Privacy policy
Effective
Who we are
Crewcade is operated by Jesse Alvarado, a sole proprietor based in Japan. Crewcade is not incorporated. We call ourselves "Crewcade" or "we" below.
Contact us at [email protected]. We publish no postal address. We disclose it without delay when you ask by email.
This policy covers crewcade.com (this site), the Crewcade web app, and the club sites and sign-up pages that run on Crewcade. It applies to hosts, members, event guests and visitors.
Two roles: Crewcade and your club
Crewcade is software that clubs use to run memberships and events. We act in two roles.
- Crewcade is the controller of account data. This is your sign-in details, your profile basics, our security logs, and what you send us directly.
- Your club is the controller of its member data. This is the member list, registrations, attendance, posts, forms and messages inside the club's workspace. Crewcade is the club's processor. We handle that data on the club's instructions.
A club decides what to ask you, why, and how long to keep it. Ask the club about its own records. We route requests to the club where the law requires.
One Crewcade account, many clubs
You sign up once. The same account can join any club that runs on Crewcade. Your account details live with Crewcade. Your membership, registrations and activity in each club belong to that club's workspace. Crewcade filters every database query by club, so a club works with its own workspace data.
Joining a club is a separate step. An account alone makes you a member of nothing.
What we collect
Account and sign-in
- Email address and name.
- A password, stored only as a bcrypt hash. Or a one-time email code.
- Google sign-in: email, name, picture and Google account ID.
- LINE sign-in: LINE user ID, display name, picture, and email if LINE shares it.
- Email verification status and the date you joined.
Profile and club activity
- Profile picture, social links, location and privacy choices you set.
- Your memberships, roles and plan in each club.
- Event registrations, tickets, check-ins, form answers, posts and uploads.
- Payment status and history for what you buy from a club.
Clubs and hosts
- Workspace details, brand material, events, pages, team members and the members you add or import.
- Your Crewcade plan, invoices and Stripe connection status.
Technical data
- IP address, browser and device type, and sign-in history.
- A record of AI requests (see the AI section) and of emails we send for you, kept so we can run the service, stop abuse and answer billing questions.
Visitors to /start
The /start page needs no account. It reads what you type, the links you give and the images you upload, then builds a draft brand kit and home page. We keep that input and the result, with your IP address, for a limited time (see Retention).
How we use data
- To create your account, sign you in and keep it secure.
- To run clubs: memberships, events, pages, forms, check-in and messages.
- To process payments and subscriptions.
- To send service email: sign-in codes, receipts, reminders and notices.
- To run AI features you ask for.
- To find and stop spam, fraud and abuse. A model screens names and published text.
- To fix errors, keep the service fast and answer support requests.
- To meet legal duties, including tax and accounting records.
We do not sell personal data. We do not use a club's member list for our own marketing.
Legal bases for people in the EEA and UK: contract (to give you the service), legitimate interests (security, abuse prevention, improving the service), legal obligation, and consent where we ask for it. For Japan, we use personal data within the purposes in this policy.
Who receives data
Clubs
A club sees the data of its own members: profile details, email, membership, registrations, form answers and payment history for that club. Hosts can export their member list as a CSV file.
Service providers (processors)
These companies process data for us. Each receives only what its job needs. Where a link says "club", the club chose that service.
| Provider | Purpose | Data |
|---|---|---|
| Stripe | Card payments, club payouts and Crewcade subscription billing. | Name, email, payment details, amounts, and the event or plan paid for. Stripe receives card numbers. Crewcade does not. |
| Postmark | Sending email (sign-in codes, receipts, reminders, club messages). | Recipient address, sender, subject and message body. |
| LINE | Sign in with LINE. Messages from clubs that connect a LINE account. | LINE user ID, display name, profile picture, email if you share it. For club messages: the message and your LINE user ID. |
| Sign in with Google. Address search. Image and picture reading for AI features. | For sign-in: email, name, picture and Google account ID. For address search: the text you type. For AI: the content described in the AI section. | |
| OpenAI, DeepSeek, Anthropic | AI text features (see the AI section). | Text and links that a user or visitor submits to an AI feature. |
| Geoapify and MapTiler | Address search and map display. | Address text you type. Your IP address when your browser loads map tiles. |
| Cloudflare | DNS and proxying for crewcade.com and the web app. Hosting of this site (Cloudflare Pages). Media storage (R2). Bot checks (Turnstile). | IP address and request data. Uploaded images and files. Turnstile receives browser signals to tell people from bots. |
| Supabase | Production database, hosted in Singapore. | All account and workspace data that Crewcade stores. |
| Railway | Hosts the Crewcade API. Hosts our self-hosted Umami analytics for this site. | Data in transit through the API. Page-view data for crewcade.com. |
| Vercel | Hosts the Crewcade web app. | Data in transit to and from the web app. |
| Upstash | Redis cache, rate limits and short-lived job state. | Short-lived technical data, including IP addresses for rate limits and the state of a running /start request. |
| Sentry | Error and performance monitoring in the API and the web app. | Error details, page URLs and device information. The web app also records sample browser sessions with text and form fields masked. |
| Discord | Private operations alerts to Crewcade staff. | New sign-ups (name, email, sign-in method, club), new clubs, payment and dispute events, and verification requests (including the submitter’s email). |
| Pexels and Pixabay | Stock photos and videos for AI page drafts. | Search keywords taken from the draft request. No account details are sent. |
| Tawk.to | Live chat on crewcade.com. | What you type in the chat, your IP address and browser details. Tawk sets cookies. |
Services a club connects itself
A club can connect its own tools. Examples: a LINE official account, a Discord channel webhook, a MailerLite or Mailchimp newsletter account, Google Analytics and Umami. When a club does this, Crewcade sends the relevant data to that service with the club's own keys. The club is the controller and answers for that use. Its provider's policy applies too.
