Privacy Policy

1. Introduction

Welcome to Crewlix.

Crewlix (“we”, “our”, “us”) located at https://www.crewlix.co.uk/ (“Websites”) and Crewlix Mobile Application (hereinafter referred to as “Crewlix” or “Service”) is owned, registered, and operated by Crewlix Limited (“Company”).

Our Privacy Policy governs your visit to https://www.crewlix.co.uk/ and the Crewlix Mobile Application, and explains how we collect, safeguard, and disclose information that results from your use of Crewlix. 

We use your data to provide and improve the Service. By using Crewlix, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, the terms used in this Privacy Policy have the same meanings as in our Terms and Conditions.

Our Terms and Conditions (“Terms”) govern all use of our Service and together with the Privacy Policy constitute your agreement with us (“Agreement”).

2. Definitions

SERVICE means the https://www.crewlix.co.uk/ website and the Crewlix mobile application, both operated by Crewlix Limited.

PERSONAL DATA means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).

USAGE DATA is data collected automatically, either generated by the use of the Service or from Service infrastructure itself (for example, the duration of a page visit).

COOKIES are small files stored on your device (computer or mobile device).

DATA CONTROLLER means a natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed. For the purpose of this Privacy Policy, we are a Data Controller of your data. Where we process personal data on behalf of your organisation, we act as a data processor, and your organisation is the data controller.

DATA PROCESSORS (OR SERVICE PROVIDERS) means any natural or legal person who processes the data on behalf of the Data Controller. We may use the services of various service providers in order to process your data more effectively.

DATA SUBJECT is any living individual who is the subject of Personal Data.

THE USER is the individual using our Service. The User corresponds to the Data Subject, who is the subject of Personal Data.

3. Types of Data Collected

Personal Data 

While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personally identifiable information may include, but is not limited to:

(a) Email address

(b) First name and last name

(c) Phone number

(d) Address, Postcode, City

We may use your Personal Data to contact you with newsletters, marketing or promotional materials, and other information that may be of interest to you. You may opt out of receiving any or all of these communications from us by following the unsubscribe link or by emailing hello@crewlix.com.

Usage Data

We may also collect information that your browser sends whenever you visit or access Crewlix by or through a mobile device and/or computer device (“Usage Data”).

This Usage Data may include information such as your computer's Internet Protocol address (e.g., IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.

When you access Service with a mobile device, this Usage Data may include information such as the type of mobile device you use, your mobile device's unique ID, the IP address of your mobile device, your mobile operating system, the type of mobile Internet browser you use, unique device identifiers, and other diagnostic data.

We may also collect information that your browser sends whenever you visit our Service or when you access the Service by or through a mobile or computer device.

Location Data

We may use and store information about your location if you give us permission to do so (“Location Data”). We use this data to provide features of our Service and to improve and customise our Service.

You can enable or disable location services on your device when you use our Service at any time by configuring your device settings.

Tracking Cookies Data

We use cookies and similar tracking technologies to track the activity on our Service, and we hold certain information.

Cookies are files with a small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Other tracking technologies are also used, such as beacons, tags, and scripts to collect and track information and to improve and analyse our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Examples of Cookies we use:

(a) Session Cookies: We use Session Cookies to operate our Service.

(b) Preference Cookies: We use Preference Cookies to remember your preferences and various settings.

(c) Security Cookies: We use Security Cookies to provide better security.

(d) Advertising Cookies: Advertising Cookies are used to serve you with advertisements that may be relevant to you and your interests.

Other Data

While using our Service, we may also collect and store the following information: sex, age, date of birth, place of birth, passport details, citizenship, home address and correspondence address, telephone number (work, mobile), details of documents on education, qualification, professional training, employment agreements, non-disclosure agreements, information on bonuses and compensation, information on marital status, family members, National Insurance number (or other taxpayer identification number), office location and other data. The legal basis for processing this data is: employment law obligations, legal compliance under UK GDPR Article 9, and explicit consent where required.

4. Sign-In Services

We enable accessing Crewlix through third-party services to provide a seamless sign-in experience. The following parties are available currently. 

