Privacy Policy

Effective date: 14 May 2026

Operated by: Apply4 Technology Ltd, trading as CrewDB (registered in England and Wales).

1. Purpose and Scope

This Privacy Policy explains how CrewDB collects, uses, stores, and discloses personal data obtained through the CrewDB platform (the “Platform”), including its subdomains, embedded instances, integrations, and related services.

The Policy applies to all visitors, registered users, production companies, crew members, administrators, contributors, and other users (“Users”) who access or interact with the Platform.

This Privacy Policy forms part of the Terms of Use for CrewDB and should be read alongside those Terms.

2. Data Controller and Contact Information

CrewDB acts as the data controller for personal data processed through the Platform in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For all data protection enquiries, please contact:

Data Controller: Apply4 Technology Ltd
Unit C 57-59 Great Suffolk Street
London SE1 0BB
United Kingdom
Email: privacy@crewdb.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

3. Types of Personal Data Collected

3.1 Information You Provide

We may collect personal data when you:

• Create or update an account (e.g. name, email address, phone number, organisation, job role, profile information).
• Create or manage crew profiles, production databases, projects, or collections.
• Upload CVs, portfolio materials, profile images, credits, availability, or other professional information.
• Submit content or data as an Administrator, Contributor, or Crew Member/Supplier.
• Send or receive enquiries, applications, or collaboration requests through the Platform.
• Contact support or complete forms.
• Subscribe to newsletters, updates, or marketing communications.

3.2 Information Collected Automatically

We may automatically collect:

• IP address, browser type, operating system, and device information.
• Access logs, usage data, session duration, and error reports.
• Referring URLs and interaction data.
• Cookies and tracking identifiers (see Section 9).

3.3 Information from Third Parties

We may receive personal data from:

• Integrated third-party services (e.g. analytics, authentication, or communication providers).
• Production companies, employers, or Administrators inviting you to join CrewDB.
• Publicly available professional sources or links you choose to connect.
• Third-party APIs or integrations used to enhance Platform functionality.

4. Lawful Basis for Processing

We process personal data under one or more of the following lawful bases:

• Contractual necessity - to provide access to the Platform and perform our obligations under our Terms of Use.
• Legitimate interests - including improving services, maintaining platform security, supporting production workflows, fraud prevention, and analytics.
• Legal obligations - to comply with applicable laws, regulations, or legal requests.
• Consent - where required, including for marketing communications or certain cookies.

5. How We Use Personal Data

We use personal data to:

• Operate, maintain, and improve the Platform and its features.
• Manage user accounts, authentication, and permissions.
• Enable production companies and teams to manage crew databases and professional profiles.
• Facilitate collaboration, communication, and hiring workflows.
• Process enquiries, applications, or invitations between Users.
• Provide customer support and service communications.
• Monitor, audit, and secure the integrity of the Platform.
• Analyse usage trends and improve user experience.
• Comply with legal obligations and enforce our Terms.

CrewDB does not use personal data to train public AI models or for automated decision-making that produces legal or similarly significant effects.

6. Sharing and Disclosure

We may share personal data with:

• Service providers and processors supporting the operation of the Platform (e.g. hosting, analytics, email delivery, authentication, storage, and payment systems).
• Production companies, Administrators, or authorised team members where necessary for collaboration or recruitment purposes.
• Third-party integration providers connected by Users.
• Professional advisers, legal authorities, regulators, or law enforcement where required by law.
• Successors in the event of a merger, acquisition, restructuring, or sale of assets.

We do not sell personal data to third parties.

7. International Transfers

Where personal data is transferred outside the United Kingdom or European Economic Area, we take appropriate safeguards to ensure personal data remains protected in accordance with applicable data protection laws.

These safeguards may include:

• Adequacy decisions.
• Standard Contractual Clauses (SCCs).
• UK International Data Transfer Agreements.
• Equivalent legally recognised safeguards.

8. Data Retention

We retain personal data only for as long as necessary to:

• Provide the Platform and related services.
• Fulfil contractual and legal obligations.
• Resolve disputes.
• Enforce agreements.
• Maintain legitimate business records.

Retention periods may vary depending on the type of data and the purpose for which it was collected.

Where data is no longer required, we will securely delete or anonymise it.

9. Cookies and Tracking Technologies

CrewDB uses cookies and similar technologies to:

• Maintain user sessions and authentication.
• Remember user preferences.
• Analyse usage and improve Platform performance.
• Monitor security and prevent abuse.
• Measure the effectiveness of communications and features.

Some cookies may be provided by third-party services integrated into the Platform.

Users can manage cookie preferences through browser settings or any cookie consent tools made available on the Platform.

10. Security Measures

We implement appropriate technical and organisational measures to protect personal data against:

• Unauthorised access.
• Loss or destruction.
• Alteration or disclosure.
• Misuse or unlawful processing.

These measures may include encryption, access controls, authentication systems, monitoring, and secure hosting infrastructure.

However, no method of transmission or storage can be guaranteed as completely secure.

11. User Rights

Under applicable data protection laws, Users may have the right to:

• Access their personal data.
• Correct inaccurate or incomplete data.
• Request deletion of personal data, which registered Users can start from their account settings.
• Restrict or object to processing.
• Withdraw consent where processing relies on consent.
• Request portability of their data, which registered Users can download from their account settings.
• Lodge a complaint with the ICO or another relevant supervisory authority.

Registered Users can exercise two of these rights directly from their account settings. Export your data downloads a copy of the information CrewDB holds about the account. Delete your account begins erasure of the CrewDB profile and uploaded files; it is confirmed by email and completes shortly after confirmation. This action will also delete your LocationDB account and data associated with it, if applicable. YourLocationDB library, and locations will be moved to the Library Admin or LocationDB Administrator account. Please note that some data may remain in backups or logs for a limited period of time after deletion.

For all other requests, or if you can no longer sign in, contact privacy@crewdb.com

12. Third-Party Services and Links

The Platform may contain links to third-party websites, integrations, or services.

CrewDB is not responsible for the privacy practices or content of third-party services. Users should review the privacy policies of those third parties separately.

13. Children’s Privacy

CrewDB is intended for professional use and is not directed at children under the age of 16.

We do not knowingly collect personal data from children without appropriate legal basis or consent.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the Platform, legal requirements, or business practices.

Where appropriate, we will notify Users of material changes.

The latest version of this Privacy Policy will always be available on the Platform.

15. Contact

If you have any questions regarding this Privacy Policy or how personal data is handled, please contact us first. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

Apply4 Technology Ltd
Trading as CrewDB
Unit C 57-59 Great Suffolk Street
London SE1 0BB
United Kingdom