Privacy notice

Last updated 3 October 2026

VanCrew is run by the operator of VanCrew.

Two roles

For the companies that sign up, we are the controller of the account owner's contact and billing details. For everything a company puts into VanCrew about its own staff, vans and customers, the company is the controller and we are its processor: we only handle that data to run VanCrew for them.

What we hold

• People: name, work email, optional phone number, role, when they last signed in.
• Work records: van checks, defects and photos, kit movements, points, notices, ideas, documents.
• Things people sign for: kit issued to them, the driver agreement, damage reports and photos, van handover photos, amounts agreed and deducted. Each signature is stored with the typed name, the words signed, the time, the IP address and the phone or browser used, as evidence of what was agreed.
• Leads the crew logs: a customer's name, address, phone and what they asked for.
• Technical: phone notification addresses, sign-in records, a log of emails and notifications sent.
• Billing: GoCardless references. Bank details are held by GoCardless, never by us.

How it's kept

Each company's data is stored separately from every other company's. Photos and files are only available to people signed in to that company. Connections are encrypted (HTTPS). We keep data while the company's account is open, and delete it 30 days after the account closes.

Who else is involved

• Our hosting provider, which stores the data in the UK/EEA.
• GoCardless, for Direct Debit payments.
• Microsoft or Google, only if you choose to sign in with them.
• Phone makers' notification services (Apple, Google, Mozilla), which deliver encrypted notifications they cannot read.

We don't sell data, and we don't use it for advertising.

Cookies

We use only the cookies needed to keep you signed in. No tracking or advertising cookies.

Your rights

You can ask to see, correct or delete personal information. If it's your employer's data, ask them first, as they control it; we will help them. You can also complain to the Information Commissioner's Office (ico.org.uk).

Contact: hello@van-crew.com.