Event Crew Pro Privacy Policy

This Policy applies to personal information ECP processes for its own purposes, such as account, billing, support, security, and website information. For that information, ECP generally acts as a controller or business.

Organizations that use ECP (“Customers”) may upload or generate information about their employees, contractors, crew members, applicants, clients, vendors, and contacts (“Customer Data”). For Customer Data, the Customer generally decides why and how the information is processed, and ECP generally acts as its processor or service provider. If you are associated with a Customer and have a question or request about Customer Data, contact that Customer first. We will assist Customers with requests as required by law and contract.

This Policy does not cover a Customer’s independent practices, third-party websites or services, or information processed under a separate privacy notice.

Depending on how the Service is used, we may process:

Account and identity information: name, email address, phone number, authentication identifiers, profile photo, company, role, permissions, and account status.

Crew and workforce information: legal or preferred name, contact details, timezone, location, skills, positions, worker type, availability, assignments, confirmations, time records, pay rates, overtime eligibility, mileage, expenses, receipts, invoices, feedback, notes, and work history.

Travel and identification information: travel plans, loyalty-program details, passport name, number, issuing country, expiration date, passport image, known traveler number, redress number, and related travel documents when a Customer or user chooses to provide them.

Client, vendor, venue, and event information: business contacts, venue addresses and coordinates, event schedules, quotes, budgets, staffing plans, travel arrangements, attachments, and operational records.

Communications: email and SMS content, sender and recipient details, replies, consent or opt-in status, delivery status, timestamps, message identifiers, and support communications.

Billing and transaction information: billing contact details, plan and subscription information, invoice and refund records, payment-provider customer and transaction identifiers, capacity purchases, usage, and tax-related information. ECP does not directly store full payment-card numbers submitted through Stripe Checkout.

Device, usage, and security information: IP address, browser and device type, operating system, pages or features used, session and cookie information, timestamps, referring URLs, diagnostic information, audit logs, and security events.

Information from integrations and third parties: information received from Customers, authorized users, payment processors, email and SMS providers, mapping providers, authentication and hosting providers, and other services connected to ECP.

Some of this information may be sensitive under applicable law, particularly passport and travel identifiers, precise location information, login credentials, compensation information, and the contents of private communications.

We collect information: (a) directly from you; (b) from Customers and their authorized users; (c) automatically when you use the Service; (d) from service providers and integrations; and (e) from communications recipients who reply to messages or submit forms.

We use personal information to:

provide, configure, and administer the Service;

authenticate users and manage workspaces, roles, and permissions;

support event staffing, scheduling, assignments, availability, time and pay records, travel, quotes, expenses, invoices, reporting, and related workflows;

send, receive, route, and measure operational email and SMS communications;

process subscriptions, capacity purchases, invoices, payments, cancellations, and refunds;

geocode addresses and calculate or support distance-based workflows;

provide support and respond to requests;

monitor performance, troubleshoot, maintain audit records, prevent fraud and abuse, and secure the Service;

analyze and improve features, usability, and operations;

enforce agreements and comply with legal obligations; and

create aggregated or de-identified information for lawful business purposes.

Where required, we rely on one or more legal bases such as performance of a contract, legitimate interests, consent, and compliance with legal obligations. The applicable basis depends on the context and jurisdiction.

We may disclose personal information:

To Customers and authorized users. Information in a Customer workspace is available according to roles, permissions, workflow rules, and Customer instructions. Customers may export or share information with their clients, workers, vendors, or other parties.

To service providers. Vendors process information for hosting, database, authentication, file storage, payments, email, SMS, mapping, security, support, and other operations. Current core providers may include Supabase, Vercel, Stripe, Resend, Twilio, and Mapbox, depending on enabled features.

For legal and safety reasons. We may disclose information when reasonably necessary to comply with law or legal process; protect rights, safety, and security; investigate fraud or abuse; or enforce agreements.

In a business transaction. Information may be disclosed in connection with a financing, merger, acquisition, reorganization, bankruptcy, or sale of assets, subject to appropriate safeguards.

With your direction or consent. We may disclose information when you or the relevant Customer directs us to do so.

We do not sell personal information for money. Based on the Service’s current design, ECP does not use personal information for cross-context behavioral advertising or targeted advertising. If those practices change, we will update this Policy and provide rights required by law.

