Privacy policy

Who is responsible

David Lee, trading as Crewroom, Unit 173841, PO Box 7169, Poole, BH15 9EL, United Kingdom, is the controller of the personal data described here. Contact us about anything on this page at support@crewroom.flights.

What we collect, and why

• Your account. Your email address, your password stored as a hash we cannot reverse, whether you have verified your email, when you last used Crewroom, and, only if you turn it on, your two-factor authentication secret and recovery codes. We need these to give you an account at all. If you give us a first name, we use it only to greet you in emails, and you can change or remove it in Settings.
• What you tell us about your setup. The platform you fly on, your SimBrief pilot ID if you choose to link one, and, when you pair the Companion App, the name Windows gives the computer it runs on, so you can tell your paired computers apart. A computer name sometimes contains a person's name; you can change it in Windows before pairing if you would rather we did not see it.
• Your careers. The pilots you create, their employment, ratings, duties and logbook entries, and the flight traces the Companion App uploads from your simulator session when you fly a duty. This is the service.
• Your subscription. We do not see or store your full card number. Stripe handles the payment and tells us only what we need to keep your subscription working: an identifier for you in Stripe, the status, dates and amounts of your subscription and its renewals, and the type and last four digits of the card it renews on.
• Technical records. Server and error logs, which include IP addresses, kept so we can keep the service running and secure. Our network provider also tells us which country a request came from; we use it for one thing only, which is choosing the currency a price is displayed in.
• How you found us. If you arrive by a link that names where it came from, such as one in a creator's video description, or by a link on another website, we note that name or that website's address, never the page you were on. If you then create an account, we keep it with your account, so we know which creators and sites bring people to Crewroom. It goes in the session your visit already has and sets no cookie of its own.

We rely on our contract with you for everything needed to run your account, your careers and your subscription, and on our legitimate interest in a secure, working service for the technical records and in knowing which links bring people here for how you found us. The analytics described below run only if you say yes, and you can change your answer whenever you like.

Emails we send

Account and billing emails always go: verifying your address, resetting a password, telling you when your trial starts and ends, confirming a subscription or a cancellation, the reminders we send before a renewal, and the record of a pilot's promotion. You cannot turn these off while you have an account, because they tell you about your account and your contract with us.

We also send a few reminders about using Crewroom: a nudge if you have not flown or finished line training during your trial, one note about a week after a trial ends, and a reminder if you have not flown for a while. We send these on our legitimate interest in helping you get what you signed up for, and only to people who have created an account. You can say no to them when you create your account, from your settings at any time, or from the link at the foot of each one.

Now and then we also email news about Crewroom, such as new airlines arriving. These go on the same basis and to the same people, through our email provider's marketing service, with your first name if you gave one. You can say no to them separately from the reminders: when you create your account, from your settings at any time, or from the unsubscribe link at the foot of each one.

Cookies and analytics

Crewroom sets a session cookie to keep you signed in and a token that protects forms from cross-site abuse. Both are strictly necessary and neither follows you anywhere. Our network provider, Cloudflare, sets a short-lived cookie named __cf_bm that tells its bot protection one browser from another. It identifies the browser, not you, and expires within half an hour. If you pick a theme or fold the sidebar away, a cookie and your browser's local storage keep that choice so the next page looks the same.

We use PostHog to see how Crewroom is used, and we ask before it starts. The first time you visit, a banner asks whether PostHog may record how you use the site. Until you answer, PostHog does not start: it stores nothing on your device and sends nothing. We keep your answer in a cookie for a year so we don't ask on every page.

If you say yes, PostHog starts, sets a cookie, keeps a note of your yes in your browser's storage, and records the pages you visit, what you click, and replays of your visits: what was on screen and where you clicked, with anything you type masked and your email address hidden. It also receives the product events we send it, such as whether the Companion App you downloaded was installed and paired. While you are signed in, all of it is tied to your account's numeric id and to nothing else about you.

