Privacy

Who we are

CrewPool is run by The Glamping Group Ltd, a UK event company (company no. 13869417). We are the data controller for everything described here. Questions, or want your details removed? Email hello@joincrewpool.com and we'll sort it, usually the same day.

What we collect

Mostly what you type into the sign-up form: your name, phone and/or email, town and rough postcode, what work you've done or would do, any notes or CV link you add, a reference if you give one, days you can't work, and a rough day rate if you share one.

If you choose to add them later, we also hold a profile photo, any licences, tickets or kit you tell us about, and a confirmation that you are over 18. Your date of birth is optional, and only your age is ever shown to anyone.

We keep a note of which page you arrived from when you signed up, so we know which of our pages work. We also record basic page views on our own site. There are no advertising cookies and no third-party trackers.

Why, and on what basis

One purpose: so event companies looking for crew can find you and contact you about paid work. The lawful basis is your consent, the box you tick when you sign up. We don't profile you, sell advertising against you, or use your details for anything else.

We email you about paid work near you, and occasionally ask whether you're still available so companies aren't shown a stale list. We may text you only if you opt in, and texts are off at present. Every message carries a link to stop it. You can stop the reminders and keep the job offers, or come off everything, and it takes effect straight away.

Who sees it

Hiring companies looking for crew, one contact at a time. A company only sees your name and details when they unlock your specific profile, and we pass it on. Your contact details are never shown in the public list, and a search never returns them.

Unlocking a crew member's contact details is currently free for hiring companies, and stays free until CrewPool has filled 100 jobs. When we do charge again it is charged to the company for access to the introduction, never as a cut of your pay, and it does not buy anyone a list. One unlock reveals one person, to one company, once, and a company still has to confirm its email address before we show anybody anything. We do not sell or licence the pool in bulk to anyone, for any price, and there is no route in the product that would allow it.

If you list a reference, we'll let them know you named them before we contact them. We pass their name to a hiring company so they can ask you about it. We do not pass on the referee's own phone number or email.

Where it lives, and who processes it

Your record sits in a database hosted with Cloudflare in the UK and EU. A few suppliers handle parts of the service on our behalf, under contract and only on our instructions:

• Cloudflare: hosting, the database, and email forwarding.
• Postmark (USA): sending our emails.
• Twilio (USA): sending text messages, if we turn texts on.
• Stripe (USA): taking payment when a company unlocks a contact. Stripe handles card details directly; we never see or store them.

The US suppliers are covered by the UK extension to the EU-US Data Privacy Framework or by standard contractual clauses, which is the legal route for sending personal data outside the UK.

How long we keep it

Five years from the last time you used CrewPool, or until you ask to come off it, whichever comes first. “Used” means signing up, answering a job invite, confirming you are still available, or updating your profile, so an active crew member's five years keeps rolling forward. When five quiet years are up we email you to ask whether you want to stay on the list, and if you don't reply we delete you.

You can leave at any point before that. If you unsubscribe from everything we keep a minimal record that you asked us to stop, so we don't contact you again by accident. Ask us to delete you entirely and we will, including that record.

Keeping it safe

Contact details are never published. Our search pages never return a phone number, an email address or a full surname, and never return the internal id of anyone on the list, so the list cannot be scraped. A contact is only released one person at a time, to a company that has verified its own email address first, and every release is logged.

Your data is held in a UK-region database behind an encrypted connection. Links we email you are individually signed, so an old or altered link simply stops working rather than opening someone else's profile.

We will never text or email you asking for bank details, a payment, or your passport. Companies pay their crew directly and we are never in that transaction. If you get a message like that claiming to be CrewPool, it is not from us, and we would like to know about it.

Your rights

• Ask what we hold about you and we'll send it.
• Ask us to correct or delete it and we will.
• Withdraw consent any time, with the same effect as deletion.
• Ask for a copy of your details in a portable format.
• Object to how we're using your details, or ask us to restrict it.
• Complain to the ICO (ico.org.uk) if we get it wrong.