Google SSO

If you sign in via the third-party service Google (i.e., single sign-on or SSO), you will be permitting Google to share information with Crewlix for authentication and verification purposes. You do have the option of restricting this from your Google account if you choose to. This data will, however, be considered to be Crewlix-related account information solely for the purpose of your use and access to the Crewlix software application. 

Data collection for Google SSO

When you grant Google permission to share your details, we collect the following information:

(a) display picture

(b) profile information

(c) email address

You have the right to stop your Google account and Crewlix from connecting by changing your privacy settings on your Google account. 

This shared information will remain on Crewlix until you delete it or change it, and this shared information will allow you to use Crewlix services.

5. Use of Data

Crewlix uses the collected data for the following purposes:

(a) to provide and maintain our Service;

(b) to notify you about changes to our Service; 

(c) to allow you to participate in interactive features of our Service when you choose to do so; 

(d) to provide customer support; 

(e) to gather analysis or valuable information so that we can improve our Service; 

(f) to monitor the usage of our Service;

(g) to detect, prevent, and address technical issues;

(h) to fulfil any other purpose for which you provide it;

(i) to carry out our obligations and enforce our rights arising from any contracts entered into between you and us, including for billing and collection;

(j) to provide you with notices about your account and/or subscription, including expiration and renewal notices, email instructions, etc.;

(k) to provide you with news, special offers, and general information about other goods, services, and events which we offer that are similar to those that you have already purchased or enquired about, unless you have opted not to receive such information;

(l) in any other way we may describe when you provide the information;

(m) for any other purpose with your consent.

6. Retention of Data

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.

We also retain Usage Data for internal analysis purposes. Usage Data is used to strengthen the security or to improve the functionality of our Service.

We use industry-standard encryption to protect your data in transit and at rest.

We retain account and usage data for the duration of your subscription and for up to 12 months following account closure, unless a longer period is required by law. Where Crewlix processes personal data on behalf of your organisation as a data processor, your organisation remains the data controller and is responsible for its own data retention obligations under applicable law.

7. Transfer of Data

Your information, including Personal Data, may be transferred to and maintained on computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.

Data is hosted on Amazon Web Services (AWS) US-East. Transfer to the USA is covered under the UK-US Data Bridge adequacy framework.

Your consent to this Privacy Policy, followed by your submission of such information, represents your agreement to that transfer.

Crewlix will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy, and no transfer of your Personal Data will take place to an organisation or a country unless adequate controls are in place, including controls over the security of your data and other personal information.

We may, in some cases, transfer your personal data to third parties to process your request or provide services. Currently, we have partnered with the following parties: 

SendGrid

SendGrid is an entity of Twilio. Please refer to their privacy policy at: https://www.twilio.com/legal/privacy

Amazon Web Services (AWS)

Please refer to their privacy policy at: aws.amazon.com/privacy

8. Disclosure of Data

We may disclose personal information that we collect, or you provide:

(a) Disclosure for Law Enforcement.

Under certain circumstances, we may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities.

(b) Business Transaction.

If we or our subsidiaries are involved in a merger, acquisition, or asset sale, your Personal Data may be transferred.

(c) Other cases. We may disclose your information also:

(i) to our subsidiaries and affiliates;

(ii) to contractors, service providers, and other third parties we use to support our business;

(iii) to fulfil the purpose for which you provide it;

(iv) for the purpose of including your company’s logo on our website;

(v) for any other purpose disclosed by us when you provide the information;

(vi) with your consent in any other cases;

(vii) if we believe disclosure is necessary or appropriate to protect the rights, property, or safety of the Company, our customers, or others.

9. Security of Data

The security of your data is important to us; however, please keep in mind that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use industry-standard means to protect your Personal Data, we cannot guarantee its absolute security.

10. Data Loss Disclaimer

At Crewlix, we respect the confidentiality of the data you entered into our HRM platform. While we implement stringent security measures to protect against data loss, theft, and unauthorised access, we recognise that no system is completely infallible.