ECP uses Stripe to process subscription and capacity-pack payments. Stripe may collect and process payment, billing, contact, device, and transaction information to complete transactions, prevent fraud, comply with legal obligations, and provide its services. Stripe processes personal information under its own Privacy Policy.

ECP stores billing account identifiers, invoice and refund references, subscription records, usage entitlements, and related transaction metadata needed to operate billing and support.

Customers may use ECP to send operational messages to crew members and other contacts. ECP and its providers process contact details, message content, replies, delivery events, opt-in or opt-out status, and provider identifiers to deliver, route, troubleshoot, and account for those messages.

Customers are responsible for having a lawful basis to contact recipients and for honoring consent and opt-out requirements. Recipients can use instructions in a message, reply STOP to applicable SMS messages, contact the sender, or email support@eventcrewpro.com for assistance. Opting out of one channel does not prevent legally permitted or necessary messages through another channel.

ECP uses cookies and similar technologies that are necessary for authentication, security, session continuity, preferences, and core Service operation. We may also use limited diagnostic or performance information to understand and improve the Service. The current Service is not designed to use third-party advertising cookies.

You can control cookies through your browser, but blocking necessary cookies may prevent the Service from working.

We retain personal information for as long as reasonably necessary to provide the Service, maintain Customer records, comply with legal obligations, resolve disputes, enforce agreements, prevent fraud, and maintain security and audit history. Retention depends on the type of information, Customer instructions, account status, legal requirements, and operational need.

Customer Data is generally retained for the Customer’s subscription term and a limited period afterward to allow account closure, export, backup rotation, and recovery, unless the Customer requests deletion or law requires longer retention. Some records, including billing, tax, security, audit, consent, and dispute records, may be retained longer. Backups and provider systems may take additional time to cycle out. When retention is no longer justified, we delete, de-identify, or securely isolate the information.

We use administrative, technical, and organizational safeguards designed to protect personal information, including access controls and private storage for designated sensitive files. No system is completely secure, and we cannot guarantee absolute security. Users and Customers must protect credentials, configure permissions appropriately, and promptly report suspected incidents to support@eventcrewpro.com.

Depending on your location and the context, you may have rights to request access, correction, deletion, portability, restriction, or objection; withdraw consent; or opt out of certain sales, sharing, targeted advertising, or profiling. ECP does not discriminate against people for exercising applicable privacy rights.

To exercise rights for Customer Data, contact the Customer that controls the relevant workspace. For information ECP controls, email support@eventcrewpro.com with “Privacy Request” in the subject line. Describe your request and the account, company, email address, or phone number involved. We may need to verify your identity and authority. An authorized agent may submit a request where permitted by law, subject to verification.

If we deny a request, you may appeal by replying to our decision with “Privacy Appeal” in the subject line. You may also contact the privacy or data-protection authority in your jurisdiction. Rights and exceptions vary, and some laws apply only if ECP meets specified thresholds.

For residents of states with comprehensive privacy laws, the categories listed in Section 2 describe the personal information we may have collected during the preceding 12 months. We collect and use those categories for the purposes in Section 4 and disclose them to the recipients in Section 5. We do not knowingly sell personal information for money or share it for cross-context behavioral advertising.

ECP may process sensitive personal information only to provide and secure the Service, follow Customer instructions, and for other purposes permitted by law. We do not use sensitive personal information to infer characteristics about individuals for advertising.

Employment and business-contact information, Customer Data processed solely as a service provider or processor, and other information may be exempt from some state privacy laws. This section does not grant rights beyond applicable law.

ECP and its service providers may process information in the United States and other countries that may have different data-protection laws from your country. Where required, ECP uses recognized transfer mechanisms and safeguards. Contact us if you need information about an applicable transfer mechanism.

The Service is intended for business use by adults and is not directed to children under 18. We do not knowingly collect personal information directly from children. Do not create an account for, or submit personal information about, a child unless ECP has expressly authorized the use and all legally required notices and consents have been obtained. If you believe a child provided information inappropriately, contact us so we can investigate and take appropriate action.

We may update this Policy from time to time. We will post the updated version and change the effective date. We will provide additional notice or obtain consent when required by law.

Questions, complaints, and privacy requests may be sent to:

Event Crew Pro, LLC

Attn: Privacy

2351 S Ridgewood Ave Lot 10

Edgewater, FL 32141

support@eventcrewpro.com