If you say no, PostHog does not run in your browser: it sets no cookie, stores nothing on your device, records nothing and receives nothing from your browser. A few events we count on our own servers, such as an installer being downloaded or a Companion App being paired, still reach PostHog as anonymous totals that carry nothing identifying you or your account.

You can change your answer at any time from the Cookies link at the foot of every page. If you're signed in, your account keeps your answer and the date you gave it, so you are asked once rather than on every device. An answer you gave before signing in carries over to your account the first time you sign in, unless your account already has one.

PostHog stores this for us on servers in the European Union and uses it only on our instructions. This is product analytics. It exists so we can see which pages fail people and fix them, and it is not advertising. We do not build profiles for marketing and do not follow you to other sites.

The home page has a video hosted on YouTube. Nothing loads from YouTube until you press play. When you do, the video plays in YouTube's privacy-enhanced mode, and YouTube receives your IP address and may store data on your device under Google's privacy policy.

There is no advertising in Crewroom, and no third-party tracking beyond what this section names. We do not sell personal data, and we never will.

Who else processes your data

• Stripe processes every payment. It handles your card details, and for its own fraud prevention and legal duties it acts as a controller in its own right, under its own privacy policy.
• Cloudflare carries every request to Crewroom, protects it from attacks and bots, and tells us which country a request came from.
• SimBrief receives your SimBrief pilot ID, and only if you link one, so we can fetch the flight plans you ask for.
• PostHog stores the product analytics described above, in the European Union, under its own privacy policy.
• Sentry receives a report when something in Crewroom breaks: the error, the page it happened on and the technical details needed to fix it, which can include your IP address and account id. Our servers also send Sentry how long each page took to answer, so we can find slow pages. Those timings name the page and never your IP address, account id or cookies, and your browser sends none.
• GitHub receives a problem you report from Crewroom: your words, your account id, and the technical details sent with it, which are the page you sent it from, the pilot and duty in view, and your browser. It never receives your name or email address. It holds them as an issue in our issue tracker, under its own privacy statement.
• Our hosting and email providers process data on our instructions to run the service and deliver our emails. Our email provider also keeps the list news goes to: your email address and, if you gave one, your first name.

Some of these providers, Stripe, Sentry and GitHub among them, are based in the United States. Data that leaves the UK is protected the way UK law requires: by the UK-US data bridge where the provider is certified under it, or otherwise by the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses. Ask us at support@crewroom.flights for a copy of the safeguard that applies.

How long we keep it

• Your account and career data stay while your account exists. Delete your account and we delete them, and we ask PostHog to delete everything it holds under your account's id, session replays included.
• A pilot you delete is kept for 30 days, so we can restore it if you ask us to, and then erased for good.
• If we ever change something in your account for you, such as a support fix, we keep a record of what we changed, when and why, which names your account by its email address. That record stays after you delete your account, so that what we did to anyone's account can always be checked.
• A problem you report is kept in our issue tracker, without your name or email address, after you delete your account.
• Records of payments are kept for as long as tax and accounting law requires, usually six years, because we are not free to delete those on request.
• Server logs are deleted after 14 days. Sentry deletes error reports and page timings within 90 days. PostHog deletes session replays after 30 days and other analytics events after a year.
• Your analytics answer is kept in its cookie for a year, and on your account until you change it or delete the account.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, object to or restrict how we use it, or ask for it in a portable form. Email support@crewroom.flights and we will answer within a month. You can also delete individual pilots, or your whole account, from your settings without asking anyone.

Complaints

If you think we have handled your data badly, email support@crewroom.flights with “Data protection complaint” in the subject. We will acknowledge it within 30 days, look into it, keep you told how it is going, and tell you what we found and what we have done.

You also have the right to complain to your data protection authority. In the UK that is the Information Commissioner's Office.

Children

Crewroom is not meant for children under 13, and we do not knowingly collect data from them. If you believe a child under 13 has given us their data, contact support@crewroom.flights and we will delete it.

Changes to this policy

The current version always lives here with the date it last changed. We will tell account holders by email before a material change takes effect.