Legal

Privacy Policy

Last updated October 9, 2026

This policy explains what CrewPin collects, why, who can see it and the choices you have. It covers the CrewPin mobile app (CrewPin: Crew Time Clock) on Android and iOS, the CrewPin web dashboard and kiosk, and this website. Effective date: October 9, 2026.

Who we are

CrewPin is a GPS time clock for field crews, operated by WebsProjects (Pty) Ltd (registration number 2000/029638/07), 2 Ely Avenue, Mulbarton, Johannesburg 2059, South Africa ("WebsProjects", "we", "us"). Companies subscribe to CrewPin, directly or through a CrewPin reseller, and give their crew a CrewPin login.

Your employer and us

If you use CrewPin through your job, your employer decides who gets an account, which job sites exist and how hours are approved. Each employer has its own CrewPin instance, with its own web address and database. WebsProjects hosts that instance and processes your information on your employer's behalf, following their instructions. Questions about how your employer uses your hours or location can go to them or to us. We are responsible for information we collect for our own purposes, such as company account and billing details and requests sent through this website.

What we collect

Account information

Your name and work email address, set up by your company admin, and your role.
Your employer and the CrewPin instance your account belongs to.
A kiosk PIN, if your company uses the shared-device kiosk.
For company accounts: company name, billing contact and subscription details.

Location

Precise and approximate location when you check in or out and while you're checked in, with the GPS accuracy of each reading.
Background location while a shift is open. The app keeps recording your location at intervals while you're checked in, even when the app is closed or not in use. See When we use location.

Work records

Time entries: check-in and check-out times, breaks and the job site.
Notes you add to a shift.
Mileage: work drives you log with Start Drive and Stop Drive, the GPS distance, and an odometer reading if you enter one.
Receipt photos and expense details, if your company uses CrewPin expenses and you add a receipt. Photos are taken with your camera or chosen from your photo library only when you choose to.
Timesheet edits and approvals, recorded in an activity log.

Device information

The device information needed to run the app, sync saved punches and keep the service secure: device type, operating system and app version, IP address, and crash and error logs.
We don't collect advertising IDs, contacts or other apps on your phone.

This website

What you send through a form on this site, such as your name, work email, company and message.
A bot-protection check when you send a form. We don't use advertising or analytics cookies.

When we use location

CrewPin uses your location only while you're checked in, so your shift can be verified. Location tracking stops when you check out.

When you check in or out, CrewPin records where you are and how accurate the GPS fix is, and compares it with the job site's geofence.
While a shift is open, the app records your location in the background at intervals, including when the app is closed. The web app does this only while the page is open.
When you use Start Drive, CrewPin records the distance of that drive until you tap Stop Drive.
CrewPin does not record your location when you're checked out.

Your phone asks your permission before CrewPin can use location, and you can change it at any time in your phone's settings. Without location, check-in may be flagged or blocked, depending on your company's job-site settings.

Why we use it

To run CrewPin: record hours, breaks, job sites and mileage, and show them to you and your company.
To verify shifts: check punches against job-site geofences, as your company has set up.
For payroll and reports: timesheets, overtime, payroll exports, mileage and expense reports for your company.
To keep CrewPin working and secure: sync punches saved offline, prevent abuse and fix problems.
To answer you: reply to support and privacy requests and manage subscriptions.

We do not sell personal information, and we do not use it for advertising.

Your employer's managers. Your company's admins and crew leads can see your hours, breaks, notes, mileage, receipts and the locations recorded while you were checked in, including on the live map.
WebsProjects, as the host. We host your employer's CrewPin instance and act for your employer. Our staff access your information only to run, support and secure the service, or when your employer or the law requires it.
A reseller. If your company subscribes through a CrewPin reseller, the reseller manages the subscription and may see company account and billing details, not your work records.
Service providers. Providers we use for infrastructure, backups and bot protection process information only to provide those services to us.
The law. We may disclose information when the law requires it, or to protect people's safety or the security of the service.

How long we keep it

Work records are kept while your company's subscription is active, because your company needs them for payroll. Your employer may have to keep time and pay records for a period set by law, often two to three years, and can ask us to keep them for that period.
When a subscription ends, we keep the data for a limited time so the company can export it, then delete it, unless the law requires us to keep it.
When you ask us to delete your account, see Delete your account for what is deleted, what is kept and how long it takes.
Backups are overwritten on a rolling schedule.
Website and support requests are kept only as long as we need them to respond and follow up.

How we protect it

All data is encrypted in transit between the app, your browser and our servers (HTTPS with TLS).
Every company runs on its own instance with its own database. Data is not shared between companies.
Access is limited by role, and changes to hours are recorded in an activity log.
Daily automated backups, and bot protection on sign-in and public forms.

No system is perfectly secure. If we learn of a breach that affects your information, we will notify your company and, where required, you and the authorities.

Access, correction and deletion

Depending on where you live, you may have the right to access, correct, export or delete your personal information, and to object to some uses of it. You can:

Ask your company admin, who can see and correct your records in CrewPin.
Email legal@websprojects.co.za or use the support form. Say whether you want a copy of your information, a correction or deletion, and which company you work for.
Delete your account from the app or the web. See Delete your account.

We will confirm your identity, work with your employer where your records belong to them, and reply within 30 days. We will not treat you differently for using these rights.

Children

CrewPin is a workplace tool and is not meant for children under 16. We do not knowingly collect information from children.

Changes to this policy

If we make a material change, we will update the effective date at the top and tell company admins before it takes effect.

Contact us

WebsProjects (Pty) Ltd, operator of CrewPin
Registration number 2000/029638/07
2 Ely Avenue, Mulbarton, Johannesburg 2059, South Africa
Privacy and legal requests: legal@websprojects.co.za
General support: support@websprojects.co.za, or the form on our support page.