Plain-English summary (not a substitute for the policy below)
CutCrew is software a small landscaping/field-crew business's owner uses to run time clock, receipts, invoicing, and tax-export for their crew. If you're a crew member, your employer — not CutCrew — is the boss of your data; CutCrew is the software they use to keep it. If you're the owner, you're both a CutCrew customer (your own account/billing info) and the person responsible for your crew's and your customers' data that flows through the app. We don't sell data, we don't run ads, and we don't track your location. Card numbers never touch our systems — Stripe handles that directly.
1 · Who this policy covers and who "we" are
"CutCrew," "we," "us," and "our" mean CutCrew, operated by RAP Solutions LLC ("the Company"), the operator of the CutCrew mobile app and the website at cutcrewapp.com. This policy applies to:
- Business owners who create a CutCrew account and subscribe (the "Owner" or "Account Owner").
- Crew members an Owner adds to their account (the "Crew").
- Visitors to
cutcrewapp.com.
The two-tier relationship (read this part first)
CutCrew's core product exists because an Owner runs a crew. That means two different relationships live inside the same app, and they're legally different:
- Owner ↔ CutCrew. For the Owner's own account data (their name, email, business info, and subscription/billing), CutCrew is the data controller — we decide why and how that data is processed, subject to this policy.
- Crew and site/customer data ↔ Owner, with CutCrew as processor. For data about the Owner's crew (punches, hourly rates, photos, expense receipts) and about the Owner's own customers (site contact names/phone/email entered by the Owner, invoice recipients), the Owner is the data controller and CutCrew processes that data on the Owner's behalf, the same way accounting software processes a bookkeeper's client data. The Owner is responsible for having the right to collect and use that data (for example, telling crew members their hours and photos are recorded in CutCrew) and for responding to legal requirements that apply to them as an employer. CutCrew supports Owners in fulfilling data-subject requests but the request itself is the Owner's to answer, because it's the Owner's business record.
If you're a crew member with a question about your own data, the fastest path is your employer (the Owner) — they can see and correct most things directly. We're also reachable at [email protected] for anything your employer can't resolve, or if you'd rather not go through them.
2 · What we collect, and why
| Data | Collected from | Why |
|---|---|---|
| Name, email, business name/address/phone | Owner, at signup — or from Apple or Google when the Owner chooses Sign in with Apple or Continue with Google (name and email only) | Running the Owner's CutCrew account; the header on generated invoices and tax exports |
| Name and phone number | Crew, added by the Owner | Sign-in (a 6-digit text code sent by SMS, requested by the crew member on the sign-in screen — no passwords for crew) and identifying who's on the clock. The crew invitation itself is shared by the employer from their own phone — CutCrew sends no invitation text (§4) |
| Clock punches (clock-in/out timestamps, on-device time) | Crew, at the moment of the punch | Hours, overtime, and labor-cost reports for the Owner. Punch records are append-only: corrections are new, separately logged entries — the original punch is never overwritten or deleted (see §8 for what this means for deletion requests) |
| Hourly rate, dated | Entered by the Owner | Labor-cost reporting. Only the Owner can see a crew member's rate — crew members never see each other's |
| Photos taken in the app: receipts, job-site before/after and walkaround photos, a profile photo, equipment photos, a business logo | Crew or Owner, camera or photo picker only | Expense records, job-site documentation, the crew roster, and the invoice header. The app never scans or accesses your camera roll or photo library outside what you actively pick or capture |
| Receipt details: amount, vendor, category, optional note | Crew or Owner, at upload | Expense records and the quarterly export the Owner sends to their accountant |
| Site name, address, and point-of-contact (name/phone/email) for the Owner's job sites | Owner | Invoice headers, job-site notes, and scheduling — this is the Owner's own customer/contact information, entered by the Owner, not collected directly from that person by us |
| Invoice content: line items, amounts, selected photos | Owner | Generating the PDF invoice and, if the Owner turns it on, emailing it or sending a pay-by-link |
| Payment status of an invoice (unpaid/processing/paid/void), and a Stripe Checkout session reference | Stripe, via webhook, when a customer pays an invoice online | Showing the Owner which invoices are paid. We never receive or store the paying customer's card or bank account number — Stripe's own hosted checkout page collects that directly from the payer |
| Subscription/billing status, plan | Apple, via App Store Server Notifications, for a subscription bought inside the iOS app (product, transaction id, expiry, renewal state); Stripe, via webhook, for a subscription started on our website | Running the subscription; showing the Owner their plan and billing state. Apple collects the payment details for in-app subscriptions directly — we never see them |
| Notification permission and, if granted, an Expo push token | Device, with permission, on sign-in | The "you've been on the clock 10+ hours" reminder is still scheduled locally on your own phone — no token is involved in that one. Separately, the push token lets us send the Owner a notification when a customer pays an invoice online, and a text or push when a crew member’s shift runs past 10 hours or their week is approaching overtime (the crew member’s name and hours). The token is deleted from our systems when you sign out of that device |
| Device model, OS version, and crash/error reports | Automatically, on a crash or handled error | Fixing bugs, via Sentry |
| Basic request logs (IP address, timestamp) at the infrastructure level | Automatically | Standard server operation and abuse prevention (Supabase-level; we don't build features on top of this) |
What we do not collect
- Location. CutCrew does not collect, request, or use device location — not in the background, not at clock-in/out, not anywhere. There is no location code in the app. (If a future version adds an optional location stamp, this policy and the app's permission prompts will say so explicitly before it ships — it isn't true today, and an earlier version of this page said otherwise. Corrected here.)
