Terms of Service

3.1 Account creation

To use Crewbase, you must create an account with a valid email address and password. You must provide accurate, complete, and up-to-date information during registration. You must be at least 18 years of age to create an account.

3.2 Account security

You are solely responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You must notify us immediately at hello@trycrewbase.com if you suspect any unauthorised access to your account. We are not liable for any loss or damage arising from your failure to keep your credentials secure.

3.3 User roles

Crewbase has five user roles, each with different permissions and responsibilities:

• Promoters: create and manage events, invite vendors and staff, manage documents, and view vendor revenue
• Vendors: manage their team, post jobs, approve timesheets, connect Square, and participate in events
• Staff: view shifts, sign documents, clock in via NFC, and access event passes
• Gate Staff: verify event passes and manage entry at events
• Admin: platform administration (internal use by VBJ Ventures only)

3.4 Account approval

Promoter and Vendor accounts are subject to approval by VBJ Ventures before full access is granted. We reserve the right to reject or revoke approval at our discretion.

3.5 Username

Each user must select a unique username on the platform. Usernames may not impersonate another person, brand, or business.

4.1 Permitted use

You may use Crewbase only for its intended purpose — legitimate event staffing, workforce management, and vendor operations — in accordance with these Terms and all applicable laws.

4.2 Prohibited conduct

You must not:

• Use the Platform for any unlawful purpose or in violation of any applicable laws or regulations
• Impersonate any person or entity or misrepresent your identity or affiliation
• Upload, transmit, or share content that is defamatory, offensive, fraudulent, or harmful
• Attempt to gain unauthorised access to any part of the Platform or another user's account
• Interfere with, disrupt, or damage the Platform or its infrastructure
• Use automated tools, bots, scrapers, or scripts to access or extract data from the Platform
• Reverse engineer, decompile, or attempt to derive the source code of the Platform
• Use the Platform to send spam, unsolicited messages, or malicious content
• Use the Platform to facilitate underpayment of wages, tax evasion, or any unlawful employment practices
• Share your account credentials with any other person
• Create multiple accounts for the purpose of circumventing restrictions or bans

4.3 Vendor responsibilities

Vendors are responsible for ensuring their Staff comply with these Terms when using the Platform. Vendors are responsible for the accuracy of timesheet approvals, pay rate configurations, and payroll exports generated through the Platform. Crewbase does not verify the accuracy of payroll data and is not responsible for payroll errors.

4.4 Promoter responsibilities

Promoters are responsible for ensuring all events they create comply with applicable laws and regulations, including any permits, licences, or safety requirements. Promoters are responsible for the accuracy of event details, vendor approvals, and documents shared through the Platform.

5.1 Free plan

Staff and Gate Staff accounts are free to use with no subscription required.

5.2 Vendor subscription

Vendor accounts require a paid subscription to access full platform features. Subscription pricing is set at our discretion and may change from time to time. Current pricing is displayed in the app or available by contacting hello@trycrewbase.com. We will provide reasonable notice to existing subscribers of any price changes.

5.3 Promoter pricing

Promoter subscription pricing is set at our discretion and may change from time to time. Current pricing is available on our website or by contacting hello@trycrewbase.com.

5.4 Flat pricing

Vendor subscriptions are charged at a flat monthly rate regardless of the number of staff members on your team. There are no per-staff or per-event fees.

5.5 Free trial

We may offer a free trial period at our discretion. The duration, eligibility, and terms of any free trial are subject to change without notice. After any trial period, the subscription will automatically convert to a paid plan unless cancelled before the trial ends.

5.6 Billing

Subscriptions are billed monthly in advance through Stripe. By subscribing, you authorise us to charge your nominated payment method on a recurring monthly basis.

5.7 Refunds

Subscription fees are non-refundable except where required by Australian Consumer Law. If you believe you are entitled to a refund under Australian Consumer Law, please contact us at hello@trycrewbase.com.

5.8 Cancellation

You may cancel your subscription at any time through the app or by contacting us. Cancellation takes effect at the end of the current billing period. You will retain access to paid features until the end of the period for which you have paid.

5.9 Failed payments

If a payment fails, we will notify you and attempt to collect payment again. If payment remains outstanding after reasonable attempts, we may suspend or downgrade your account until payment is resolved.

9.1 Our intellectual property

The Crewbase Platform, including its software, design, branding, logo, content, and features, is owned by VBJ Ventures and protected by Australian and international intellectual property laws. You may not copy, reproduce, modify, distribute, or create derivative works from any part of the Platform without our express written permission. Where VBJ Ventures licenses the Crewbase platform or any part of it to a third party, such licensing does not transfer ownership of any intellectual property. All IP rights remain with VBJ Ventures regardless of any licensing arrangement.

9.2 Your content

You retain ownership of any content you upload to the Platform, including documents, profile information, and event details. By uploading content, you grant VBJ Ventures a non-exclusive, royalty-free licence to store, display, and use that content as necessary to operate the Platform and provide services to you. You also grant VBJ Ventures the right to use anonymised and aggregated data derived from your use of the Platform for the purposes of improving the Platform, conducting analytics, and developing new features.

9.3 Feedback

If you provide feedback, suggestions, or ideas about the Platform, you grant us the right to use that feedback without restriction or compensation to you.

9.4 Confidentiality

You acknowledge that in using the Platform you may have access to commercially sensitive information belonging to other users, including revenue data, staffing details, and event information. You agree to keep such information strictly confidential and not to use it for any purpose outside of your legitimate use of the Platform.

9.5 Restrictions

You agree not to use your access to or knowledge of the Platform to develop, assist in developing, or contribute to any competing software platform that replicates or substantially copies the features, design, or functionality of Crewbase.

12.1 Platform provided "as is"

The Crewbase Platform is provided on an "as is" and "as available" basis. To the maximum extent permitted by law, VBJ Ventures makes no warranties, express or implied, regarding the Platform, including warranties of merchantability, fitness for a particular purpose, or non-infringement.

12.2 No employment or payroll advice

Crewbase is a software tool that assists with workforce record-keeping and payroll data export. It does not constitute and should not be relied upon as employment advice, payroll advice, legal advice, or accounting advice. You should consult qualified professionals for advice specific to your circumstances.

12.3 Uptime and availability

We do not guarantee that the Platform will be available at all times or free from errors, interruptions, or bugs. We will endeavour to provide advance notice of planned maintenance where possible.

15.1 By you

You may delete your account at any time through the app settings or by contacting us at hello@trycrewbase.com.

15.2 By us

We reserve the right to suspend, restrict, or terminate your account at any time if we reasonably believe you have violated these Terms, engaged in fraudulent or harmful conduct, or for any other reason at our discretion. We will endeavour to provide notice where practicable.

15.3 Effect of termination

Upon termination, your access to the Platform will cease. We will retain your data in accordance with our Privacy Policy and applicable law.