Privacy Policy
Last updated: July 2026
Operated by: VBJ Ventures Pty Ltd (trading as Crewbase) · Contact: hello@trycrewbase.com
1. Introduction
Crewbase is operated by VBJ Ventures Pty Ltd ("we", "our", "us"). We are committed to protecting your personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This policy applies to all users of the Crewbase platform, including our mobile app and web portal, which connects event promoters, vendors, and staff across Australia.
By creating an account or using Crewbase, you agree to the collection and use of your information as described in this policy.
2. Who We Are
- VBJ Ventures Pty Ltd
- Trading as: Crewbase
- Contact: hello@trycrewbase.com
- Website: trycrewbase.com
3. What Information We Collect
3.1 Account Information
- Full name, email address, phone number
- Username and password (passwords are encrypted and never stored in plain text)
- Role on the platform (Promoter, Vendor, Staff, Gate Staff, Admin)
3.2 Profile Information
- Profile photo
- Certifications and qualifications (e.g. RSA Licence, Working With Children Check, First Aid)
- Tax file information and ABN (for vendors and staff receiving payments)
- Bank account details for settlement purposes (stored securely via third-party processors)
3.3 Payment and Transaction Data
- Payment amounts, currency, and timestamps
- Payment method (card or cash)
- Card brand and last 4 digits of card number (provided by Square)
- Cash payment records and refund history
- Promoter and vendor revenue splits
- Settlement reports
3.4 Event and Employment Data
- Event attendance and check-in records
- Shift schedules, clock-in/clock-out times
- Timesheet records and labour cost data
- Job postings applied to or created
3.5 Device and Technical Information
- Push notification tokens
- Device type and operating system
- IP address and session data
- App usage and error logs
3.6 Uploaded Content
- Documents (e.g. insurance certificates, business registrations)
- Images and media shared via the platform
- Electronic signatures
3.7 Communications
- Messages sent via the in-app chat
- Broadcast messages from promoters to vendors and staff
- Email communications with our team
4. How We Collect Information
We collect information:
- Directly from you when you register, complete your profile, or use the platform
- Automatically through your use of the app and website
- From third-party services when you connect them (e.g. Square OAuth)
- From other users (e.g. a promoter adding you to an event)
5. How We Use Your Information
We use your information to:
- Create and manage your account
- Operate the platform and provide our services
- Process payments and record transactions
- Generate settlement reports and invoices
- Schedule shifts and manage event staffing
- Send push notifications for events, broadcasts, shift updates, and job postings
- Verify compliance documents and certifications
- Communicate with you about your account, events, and platform updates
- Detect and prevent fraud or misuse
- Comply with legal and regulatory obligations
- Improve and develop the platform
6. Disclosure of Your Information
We do not sell your personal information. We may share your information with:
6.1 Other Platform Users
- Promoters can see vendor and staff profile information relevant to their events
- Vendors can see staff profiles assigned to their team
- Staff can see event details and vendor information for events they are assigned to
6.2 Third-Party Service Providers
We use the following third-party services to operate the platform. Each processes your data in accordance with their own privacy policies:
| Service | Purpose | Country |
|---|---|---|
| Square | Card and cash payment processing, Terminal API | United States |
| Stripe | Subscription billing for promoters | United States |
| Supabase | Database, authentication, and file storage | United States |
| Expo | Mobile app infrastructure and push notifications | United States |
| Resend | Transactional email delivery | United States |
| Mapbox | Event location mapping | United States |
6.3 Cross-Border Disclosure
Our third-party service providers are based in the United States. By using Crewbase, you consent to your personal information being transferred to and processed in the United States. We take reasonable steps to ensure these providers protect your information to a standard comparable to the Australian Privacy Principles.
6.4 Legal Requirements
We may disclose your information if required by law, court order, or government authority, or where we believe disclosure is necessary to protect our rights or the safety of our users.
6.5 Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity. We will notify you of any such change.
7. Data Retention
We retain your personal information for as long as your account is active or as needed to provide services.
- Transaction and payment records are retained for a minimum of 7 years for financial and taxation compliance under Australian law
- Event records and shift data are retained for 3 years
- Uploaded documents are retained until you delete them or close your account
- Push notification tokens are deleted when you log out or uninstall the app
When your account is deleted, we will delete or anonymise your personal information within 30 days, except where retention is required by law.
8. Security
We take the security of your information seriously. Our measures include:
- Encrypted connections (TLS/HTTPS) for all data in transit
- Infrastructure-level encryption at rest via Supabase
- Role-based access controls — users can only access data relevant to their role
- Payment data is handled exclusively by Square and Stripe and is never stored on Crewbase servers
- Regular security reviews of our codebase and infrastructure
Despite these measures, no system is completely secure. We encourage you to use a strong password and notify us immediately at hello@trycrewbase.com if you suspect unauthorised access to your account.
9. Your Rights
Under the Australian Privacy Act 1988, you have the right to:
- Access your personal information held by us
- Correct inaccurate or outdated information
- Request deletion of your account and personal information
- Opt out of push notifications via your device settings
- Withdraw consent to certain uses of your information
- Make a complaint about how we handle your information
To exercise any of these rights, contact us at hello@trycrewbase.com. We will respond within 30 days.
10. Children
Crewbase is intended for users aged 18 and over. We do not knowingly collect personal information from anyone under 18. If you believe a minor has created an account, please contact us at hello@trycrewbase.com and we will delete the account promptly.
11. Cookies and Tracking
Our website (trycrewbase.com) may use cookies and similar tracking technologies to:
- Maintain your session when logged in
- Analyse website traffic and usage patterns
- Improve the performance and experience of the site
You can disable cookies through your browser settings, though this may affect some functionality of the web portal.
12. Links to Third-Party Sites
Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before providing any personal information.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify users via the app or email and update the "Last updated" date at the top of this page. Continued use of the platform after changes constitutes acceptance of the updated policy.
14. Complaints
If you have a complaint about how we handle your personal information, please contact us first at hello@trycrewbase.com. We will investigate and respond within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
- Website: oaic.gov.au
- Phone: 1300 363 992
- Mail: GPO Box 5218, Sydney NSW 2001
15. Contact Us
For any privacy-related questions or requests:
- VBJ Ventures Pty Ltd (trading as Crewbase)
- Email: hello@trycrewbase.com
- Website: trycrewbase.com