You will be notified promptly of a data breach, and immediate corrective measures will be taken. However, Crewlix does not access your data and, therefore, cannot be held liable for any data loss or the consequences thereof. You are encouraged to maintain your data backups and implement strong security practices for your accounts.

11. Service Interruption Disclaimer

Crewlix is committed to providing a reliable HRM service. However, occasional interruptions may occur due to maintenance, system updates, or unforeseen technical issues. We strive to minimise any disruptions and will endeavour to provide advance notice of any scheduled maintenance.

Despite our efforts, please be aware that Crewlix is not liable for any losses or inconveniences caused by service interruptions. We appreciate your understanding as we continuously work to enhance service stability and reliability.

12. Your Rights Under the United Kingdom General Data Protection Regulation (UK GDPR)

If you are a resident of the United Kingdom, you are entitled to a range of important data protection rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. These rights are designed to give you clear visibility over how your personal data is collected, stored, used, and shared, and to ensure that you remain in control of that information rather than the organisation that holds it. In practice, this means you can ask questions about the data we have, request copies of that data, request corrections, limit how it is used, and, in some cases, require that it be deleted. The purpose of these rights is to make data processing transparent and accountable, and to give you meaningful choices about how your information is handled.

We will respond to all data subject requests within one calendar month of receipt, in line with our obligations under UK GDPR Article 12.

As part of our commitment to these principles, we aim to take reasonable and proportionate steps to allow you to correct, amend, delete, or restrict the use of your personal data when you exercise your rights. We will assess each request carefully and respond in line with our legal obligations and any relevant guidance from the UK Information Commissioner’s Office (ICO). If you would like to know precisely what personal data we hold about you, or if you would like us to remove specific items of your personal data from our systems where this is appropriate, you can contact us at any time by emailing hello@crewlix.com or by writing to us at Crewlix Limited, 161 Brading Crescent, London, England, E11 3RU. Using this email address helps us ensure your request is properly logged, routed to the right team, and addressed within a reasonable timeframe.

In certain circumstances, you have the following rights under UK data protection law, and it is useful to understand what each one means in everyday terms:

a) Right to be informed: You have the right to be given clear, accessible information about how your personal data is being collected and used. This includes details such as the types of data we collect, the purposes for which we use that data, the lawful bases on which we rely, how long we keep it, and who we may share it with. Typically, this information is provided in documents such as our privacy policy, cookie notice, or other data protection statements. The aim is that you are never left guessing about what happens to your data once you provide it.

b) Right of access: You have the right to request a copy of the personal data we hold about you and to understand how we use it. When you exercise this right, we will provide you with information about the categories of data we process, the purposes of the processing, the recipients or categories of recipients to whom the data has been disclosed, and, as far as possible, how long we plan to keep it. This right helps you verify that we are processing your data lawfully and fairly, and gives you a chance to check whether the information we hold is accurate and complete.

c) Right of rectification: You have the right to ask us to correct personal data that is inaccurate or incomplete. If any of your details have changed or you notice that we hold information that is wrong, outdated, or misleading, you can request that we update or complete that data. In many cases, this might include your name, contact details, job title, and other profile information. We will evaluate your request and, where appropriate, amend our records to ensure they reflect the correct and up‑to‑date information.

d) Right to erasure: You have the right to ask us to delete your personal data in certain circumstances, sometimes referred to as the “right to be forgotten”. This right may apply, for example, where the data is no longer needed for the purpose for which it was originally collected, where you withdraw consent, and there is no other legal basis for processing, or where the data has been processed unlawfully. There are situations in which we may need to retain some data—for instance, to comply with legal obligations, to resolve disputes, or to enforce our agreements—but where no such obligations exist, we will consider your request and delete the data when it is appropriate to do so.

e) Right to restrict processing: You have the right to ask us to limit how we use your personal data in specific situations. Restriction of processing does not necessarily mean deleting your data; instead, it may mean that we store it but do not actively use it, or that we use it only for limited purposes. This right can be relevant when you contest the accuracy of the data, when the processing is unlawful but you prefer restriction over erasure, when we no longer need the data but you require it in connection with a legal claim, or when you have objected to processing, and we are considering that objection. During a period of restriction, we will clearly limit how we handle your data.