- Contacts, calendar, messages, or your camera roll. The app only sees photos you actively capture or choose to attach.
- Card or bank account numbers. Every payment is entered directly with the payment provider: an in-app subscription with Apple through the App Store, a website subscription or a customer’s invoice payment on a page hosted by Stripe. We never see, transmit, or store the number.
- Advertising identifiers or cross-app/cross-site tracking data. CutCrew has no ad SDKs and does not use data from the app to track you across other companies' apps or sites.
3 · Who processes data on our behalf (subprocessors)
CutCrew is built on established infrastructure providers. Each is contractually limited to processing data only to provide their service to us — none of them gets to use CutCrew data for their own purposes (like their own advertising).
| Provider | What they do | Data involved |
|---|---|---|
| Supabase | Database, file storage, authentication | Effectively all app data — this is where the database and storage buckets live |
| Twilio | Sends the crew sign-in code texts by SMS | Crew phone numbers, message content |
| Apple (App Store) | In-App Purchase billing for Owner subscriptions bought in the iOS app | Subscription status and renewal events (product, transaction id, expiry) — never payment details, which Apple collects directly |
| Google (Sign-In) | Optional Owner sign-in | Name and email, only if the Owner chooses Continue with Google — we never see the Google password |
| Stripe | Subscription billing for Owners who subscribe on the website; and, separately, Stripe Connect for payments an Owner's customers send them through an invoice pay-link | Billing contact info and payment status/metadata — never card/bank numbers, which go directly to Stripe |
| Resend | Delivers transactional email: the quarterly tax export to the Owner's accountant, and optional invoice-PDF email | Recipient email address, the attached export/invoice files |
| Expo (Expo Application Services) | Builds the app, ships over-the-air updates, and delivers push notifications | Push tokens; app binary/update delivery — not user content |
| Sentry | Crash and error reporting | Device/OS info, stack traces. Not configured to attach your name, email, or phone to a crash report |
| Cloudflare | Hosts cutcrewapp.com | Standard web-server request logs |
Twilio's role delivering our text messages, what we send, consent, frequency, and the no-third-party-sharing commitment are covered in full in §4, SMS / Text Messaging, immediately below.
On Stripe Connect specifically: when an Owner's plan includes online invoice payments, the Owner connects their own Stripe account (a "Standard" Connect account, in Stripe's terms). When their customer pays an invoice, the charge goes directly to the Owner's own Stripe account — CutCrew never holds the funds and is not a party to that transaction, a bank, or a money transmitter. Depending on the Owner's plan, CutCrew may collect a small platform fee on that payment (disclosed at signup/upgrade — see the Terms of Service). This structure, and the "we never see card/bank numbers, never hold funds" rule, is a hard architectural rule in the codebase (docs/v2/CrewCut-Payments-Plan.md, referenced as "DR-9"), not just a policy statement.
4 · SMS / text messaging
If you're a crew member, CutCrew sends you one text: a one-time sign-in code — a 6-digit code, sent each time you tap “Text me a code” on the sign-in screen, so you can sign in without a password. That's the only message CutCrew's system sends — there is no way to opt in to SMS from outside the app, and CutCrew never sends unsolicited or marketing texts.
