Privacy Policy
CrewSign is a tool that lets construction and trades crews review and sign site health & safety documents from their phone by scanning a QR code. We take the privacy of that information seriously. This policy explains what we collect, why, and how we look after it, in line with the New Zealand Privacy Act 2020.
Who this policy covers
CrewSign is used by businesses to manage their own site safety records. When a business uses CrewSign, that business decides what documents and staff information go into it. CrewSign stores and processes that information on the business's behalf. This policy describes how the CrewSign platform handles personal information across all of the businesses that use it.
Information we collect
Depending on how a business uses CrewSign, the following may be collected:
- Sign-on details from workers. When a worker scans a job QR code and signs a document, we record their name, the date and time, their finger-drawn signature, and any comments or hazards they add. Workers do not create an account or log in.
- Staff register details. A business's health & safety administrator may enter staff information such as names, email addresses, phone numbers, addresses, roles, and details of certificates or tickets (type, number and expiry date).
- Incident and near-miss reports. Details entered when a worker reports an event, including what happened, who was involved and any injuries.
- Basic technical information. Standard information sent by your device and browser when you use the app, used to keep the service secure and working.
How we use the information
- To record that workers have read and agreed to the site safety documents for a job.
- To build and store the signed safety records a business needs for its health & safety obligations, prequalification and audits.
- To track certificate and ticket expiry dates and send reminders before they lapse.
- To email completed records back to the business's nominated health & safety contact.
- To keep the service secure, reliable and working as intended.
Who can see it
Information entered for a business is only accessible to that business's own health & safety administrator. Each business's data is kept separate from every other business's data. We do not sell personal information, and we do not share it with third parties for advertising or marketing.
We use trusted service providers to run CrewSign — secure cloud hosting and database services (data stored in Australia), and an email delivery service to send records and reminders. These providers process information only to provide their service to us and are bound to keep it secure.
How we protect it
- Information is encrypted in transit between your device and our servers.
- Access is controlled so each business can only reach its own records.
- Signatures and any certificate scans are held in private storage, not publicly accessible.
How long we keep it
Safety records are kept for as long as the business needs them to meet its health & safety and record-keeping obligations. A business can ask for records to be removed where there is no legal reason to retain them.
Your rights
Under the Privacy Act 2020 you can ask to see the personal information we hold about you and ask us to correct it if it is wrong. Because CrewSign holds information on behalf of the business you work for, the quickest route is usually to ask that business's health & safety administrator. You can also contact us using the details below and we will help.
Contact us
For any privacy question or request, email privacy@crewsign.co.nz.
Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.