Legal and business reasons
We disclose data when the law requires it, or to protect rights, safety and the service. If Crewcade is sold or transferred, personal data may move to the new owner under this policy.
AI features
Crewcade uses AI models to draft events, pages, forms, captions and translations, to read images and links you supply, to design flyers, and to screen names and published text for spam. A request goes to OpenAI, DeepSeek or Anthropic for text. If the first model fails, we try another. Google models read images and make flyer images.
We send what the feature needs: your prompt, the links and images you give it, and the event, page or form text being worked on. We do not send member lists to AI models. Do not put sensitive personal data into a prompt.
We log each AI request with the feature used, its size and its cost. Crewcade does not train its own models on your content. Each AI provider handles the data it receives under its own terms.
Cookies and analytics
Crewcade web app
- access-token and refresh-token: keep you signed in. Both are HttpOnly. The access token is short-lived. The refresh token lasts up to 30 days.
- oauth_csrf: protects Google and LINE sign-in. It lasts 10 minutes and holds no personal data.
- NEXT_LOCALE: remembers your language for one year.
- Sidebar state: remembers whether the manage sidebar is open, for 7 days.
- cc_guest: a signed visitor ID on /start that applies usage limits. It lasts 30 days.
Crewcade does not run advertising cookies or ad trackers in the app. A club can switch on
Google Analytics or Umami for its own site. The club is responsible for that choice.
Anyone can opt out of those scripts at /privacy/analytics on the club's site.
This site (crewcade.com)
- Umami: privacy-focused page-view analytics that we host ourselves. It sets no cookies. It records page views and basic device data, and it runs only on crewcade.com.
- Tawk.to: the live-chat bubble. Tawk sets its own cookies to recognise returning chats.
You can block or delete cookies in your browser. Sign-in will not work without the sign-in cookies.
Payments
Stripe processes card payments. Crewcade never sees or stores full card numbers. When you pay a club, the charge settles in the club's own Stripe account. The club is the seller. Stripe is an independent controller for its own legal and fraud duties and publishes its own privacy policy. Crewcade keeps the amounts, status and Stripe reference numbers.
How long we keep data
- Account data: while your account is open. We delete it when you ask, subject to the next points.
- Club data: the club decides. When a host deletes a workspace, the workspace and its member data are deleted at once. There is no grace period.
- Billing records: after a workspace is deleted we keep invoices, the plan history and Crewcade's fee records for tax and accounting. These records hold no buyer names, emails or member IDs. They do keep the deleting owner's email and account ID, and the Stripe reference IDs. We keep them as long as the law requires.
- /start input: what you typed, linked or uploaded, and the draft we built, is blanked after 90 days. A short summary stays. All of it is deleted after 12 months.
- Security and AI logs: sign-in activity and AI request records, including IP address and device, are deleted after 12 months.
- Legal holds: data under a legal hold stays until the hold ends.
International transfers
We run Crewcade from Japan. Our production database sits in Singapore. Our providers run servers in other countries, including the United States. Your data can leave your country. For people in the EEA and UK we rely on safeguards such as standard contractual clauses where a provider offers them. For people in Japan we follow the APPI rules on transfers to third parties abroad.
Security
- We send data over HTTPS.
- We store passwords only as bcrypt hashes.
- We encrypt the credentials a club saves for LINE, and its newsletter keys, before we store them.
- Sign-in cookies are HttpOnly and marked Secure in production.
- We filter every database query by club, so one club cannot read another club's data.
- We rate-limit sign-in and sign-up, and we check for bots with Cloudflare Turnstile.
No system is fully secure. If a breach affects you, we tell you and the regulators as the law requires.
Your rights
Depending on where you live, you can ask to access, correct, delete, restrict, move or object to the use of your personal data. You can also withdraw consent you gave.
- Japan (APPI). You can ask us to disclose, correct, add to, delete, or stop using personal data we hold about you. You can ask us to stop providing it to a third party.
- EEA and UK (GDPR). You have the rights above. You can also complain to your local data protection authority.
How to use them
- Profile and settings. Edit your name, picture, location and privacy settings in your account.
- Copy of your data or account deletion. There is no self-service delete button yet. Email [email protected] from your account's email address. We act within 30 days. We may ask you to confirm who you are. Deleting your account ends your memberships in every club.
- Club records. Ask the club first. Hosts can export their member list from the manage area.
- Hosts. The workspace owner can delete the whole workspace from settings. We refuse it while live payments or subscriptions are open, so you can stop them first.
We keep what the law makes us keep, and we tell you when we do.
Children
Children under 13, or under the age of digital consent where you live, cannot open their own Crewcade account. A parent or guardian can add a child to a family membership that the parent or guardian pays for and manages. The parent or guardian gives any consent the law requires, can see and correct the child's details, and can ask us to delete them. Clubs that serve minors must collect any parent consent the law requires. If you think a child opened an account on their own, email [email protected] and we will delete it.
Changes to this policy
We post changes on this page with a new effective date. For material changes we also tell account holders by email or an in-app notice.
Contact
Questions or requests: [email protected]. Crewcade, operated by Jesse Alvarado, Japan.