The invitation that gets you into CutCrew in the first place doesn't come from us. When an employer adds you to their crew, they share the invite themselves — a text from their own phone, the same way they'd share anything else with their crew. CutCrew has no part in sending it.
Consent. A crew member's phone number only enters our system because their employer added them as a real crew member of an operating business. The sign-in code — the one message CutCrew sends — is opted into on the sign-in screen itself: tapping “Text me a code” is the consent event, and the screen displays this consent language — with direct links to this Privacy Policy and the Terms of Service right beside it — every time, before that message is sent.
Message frequency varies — it tracks how often you sign in; there is no recurring or scheduled text CutCrew sends on its own. Message and data rates may apply. Reply STOP to a CutCrew text at any time to opt out of further messages, or HELP for help. You can also stop future sign-in codes by asking your employer to remove your crew account.
Mobile phone numbers and SMS opt-in consent are not shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, for any purpose. Twilio (§3) delivers these messages on our behalf as our SMS subprocessor and is contractually limited to that purpose — it does not use crew phone numbers for its own marketing, and neither do we.
5 · Who sees your data inside the app
- The Owner sees their crew's punches, hours, receipts, reports, site data, and invoices — that's the product.
- Crew members see their own hours, their own receipt submissions, approved site photos and notes for sites they're assigned to, and basic teammate info (name, photo, equipment assignment). Crew members do not see each other's hourly rate, and do not see another crew member's pending/rejected photo or receipt submissions.
- Employee-submitted site photos and expenses are pending until the Owner approves them — a pending item isn't part of the site's public record or gallery, and isn't visible to other crew, until approved.
- When the Owner runs a quarterly tax export, the approved receipt images and a category summary are emailed to the accountant address the Owner enters — that's the Owner choosing to share their own business records, not CutCrew sharing data on our own initiative.
6 · Retention — how long we keep things
Retention follows the record type, not the person. This means a crew member's individual punches or receipts don't get shorter retention just because their account is later deleted (see §8).
| Record type | Retention | Why |
|---|---|---|
| Receipt images and tax-export records | 7 years | Standard business tax record-keeping period; kept even for crew who've left, since the record belongs to the business's tax history, not the individual |
| Punch/hours history | 7 years | Payroll record-keeping |
| Phone number and SMS opt-in consent records | For as long as the crew account exists, then anonymized | Tied to the active crew relationship, not a fixed calendar period — see §8 for what anonymization means |
| Job-site walkaround/operational photos | 12 months on the base plan; longer on plans that include extended retention | Job-site documentation window; the exact extended period is a plan feature, not a promise this policy should hard-code |
| Profile photo, site map photo, equipment photos | Replaced when updated; the current version persists for as long as the underlying account/site/equipment record exists | These are "current state" records, not a history log |
| Owner account and billing records | For as long as the account is active, plus what's needed for tax/accounting/legal record-keeping after closure | Standard business recordkeeping |
| Crash/error reports (Sentry) | Per Sentry's own default retention | Not linked to your identity |
7 · Your rights and how to reach us
You can ask us what data we hold about you, ask for a copy, ask for a correction, or ask for deletion. Email [email protected] and we aim to respond within 30 days.
If you're a crew member, some requests need to go through your employer first, because the record belongs to their business (a punch correction, for example, is a payroll record they're responsible for). We'll always tell you if that's the case for your specific request, and we'll help your employer respond rather than leaving you stuck between us.
If you're the Owner, this is your own account and your business's records — requests about your own account data (name, email, billing) come to us directly; requests about data your business collected from your crew or your customers are yours to answer as the controller of that data (we'll support you technically if you need an export).
8 · Deleting your account — and why we can't delete everything
You can delete your account from Settings → Delete account in the app, or by emailing [email protected].
What actually happens (verified against the shipped delete-account function): deleting your account anonymizes your profile — your name is replaced with a generic placeholder, your phone number and profile photo are cleared, and your sign-in is permanently locked. It does not delete the punches, receipts, or photos already tied to your account.
