Crew Anvil
Privacy Policy

Privacy Policy

Last updated 13 November 2026

This policy explains what personal data Crew Anvil handles, why, who sees it and what your choices are. It is written for the businesses that use Crew Anvil (our "customers"), for their staff, and for the people those businesses serve ("your customers").

1. Who is responsible

  • For account data (your name, email, login details, company details, billing contact): Crew Anvil, 3959 Fairlands Drive, Pleasanton, CA 94588, United States, is the controller.
  • For your customers' data (the names, emails, phone numbers, addresses, gate codes, job notes, photos, estimates and invoices you enter): you are the controller and we are your processor. We process it only to run Crew Anvil for you, and on your instructions. Section 9 sets out our processor commitments.

Questions or requests: [email protected].

2. What we handle

  • Account data: name, email, a hashed password (we never store the password itself), role, company name, timezone, currency and tax rate.
  • Business data you enter: customers and their contact details, addresses and access notes, jobs, visits and schedules, checklists, estimates, change orders, invoices and payment records, photos you upload, crew names and phone numbers.
  • Emails we send for you: a record of each message (recipient, subject, content, whether it was delivered) so you can see what was sent.
  • Technical data: IP address, browser type and request logs on our servers, used to keep the service secure and working.
  • Billing data: payments are handled by Paddle (see below). We receive limited information such as your plan and payment status, not your full card number.

Crew Anvil does not use advertising or analytics trackers. It stores a sign-in session in your browser so you stay signed in. It does not set tracking cookies.

3. Why we use it, and the legal basis

  • To provide the service you asked for (contract).
  • To keep it secure, prevent abuse, fix problems and make backups (our legitimate interests).
  • To send you service messages such as password resets and important changes (contract, legitimate interests).
  • To meet legal obligations such as tax records (legal obligation).

We do not sell personal data and we do not use it for advertising.

4. Who else handles the data (our providers)

These providers process data on our behalf, under their own data-protection terms:

  • DigitalOcean: the server and database, in Frankfurt, Germany.
  • Cloudflare: website delivery, DNS, storage of photos and backups (R2), and forwarding of replies to our contact address.
  • Brevo: sending estimate, invoice, reminder and password-reset emails.
  • Paddle: payments, invoices and tax for paid plans, as Merchant of Record and an independent controller of the billing data it collects. See Paddle's privacy notice.
  • UptimeRobot: checks that the service is up. It sees only a status page, never personal data.
  • GitHub: holds our source code. It holds no customer data.

We may share data when the law requires it, or to protect rights and safety. We will not share it for marketing.

5. Where the data is and international transfers

Our server and database are in Frankfurt, Germany, and we ask Cloudflare to keep photo and backup storage in Western Europe. Our team may access the data from outside the UK and EU, including from Pakistan. Where UK or EU personal data is transferred to a country without an adequacy decision, we rely on approved safeguards such as the Standard Contractual Clauses or the UK International Data Transfer Addendum, and we will give you a copy on request.

6. How long we keep it

  • While your account is active, we keep your data so the service works.
  • After the account ends we delete the live data within 30 days. Nightly backups are overwritten within a further 14 days.
  • We keep limited billing and tax records for as long as the law requires.

7. Your rights

Depending on where you live (including the UK, the EU, California, the United Arab Emirates, Saudi Arabia and other countries with data-protection laws) you can ask to access, correct, delete, export or restrict the use of your personal data, to object to some uses, and to complain to your data-protection authority (in the UK, the Information Commissioner's Office). We do not sell or share personal data for cross-context advertising.

If you are one of your contractor's customers and want to see or delete the data they hold about you, ask that business first, because it controls that data. If you tell us, we will pass your request to them.

8. Security

We use encrypted connections (HTTPS), hash passwords, keep each company's data separate, limit crew accounts to the jobs assigned to them, keep nightly backups, and give our own staff and contractors access only to what their work needs, under a duty of confidentiality. No system is perfectly secure, so tell us at once if you notice anything wrong. If a breach affects personal data we will tell the affected account owners without undue delay.

9. When we are your processor

For your customers' personal data we agree to:

  • process it only on your documented instructions (using Crew Anvil as designed counts as an instruction);
  • make sure our staff who can see it are bound by confidentiality;
  • keep it secure as in section 8, and tell you without undue delay if we learn of a breach;
  • use only the providers in section 4 and bind them to equivalent protections, and tell you before adding a new one;
  • help you answer requests from the people the data is about;
  • delete or return it when the agreement ends (see section 6);
  • make available the information needed to show we comply, and allow reasonable audits with notice.

10. Children

Crew Anvil is for businesses. It is not directed at children, and we do not knowingly collect their data.

11. Changes and a change of operator

If we change this policy in a way that matters we will update the date above and, for significant changes, email the account owner.

If the business that runs Crew Anvil changes (for example to a new company), your data moves with it under the same commitments as this policy. We will email the account owner before that happens and say who the new controller and processor are.