Privacy policy

Who we are

KrewBase provides workforce and contractor accommodation services across the United Kingdom. For the purposes of UK data protection law we are the data controller for personal data collected through this website and in the course of providing our services. Our registered company details and ICO registration number are set out at the end of this policy.

KrewBase app and channel manager

This section is about the KrewBase channel manager: the iPhone, iPad and Android apps, the Windows desktop app and the web dashboard that short-let hosts and property managers use to run their listings. It is the privacy policy for the KrewBase app and applies alongside the rest of this page. It describes what the app actually sends to our servers, taken from the app as it is built. The app is a business tool and is not aimed at children.

What the app collects

• Account details: your name and email address, and a phone number if you add one. We use them to create and secure your account, to send sign-in codes, password resets and invoices, and to show your name to your teammates.
• An account identifier: a short account id goes with every request so we know which workspace the data belongs to.
• Your workspace content: the listings, bookings, guest records, messages, notes and tasks you enter or that your connected booking channels send us, and the questions you type to the in-app assistant.
• Photos: the photos you choose to add to a listing. The app opens your photo library only when you tap “Add photo” on a listing, and uploads only the pictures you pick.
• Support requests: support tickets you write in the app.

All of this is linked to your account, and it is used for one purpose: to make the app work. None of it is used for advertising or profiling, and none of it is used to track you across other companies’ apps or websites.

What the app does not collect

• No location. The app never asks for or reads your device’s location. Listing addresses are business details you type in yourself.
• No card details. Payment cards are entered on our website and held by Stripe. The app only shows the plan your account already has.
• No analytics, crash reporting or advertising software in the iOS app, and no advertising identifier.
• No camera, microphone or contacts access.
• Push notifications. If you turn notifications on, Google’s Firebase Cloud Messaging (on iPhone, delivered through Apple’s push service) gives your device a token that we store so we can deliver them. It is deactivated when you sign out and removed when you delete your account.

Face ID and Touch ID

You can choose to unlock the app with Face ID or Touch ID (Settings → This device). It only unlocks a session you have already signed in to. The check is done by iOS on your device: the app is told yes or no, and never sees or stores your biometric data.

Guest data: who is responsible

Guest names, contact details and stay information in your workspace are your business records. You are the data controller for them and we process them on your instructions, to run your calendar, messages and bookings. We do not use guest data for anything else and never contact your guests on our own behalf.

Who we share app data with

Only the services needed to run your workspace, and only the data each one needs:

• Booking channels (Airbnb, Booking.com, Vrbo and others) through our channel connection partner, Channex, when you connect a listing: availability, rates, reservations and guest messages flow both ways.
• PriceLabs, if you turn on dynamic pricing: your listing’s calendar and rates.
• Stripe for subscription billing: your name, email address and the invoices.
• Brevo, our email delivery service, for verification codes, password resets, invoices and the email notifications you turn on.
• DeepSeek, the AI provider behind the in-app assistant: the question you ask and the workspace facts needed to answer it are sent to generate the reply, and nothing else. DeepSeek processes that data outside the UK, so the safeguards described under “Where your data is held” apply.
• Hosting: our servers and the photos you upload are held in the United Kingdom.

How long we keep app data

For as long as your account exists. Invoices and payment records are kept for seven years after they are issued, as accounting law requires, even after you delete your account.

Deleting your account

You can delete your account from inside the app at any time: Settings → This device → Delete my account, then enter your password and confirm. No email to support is needed. What is deleted depends on your role:

• A team member (or an owner while another active owner remains): your login, sessions, permissions, notification devices and assistant conversations are deleted, and your email address is removed from the audit trail. The workspace stays with its remaining owners.
• The last owner of a workspace: the whole workspace goes with your account: every listing, booking, guest record, message, task, photo, team member, channel connection and billing record. Any active subscription is cancelled first; if that cancellation fails, nothing is deleted and the app tells you.

Deletion is immediate and cannot be undone. We keep one line in our audit log recording that the deletion happened (your account id, the email address it was requested from, the time and a count of what was removed) and nothing else. Listings you had connected to booking channels remain as properties on your own Channex account: the app disconnects from them but never deletes them there, and it warns you about this before the deletion goes ahead. Invoices already issued stay in our accounting records for the period the law requires.

If you can no longer sign in, email us from the address on your account and we will carry out the deletion for you.

The App Store privacy label

The “App Privacy” answers for the KrewBase app on the App Store are taken from this section. Data collected and linked to you: name, email address, phone number, account id, photos, support messages and other user content (your workspace). Data used to track you: none.

The sections that follow cover our accommodation service and this website. Your rights, security, cookies and contact details apply to the app as well.

What we collect

• Contact details you give us: name, company, work email address and telephone number.
• Requirement details: site location, headcount, dates, stay patterns and any specific needs you tell us about.
• Guest details where you provide them so we can arrange arrival, access and welfare.
• Account and billing information where you apply for a credit account, including information used for credit checks.
• Technical data: IP address, browser type and pages visited, collected through cookies where you consent to them.

Why we use it

• To respond to your requirement and prepare a shortlist of suitable properties.
• To arrange, confirm and manage bookings with property hosts.
• To invoice you and, where applicable, to assess and operate a credit account.
• To meet our legal, accounting and regulatory obligations.
• To improve the website and understand which pages help people find accommodation.

Our lawful bases

We rely on performance of a contract where we are arranging accommodation for you, legitimate interests where we are responding to a business enquiry or improving our service, consent for optional cookies and marketing, and legal obligation for our accounting and record-keeping duties.

Who we share it with

We share only what is necessary, and only with: property hosts and their managing agents so a stay can be arranged; our accounting, payment and credit-reference providers; our IT and hosting suppliers; and any authority we are legally required to disclose to. We do not sell personal data, and we do not pass your details to third parties for their own marketing.

How long we keep it

Enquiry data is kept for up to 24 months from your last contact with us. Booking and financial records are kept for seven years to meet HMRC and accounting requirements. You can ask us to delete anything held outside those obligations at any time.

Where your data is held

Data is held within the UK and European Economic Area wherever possible. If a supplier stores data elsewhere, we make sure appropriate safeguards are in place, such as the UK International Data Transfer Agreement or an adequacy decision.

Your rights

• Ask for a copy of the personal data we hold about you.
• Ask us to correct anything that is wrong or incomplete.
• Ask us to delete data we no longer have a reason to keep.
• Object to or restrict how we use your data.
• Ask for your data in a portable format.
• Withdraw consent at any time, where consent is what we relied on.

To exercise any of these, email us and we will respond within one month. If you are not satisfied with our response, you can complain to the Information Commissioner’s Office at ico.org.uk.

Cookies

We use essential cookies to make the site work. Optional analytics cookies are only set if you accept them in the banner, and you can change your mind at any time by clearing site data in your browser. We do not use advertising or cross-site tracking cookies.

Security

We use access controls, encryption in transit and reputable suppliers to protect personal data. No system is completely secure, but we take reasonable and proportionate steps and will notify you and the ICO of any breach that meets the reporting threshold.

Contact

For any privacy question, or to exercise your rights, contact us using the details in the footer of this site. Registered company details and ICO registration number to be inserted before publication.