1. Who we are
CrewInn is hotel staff management software, based in the United Kingdom. In this policy, "CrewInn", "we", "us" and "our" refer to the business that provides it.
If you have any questions about this policy or about how your data is handled, contact us at hello@crewinn.co.uk.
2. Our role: controller and processor
Data protection law distinguishes between a controller (who decides how and why personal data is used) and a processor (who handles data on a controller's instructions). CrewInn acts in both roles depending on the situation:
- As a controller — for visitors to our website and for enquiries sent to us, and for the staff of any hotel we operate ourselves.
- As a processor — when a hotel uses CrewInn to manage its own staff. In that case the hotel is the controller of its staff's data, and CrewInn only processes that data to provide the service, on the hotel's instructions.
3. What data we handle
When you contact us (e.g. by email), we receive your name, email address and whatever you include in your message.
When a hotel uses CrewInn, the service stores the staff information the hotel enters and generates, which may include:
- name and department;
- a personal PIN and (for managers) a login and password;
- clock in / clock out times and worked hours;
- rota and shift information;
- holiday and leave requests and balances;
- pay rate, tax code and payroll figures, where the hotel chooses to use payroll features;
- email address, where provided, for rota and account notifications.
4. How and why we use it
We use personal data only to provide and run the service — recording attendance, building rotas, managing leave, producing timesheets and payroll reports — and to respond to enquiries and support requests. We do not use staff data for advertising, and we do not sell personal data to anyone.
Where CrewInn is the controller, our lawful bases are typically performance of a contract and our legitimate interest in running and improving the service. Where CrewInn is a processor, the hotel (as controller) determines the lawful basis for its staff data.
5. Who we share it with
We do not sell personal data. We share it only with the service providers needed to run CrewInn, who act on our behalf under appropriate terms:
- Hosting — our server infrastructure provider, which stores the data securely.
- Email — email providers used to send account and rota notifications and to receive enquiries.
- AI assistant — a third-party AI provider that powers the optional chat assistant on our website, used only to generate replies to questions typed into it.
We may also disclose data if required by law. Data is hosted in the UK / EEA where possible.
6. How we protect it
- encrypted connections (HTTPS) for all access;
- role-based access, so people only see what their role allows;
- PIN and password protection for staff and manager accounts;
- an audit log of key changes;
- automatic daily backups.
7. How long we keep it
We keep personal data for as long as it is needed to provide the service to the hotel, and to meet legal or accounting obligations. A hotel can ask us to export or delete a person's data, and CrewInn includes tools to do so on request.
8. Your rights
Under UK data protection law you have the right to access your personal data, to have it corrected or deleted, to restrict or object to its use, and to data portability. If CrewInn holds your data as a processor for a hotel, please contact that hotel; where we are the controller, contact us at hello@crewinn.co.uk and we will respond within the timescales the law requires.
9. Cookies
Our marketing website uses no tracking or advertising cookies. The CrewInn application uses a single essential cookie to keep managers logged in during a session; it is not used for tracking.
10. Website AI assistant
Our website offers an optional AI chat assistant. If you use it, the messages you type are sent to a third-party AI provider solely to generate a reply; they are not used to train AI models or for advertising. We keep a record of these conversations so we can answer follow-up enquiries and improve the service. Please don't enter personal details or staff data into the chat — for anything specific, email hello@crewinn.co.uk.
11. Complaints
If you have a concern about how your data has been handled, please contact us first so we can put it right. You also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO), at ico.org.uk.
12. Changes to this policy
We may update this policy from time to time. The "last updated" date at the top shows when it last changed. Significant changes will be reflected here.