CrewRing
Legal document

Privacy Policy

Effective date 26 April 2026
Operator UNDEFINED LABS PTY LTD
ABN / ACN 43 662 659 878 / 662 659 878
Contact info@crewring.com

Registered address: Surry Hills NSW 2010, Australia

1 Purpose of this policy

This Privacy Policy explains how CrewRing collects, uses, stores, discloses, and protects personal information.

CrewRing is operated by UNDEFINED LABS PTY LTD (ABN 43 662 659 878, ACN 662 659 878), trading as CrewRing. We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

CrewRing provides workforce communication tools to Australian businesses. We help Customers communicate with Workers about work and manage related records.

2 Who this policy applies to

This policy applies to personal information about:

  1. Workers who receive communications through CrewRing or use a CrewRing application;

  2. managers, dispatchers, administrators, and other business users;

  3. people who contact CrewRing; and

  4. visitors to CrewRing websites.

In this policy:

Customer

means the company or organisation using CrewRing.

Worker

means a person contacted through CrewRing about work or using a CrewRing application.

personal information

has the meaning given in the Privacy Act 1988 (Cth).

APPs

means the Australian Privacy Principles.

3 Information we collect

We may collect personal information that you, your employer, or a connected system provides to us, including:

  1. identity and contact details, such as name, mobile phone number, and email address;

  2. employment information, such as employer or company membership, role, and identifiers used by your employer;

  3. communication preferences, such as preferred channel and quiet hours;

  4. opt-out status;

  5. shift and job information, such as scheduling details, job titles, work locations, and confirmation status;

  6. communication records, including content, delivery information, responses, and recordings of communications conducted through the platform;

  7. certification, ticket, and safety document information, where supplied by a Worker or Customer;

  8. account, role, and organisation information for business users;

  9. authentication, billing, and usage information; and

  10. technical and website information, such as IP address, device information, app version, log data, error reports, and form submissions.

CrewRing does not collect continuous GPS tracking from Workers.

4 How we collect information

We collect personal information from:

  1. Customers who create accounts, import Workers, configure integrations, or upload documents;

  2. Workers who use a CrewRing application or respond to a CrewRing communication;

  3. third-party systems that a Customer chooses to connect to CrewRing;

  4. service providers used to operate CrewRing;

  5. support and sales enquiries; and

  6. automated logs generated when people use CrewRing.

Where practical, we collect information directly from the person. In many cases, Worker information is supplied by the Customer because the Customer manages rosters, Workers, and jobs.

5 Why we use personal information

We use personal information to:

  1. provide CrewRing to Customers and Workers;

  2. deliver communications and reminders on the Customer’s behalf;

  3. record responses and update statuses such as confirmed, declined, no response, or reschedule requested;

  4. show Workers their schedule, profile, preferences, certifications, and safety documents;

  5. synchronise data with third-party systems connected by the Customer;

  6. verify accounts and manage organisation access;

  7. store and manage uploaded documents;

  8. provide support and troubleshoot issues;

  9. monitor reliability, security, and abuse;

  10. improve CrewRing using aggregated or de-identified data;

  11. comply with legal obligations; and

  12. send product, service, or administrative communications.

We do not sell Worker personal information.

CrewRing usually handles Worker information as a service provider to the Customer. The Customer decides which Workers are added, what information is imported, and when Workers should be contacted.

Customers must make sure they have the right to provide Worker information to CrewRing and instruct CrewRing to contact Workers.

CrewRing may also handle personal information for its own business purposes, such as account management, security, legal compliance, product improvement, and support.

7 Disclosure of personal information

We may disclose personal information to:

  1. the Customer that added or manages the Worker;

  2. Customer Users with access to that Customer’s CrewRing account;

  3. third-party systems the Customer connects to CrewRing, at the Customer’s direction;

  4. service providers and subprocessors that help us operate CrewRing;

  5. professional advisers, such as lawyers, accountants, and insurers;

  6. regulators, law enforcement, courts, or government agencies where required or permitted by law; and

  7. a purchaser or prospective purchaser of CrewRing or its business assets, subject to confidentiality protections.

We require service providers to protect personal information and use it only for the services they provide to us. A current list of named subprocessors can be requested from info@crewring.com.

