve the features you see in the application, we do not sell it, we do not use it for advertising, and we do not use it to develop, improve or train generalised AI or machine learning models. People at Crewhir do not read it unless you ask us to for support, it is needed for security, or the law requires it. You may revoke Crewhir's access at any time at https://myaccount.google.com/permissions.

11. International Data Transfers

We store and process data in the United States. Several of the providers named above also operate there. The United States may have data protection laws that differ from the laws of your country.

For transfers out of the United Kingdom or the EEA, we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum, Standard Contractual Clauses approved by the European Commission, the UK Extension to the EU-US Data Privacy Framework or the EU-US Data Privacy Framework where the recipient is certified, or other legally recognised mechanisms.

12. Data Security

We implement commercially reasonable measures to protect personal information from loss, theft, unauthorised access, disclosure, copying, use or modification, including:

• Encryption in transit (TLS) and at rest (AES-256), including the tokens and keys for connected tools.
• Isolation between workspaces.
• Role-based access controls and multi-factor authentication for our staff's access to production systems.
• Audit logs of access and of the actions Crewhir takes.
• Regular security assessments and updates.

Your Slack or Microsoft Teams administrators are responsible for who can access your workspace, which channels Crewhir is added to, and which tools are connected.

No method of electronic transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and the regulator as the law requires.

13. Your Rights

If you are located in the United Kingdom or the EEA, you have the following rights:

• Right of access: to request a copy of the personal information we hold about you.
• Right to rectification: to request that we correct inaccurate or incomplete personal information.
• Right to erasure: to request that we delete your personal information, subject to exceptions such as a legal obligation to retain it.
• Right to restrict processing: to request that we restrict processing in certain circumstances.
• Right to data portability: to receive your personal information in a structured, commonly used, machine-readable format.
• Right to object: to object to processing based on legitimate interests and to processing for direct marketing.
• Right to withdraw consent: where processing is based on consent, to withdraw it at any time.

If you live in a US state with a consumer privacy law, you may have the right to know and access the personal information we hold about you, to correct it, to delete it, and to opt out of its sale or use for targeted advertising (we do neither). We respond within 45 days. If we decline your request, you may appeal by replying to our decision, and we will respond to the appeal within the time the law sets. You may use an authorised agent, and we may ask for proof of the agent's authority. We will not discriminate against you for exercising these rights.

To exercise any of these rights, contact us at [email protected]. UK and EEA requests are answered within one month. Where your data is in an organisation's workspace (Section 6), we may refer your request to that organisation's administrator.

14. Retention and Deletion

We keep personal information only for as long as we need it to provide the service, for legitimate business purposes, or as required by law. In particular:

• Customer Data, Generated Content and the activity log are kept while the workspace exists.
• When you delete data, delete your account or delete a workspace, the data is removed from our production systems within 30 days and from our backups as they rotate, within a further 35 days, except where we must keep a record to comply with a legal obligation such as tax law.
• Derived data, such as search indexes and embeddings, is deleted with the data it came from.
• Tokens and keys for a connected tool are deleted when you disconnect it, and Slack and Teams tokens are deleted when Crewhir is uninstalled.
• Uninstalling Crewhir does not by itself delete data we already hold. Ask us to delete it, or delete the workspace in the application.
• You may ask us for an export of your data before deletion.
• Log data is kept for a limited period for troubleshooting and security.

15. Children's Privacy

The service is for businesses and is not directed at anyone under 18. We do not knowingly collect personal information from people under 18. If you believe we have, please contact us and we will delete it.

16. Complaints

If you believe we have breached a data protection law and wish to complain, please contact us using the details below with the details of the alleged breach. We will investigate and respond in writing with the outcome and the steps we will take.

You also have the right to complain to a data protection authority: in the United Kingdom, the Information Commissioner's Office (https://ico.org.uk/make-a-complaint/), or in the EEA, the authority in the country where you live or work.

17. Changes to This Policy

We may change this policy to reflect changes to the service, to our providers or to the law. If we make significant changes, we will notify you by a notice in the application or by email before they take effect. Your continued use of the service after a change means you accept the updated policy.

18. Contact Us

For questions about your privacy, or to exercise your rights, contact us at:

NETSACH TECH LTD (Crewhir) · 3568 Dodge Street, Omaha, NE 68131 · [email protected]