Privacy Policy

1. Information We Collect

a. Account Information

When you sign up for Crews with Google or Apple sign-in, we receive your name, email address, and profile photo from the provider. If you sign up with an email address and password instead, we receive your email address; your password is handled by Firebase Authentication (Google), which stores only a salted hash — Crews never sees or stores your password. You may also set a username, bio, profile labels (e.g. "Designer," "Founder"), and social links.

b. Profile & Preferences

We collect information you provide during onboarding and in your profile, including:

• Preferred session vibes (deep focus, creative, study, writing, etc.)
• Display name format preference (full name, first + last initial, or first only)
• Profile privacy setting (open, followers-only, or private)
• Timezone
• Whether you opt in to share listening activity with your crew

c. Session & Activity Data

When you use Crews, we collect:

• Session participation data: join/leave times, session role (verbal or silent), camera and microphone state, session goals, and goal completion status
• Session debriefs: how you felt after a session, whether you completed your goals, and your room energy rating
• Chat messages and reactions sent during sessions
• Community posts (wins, blockers, questions, check-ins) and reactions
• Follow and connection relationships with other users
• "Open Door" availability status and optional working-on messages
• Streak and session frequency data

d. Tasks & Projects

If you use the built-in task management features, we store your tasks, projects, completion data, priority levels, tags, and any linked session goals. Tasks have visibility controls (shared, title-only, or private) that you set. If you connect external task managers (Notion, Todoist, Linear, or Things), we store the sync metadata and external references necessary to keep your tasks in sync.

e. Payment Information

If you subscribe to a paid plan, your payment is processed by Stripe or through in-app purchase via Apple (RevenueCat). We do not store your full credit card number. We retain subscription status, plan type, billing provider, and an audit trail of subscription events (activation, cancellation, tier changes) for account management.

f. Device Information

We collect device platform information (iOS, Android, web desktop, or web mobile) and push notification tokens (via Firebase Cloud Messaging) to deliver notifications. We do not collect device identifiers for advertising purposes.

g. Referral Data

If you share your invite code or are referred by another user, we track the referral relationship, signup counts, and whether referred users converted to paid subscribers, in order to apply referral rewards.

2. How We Use Your Information

• Provide the service: Power sessions, chat, community features, task tracking, crew membership, and the Open Door availability system.
• Connect you with others: Display your profile, session activity, and availability to other Crews users based on your privacy settings. Surface follow, regular, and connection relationships.
• Notifications: Send push notifications and in-app alerts about session invites, crew activity, follow activity, and other events you've opted into.
• Music features: Display now-playing information during sessions (track title and artist). If you opt in, share your listening activity with your crew. Music playback itself is handled by your own music service — Crews does not stream music content.
• Streaks & motivation: Track your session streak and surface motivational nudges (e.g. task carryover counts, goal completion, debrief reflections).
• Billing: Process subscription payments, apply referral discounts, and manage plan changes.
• Product improvement: Analyze aggregate usage patterns and session metadata to improve Crews. On the web app we use Google Analytics to understand aggregate traffic and feature usage (see Section 9). We do not use advertising SDKs or sell usage data.
• Transactional email: Send account and service emails (such as waitlist updates, receipts, and important service notices — sign-in and password resets are handled by Firebase Authentication) from hello@withcrews.com via Resend. These are not marketing emails.
• Safety & moderation: Enforce our terms of service, investigate reports of abuse, and remove harmful content.

3. Audio, Video & Real-Time Communication

Crews uses LiveKit, self-hosted on infrastructure we operate, to power real-time audio and video during sessions. Your audio and video streams are transmitted in real-time between participants and are not recorded, stored, or processed by Crews. When a session ends, no audio or video data is retained. LiveKit processes streams only for the purpose of real-time transmission and does not use them for any other purpose.

You control your own camera and microphone state at all times. You may join sessions as a silent (non-verbal) participant with both off.

4. Data Visible to Other Users

Depending on your privacy settings, other Crews users may see:

• Your display name (formatted per your preference), profile photo, bio, profile labels, and social links
• Your session activity: which sessions you've joined, your goals (based on task visibility), and whether you completed them
• Community posts, chat messages, and reactions you've sent
• Your Open Door status and working-on message, if you set one
• Music you're listening to, if you've opted into sharing listening activity
• Your host profile (session count, rating, specialties, badges) if you host sessions

You can control visibility through your profile privacy setting (open, followers-only, or private), task visibility settings (shared, title-only, or private), and display name format.