8 Overseas disclosure

Some service providers may store or process personal information outside Australia, including in the United States and other countries where their infrastructure, support, or subprocessors operate.

Where we disclose personal information overseas, we take reasonable steps to protect it in line with the APPs. This may include contractual protections, security reviews, and using providers with recognised privacy and security programs.

9 Security

We use reasonable technical and organisational security measures, including:

  1. HTTPS/TLS encryption in transit;

  2. provider-managed encryption at rest where available;

  3. access controls and role-based permissions;

  4. authentication and identity management;

  5. tenant isolation between Customer accounts;

  6. secure storage for uploaded documents;

  7. logging, monitoring, and error reporting; and

  8. internal access limits based on business need.

No system is completely secure. If you believe your account or personal information has been compromised, contact us at info@crewring.com.

10 Retention and deletion

We keep personal information for as long as needed to provide CrewRing, meet legal obligations, resolve disputes, maintain security, and support legitimate business needs.

Typical retention depends on the Customer’s settings, subscription, connected systems, and legal obligations. For example:

  1. active Worker profiles are kept while the Customer account needs them;

  2. shift and confirmation records are kept while needed for rostering, audit, support, and legal purposes;

  3. recordings and transcripts of communications are kept for a limited period unless a longer period is required or configured;

  4. uploaded documents are kept while the Customer or Worker needs them for compliance; and

  5. support and account records may be kept for business and legal record keeping.

When information is no longer needed, we take reasonable steps to delete or de-identify it.

Workers should contact their company’s dispatcher or manager for deletion requests about company-controlled roster, shift, certification, or Worker profile records. If CrewRing receives a privacy request about records controlled by a Customer, we may redirect the person to that Customer or coordinate with that Customer before taking action.

11 Access and correction

You can request access to personal information we hold about you. You can also ask us to correct information that is inaccurate, out of date, incomplete, irrelevant, or misleading.

Workers can often correct information through their company, dispatcher, or a CrewRing application. Business users can update many details through their account.

To request access or correction, email info@crewring.com. We may need to verify your identity and may need to coordinate with the relevant Customer.

We aim to respond within a reasonable time and usually within 30 days.

12 Opting out of automated communications

CrewRing sends communications on behalf of the Customer. The Customer is responsible for deciding which Workers should be contacted and for maintaining Worker communication preferences in CrewRing.

Workers who want to stop automated communications should contact their company’s dispatcher or manager, or use any preference or opt-out controls made available to them by their company in CrewRing.

Some SMS messages may include STOP instructions. If STOP instructions are included in a message and supported by that message flow, CrewRing will process the reply according to the Customer’s configuration and applicable law.

Opting out of automated communications does not cancel shifts, end employment, remove a Worker from the Customer’s roster, or prevent the Customer from contacting the Worker through other lawful channels. The Customer remains responsible for communicating required work and safety information.

13 Notifiable Data Breaches

If an eligible data breach occurs and is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner where required by the Notifiable Data Breaches scheme.

14 Complaints

If you believe CrewRing has breached this policy, the Privacy Act, or the APPs, contact us first so we can investigate.

Email: info@crewring.com
Subject line: Privacy Complaint

Please include your name, contact details, the company you work with if relevant, and a description of the issue.

We will acknowledge your complaint within a reasonable time and aim to respond within 30 days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner:

Website

www.oaic.gov.au

Phone

1300 363 992

Email

enquiries@oaic.gov.au

Post

GPO Box 5218, Sydney NSW 2001

15 Anonymity and pseudonymity

Where practical, you may deal with us anonymously or using a pseudonym. For most CrewRing features this is not practical because shift confirmation requires knowing which Worker is assigned to a job.

16 Changes to this policy

We may update this Privacy Policy from time to time. We will publish the updated policy and change the effective date.

For material changes, we will take reasonable steps to notify affected Customers or users.

17 Contact

Privacy questions, access requests, correction requests, deletion requests, and complaints can be sent to CrewRing. If a request relates to records controlled by a Customer, CrewRing may redirect the person to that Customer or coordinate with that Customer before taking action.

CrewRing Privacy Officer

UNDEFINED LABS PTY LTD

ABN

43 662 659 878

ACN

662 659 878

Address

Surry Hills NSW 2010, Australia

Email

info@crewring.com