f) Right to data portability: You have the right to receive your personal data in a structured, commonly used, machine‑readable format and, where technically feasible, to request that we transmit that data directly to another controller. This right generally applies to data you have provided to us and that we process using automated means based on your consent or for the performance of a contract. It allows you to take your data with you—for example, if you move to another service provider—and helps ensure that you are not locked into one provider simply because your data is difficult to transfer.

g) Right to object: You have the right to object to our processing of your personal data in certain situations, especially where we rely on legitimate interests or perform processing for direct marketing purposes. If you object, we will consider whether our reasons for processing outweigh your interests, rights, and freedoms, and we may be required to stop processing your data for those purposes. If you object to direct marketing, we will stop using your personal data for that purpose. This right gives you the ability to say “no” to certain kinds of processing you consider intrusive or unnecessary.

h) Right to withdraw consent: Where we rely on your consent as the lawful basis for processing your personal data, you have the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing that took place before you withdrew it, but it does mean that we must stop any ongoing or future processing that depends solely on your consent. If you choose to withdraw your consent, we will explain the impact, if any, on the services we provide to you and whether certain features or functions may no longer be available.

To protect your privacy and the security of your personal data, we may ask you to verify your identity before responding to your request. This might involve asking for additional information or documentation to confirm that we are communicating with the right person and not disclosing data to someone who is not entitled to receive it. Please also note that, in some cases, we may not be able to provide the service without certain necessary data, particularly where that data is essential for security, legal compliance, or the proper functioning of the platform.

In addition to contacting us directly, you also have the right to raise concerns with the UK data protection regulator if you are unsatisfied with how we handle your personal data. In the United Kingdom, this regulator is the Information Commissioner’s Office (ICO). The ICO can provide guidance, investigate complaints, and, where appropriate, take action in relation to breaches of data protection law. If you believe that your data protection rights have been infringed, you can contact the ICO at ico.org.uk, by telephone on 0303 123 1113, or by post at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

13. Service Providers

We may employ third-party companies and individuals to facilitate our Service (“Service Providers”), provide Service on our behalf, perform Service-related services, or assist us in analysing how our Service is used.

These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.

14. Analytics

We may use third-party Service Providers to monitor and analyse the use of our Service.

Google Analytics

Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.

For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: https://policies.google.com/privacy

We also encourage you to review Google's policy for safeguarding your data: https://support.google.com/analytics/answer/6004245.

15. Behavioural Remarketing

Crewlix uses remarketing services to advertise on third-party websites to you after you have visited our Service. our third-party vendors, and we use cookies to inform, optimise, and serve ads based on your past visits to our Service.

Google Ads

Google Ads remarketing service is provided by Google LLC.

You can opt out of Google Analytics for Display Advertising and customise the Google Display Network ads by visiting the Google Ads Settings page: http://www.google.com/settings/ads

For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: https://policies.google.com/privacy

16. Links to Other Sites

Our Service may contain links to other sites that are not operated by us. If you click a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

17. Children's Privacy

Our Services are not intended for use by children under the age of 18 (“Child” or “Children”). 

We do not knowingly collect personally identifiable information from Children under 18. If you become aware that a Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from Children without verification of parental responsibility, we take steps to remove that information from our servers.

18. Content Moderation and Responsibility

As an HRM software provider, Crewlix facilitates a platform for workspaces to manage company data. As a workspace owner, your primary responsibility is to ensure the content created and managed within the workspace adheres to all applicable laws and regulations.

Crewlix does not access, review, or moderate the data entered by you and, therefore, cannot be held responsible for any content that does not comply with applicable laws and regulations within the accounts. We encourage all to maintain a respectful and legal use of our services, ensuring data handling complies with relevant privacy and employment laws.

19. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will endeavour to notify you of material changes via email or via a prominent notice on our Service.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

20. Contact Us

If you have any questions about this Privacy Policy, please contact us by email: hello@crewlix.com 

Crewlix Limited, 161 Brading Crescent, London, England, E11 3RU.