5. Data Sharing with Third Parties

We do not sell, rent, or trade your personal information. We share data only with the following categories of service providers, solely to operate Crews:

• Firebase (Google Cloud) — Authentication, database (Firestore), file storage, cloud functions, and push notifications (FCM). Your account data, session data, messages, and tasks are stored in Firebase.
• LiveKit (self-hosted) — Real-time audio and video transmission during sessions, running on infrastructure we operate. Media streams are relayed only to connect participants in real time and are never recorded.
• Google Analytics — Aggregate usage analytics for the web app (pages visited, approximate location, device and browser type). We do not use Google Analytics for advertising, and we do not send it your name, email, or message content. See Section 9 for how to opt out.
• Resend — Delivery of transactional email (waitlist updates, receipts, service notices) from hello@withcrews.com. Resend receives your email address and the content of those messages.
• Stripe — Payment processing for web subscriptions. Stripe receives your payment method details and billing information directly — we do not handle or store full card numbers.
• Apple / RevenueCat — In-app purchase processing for mobile subscriptions. Apple processes the payment; RevenueCat manages subscription status synchronization.
• Expo — Mobile app delivery and over-the-air updates. Expo does not receive your personal data.
• External task integrations — If you connect Notion, Todoist, Linear, or Things, we exchange task data with those services as needed to sync your tasks. We only access data you've explicitly chosen to sync.

We may also disclose information if required by law, legal process, or to protect the rights, safety, or property of Crews, our users, or the public.

6. Data Retention

• Account data is retained for as long as your account is active.
• Session metadata (title, time, participants, goals) is retained to power streaks, regulars, host stats, and product analytics.
• Chat messages and community posts are retained while associated sessions/crews exist.
• Audio and video are never stored — they exist only during real-time transmission.
• Subscription events are retained as an audit trail for billing support and dispute resolution.
• Deleted accounts: When you delete your account, we remove your personal data from our active systems. Some data may persist in backups for a limited period before being purged. Aggregated, anonymized data that cannot identify you may be retained for analytics.

7. Your Rights & Choices

• Access & portability: You can request a copy of the personal data we hold about you.
• Correction: You can update your profile information at any time in the app.
• Deletion: You can request deletion of your account and associated data by contacting us.
• Privacy controls: You can set your profile privacy level, task visibility, display name format, and listening activity sharing from within the app.
• Push notifications: You can control notification preferences in your device settings and within the app.
• Withdraw consent: Where processing is based on consent, you may withdraw it at any time.

To exercise any of these rights, contact us at crews@thepitch.co.

8. Security

We implement industry-standard security measures to protect your data:

• All data in transit is encrypted via TLS
• Authentication is handled by Firebase Authentication (Google, Apple, or email + password) — Crews never sees or stores your password
• Database access is controlled by Firestore security rules that enforce per-user authorization
• Payment data is handled directly by PCI-compliant processors (Stripe, Apple)
• Audio and video streams are encrypted end-to-end via LiveKit's secure transport

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

9. Cookies & Local Storage

The Crews web app uses cookies and browser local storage for two purposes:

• Sign-in & session state (essential): Authentication tokens and preferences such as your theme, remembered filters, and whether you've dismissed notices. These are required for Crews to work and are not used for tracking.
• Analytics (Google Analytics): We use Google Analytics on the web app to understand aggregate usage — which pages are visited, how features are used, and general device, browser, and approximate location information. Google Analytics sets its own cookies (for example _ga) to distinguish visitors. We use this data only in aggregate to improve Crews. We do not use it for advertising, and we do not link it to your name, email, or message content.

We do not use advertising cookies or third-party tracking pixels.

Opting out: You can block or delete cookies in your browser settings; blocking analytics cookies will not affect sign-in. You can also install Google's Analytics opt-out browser add-on, or enable a content blocker that blocks Google Analytics. Learn more about how Google uses data at policies.google.com/technologies/partner-sites.

10. Browser Extension (Crews — Now Playing)

We offer an optional companion Chrome extension, Crews — Now Playing, that shows the music you're playing to the people in your session. When you enable it during a session you host, the extension reads the currently-playing track title and artist from your open Spotify or Apple Music web-player tab and sends only that information to Crews so it can be displayed in the session.

• It only sends data while you have enabled it during a session you are hosting; it is inactive otherwise.
• It does not collect your browsing history, the contents of other tabs, or anything other than the track title and artist.
• It does not stream or copy music — playback stays in your own music service.
• You can disable it at any time from the extension or by removing it from your browser.

11. Children's Privacy

Crews is not intended for users under 13 years of age (or the applicable age of digital consent in your jurisdiction). We do not knowingly collect personal information from children. If we learn that we have collected data from a child under this age, we will promptly delete the account and associated data.

12. International Data Transfers

Crews is operated from the United States. If you are accessing Crews from outside the U.S., your data will be transferred to and processed in the U.S. and other countries where our service providers operate. By using Crews, you consent to this transfer. We rely on the data processing agreements and compliance certifications of our infrastructure providers (Google Cloud, Stripe, Resend) to ensure appropriate safeguards for international transfers.

13. Changes to This Policy

We may update this privacy policy from time to time. If we make material changes, we will notify you by posting the updated policy on this page, updating the "Last updated" date, and — where appropriate — sending a notification through the app. Your continued use of Crews after changes are posted constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this privacy policy, your data, or wish to exercise your rights, contact us at:

crews@thepitch.co