Why: CutCrew's punch and photo records are built to be append-only — a hard rule of the product, not a convenience. Once a punch is recorded, it can never be edited or deleted by anyone, including us; corrections are new records layered on top, so the original is preserved as part of an honest payroll audit trail. Those records also belong to your employer's business — they're payroll and tax records the law requires the business to keep, whether or not the specific crew member who created them still has an active account. Deleting them on request would mean deleting someone else's (the Owner's) legally-required business record, which we can't do.
So in practice: your identity (name, phone, photo, sign-in) goes away. Records tied to your work (hours, receipts, photos) stay, attached to the anonymized profile, for the retention periods in §6, as part of the business's own records.
If you're the Owner closing your whole business's account, the same idea applies at the business level — your business's payroll/tax records don't disappear the day you close the app, because the retention obligation is the business's, not CutCrew's, to waive.
9 · State and other privacy-law rights
Depending on where you live, you may have additional rights under state privacy laws (for example, California's CCPA/CPRA, and similar laws in states including Colorado, Connecticut, Virginia, and Utah, among others that have passed comprehensive privacy laws since). Generally, these include the right to know what personal information we hold, to request deletion or correction, to obtain a portable copy, and (where applicable) to opt out of the sale of personal information or its use for targeted advertising.
CutCrew does not sell personal information and does not use it for targeted advertising — there's no advertising in the product, so most opt-out rights are not applicable in the way they would be for a consumer app. Because we don't sell or share personal information, a browser opt-out signal like Global Privacy Control doesn't change how we treat your data today — but if that ever changes, we'll honor recognized opt-out signals the way the law requires. Access, correction, deletion, and portability requests work the same way described in §7 and §8 regardless of which state law applies. If you believe a specific state law gives you a right this policy doesn't clearly address, email [email protected] and we'll sort it out.
10 · Children
CutCrew is a business tool for running a field-crew operation. It is not directed at children, and we don't knowingly collect data from anyone who doesn't meet the legal working age in their jurisdiction. A crew member's account is only created by their employer, as part of onboarding a real worker — there's no public sign-up flow a child could use on their own. If we learn a crew account belongs to someone below the applicable legal working age, we'll deactivate it.
11 · Security
Data is encrypted in transit (TLS) and at rest (Supabase-managed encryption). Access inside the app is enforced at the database level, per role, using Postgres Row-Level Security — a crew member's session literally cannot query another business's data or another crew member's protected fields (like hourly rate), regardless of what the app's UI shows; this is enforced server-side, not just hidden client-side. Payment credentials never reach our systems. Employee sign-in credentials (phone-based session tokens) are handled by Supabase's authentication system, not stored by us in any separate form.
No system is perfectly secure, and we can't guarantee against every possible breach. If we experience a breach involving your personal information, we'll notify affected users and/or the responsible Owner as required by applicable law, without unreasonable delay.
12 · Where we process your data, and what law applies
CutCrew is offered to business owners in the United States, and everything described in this policy — the app, the database, file storage, and every subprocessor in §3 — runs on infrastructure located in the United States. If you're reaching CutCrew from outside the US, your data is still processed here, under US law. This policy, like our Terms of Service, is interpreted under the laws of the State of Washington.
13 · Legal requests and disclosures
We may disclose your data when the law requires it, or in response to a valid legal request we're required to honor — a court order or subpoena, for example. Where the law allows it, we'll notify the affected Owner before or after we comply, so a request we had no choice but to answer doesn't catch you off guard.
14 · Business transfers
If the Company is ever involved in a merger, acquisition, or sale of some or all of its assets, your data would transfer as part of that deal, the same as any other business record. Mobile phone numbers and SMS opt-in consent remain subject to the restrictions in §4 even in a business transfer, and any successor is bound by the same commitment. If that happens, we'll post notice here before your data becomes subject to a different privacy policy — you won't be bound by different terms without warning.
15 · Links to other sites
CutCrew links out to a few third-party pages you'll actually use — Apple's subscription management, and Stripe's hosted checkout and billing pages, for instance. Once you're there, that company's own privacy policy applies, not this one; we don't control, and aren't responsible for, how a third-party site handles your data.
16 · Changes to this policy
If we make a change that matters, we'll post the updated policy here with a new "Last updated" date and note the change in the app. Continuing to use CutCrew after an updated policy takes effect means you accept the update; if a change is significant enough to need fresh consent under applicable law, we'll ask for it directly instead of relying on continued use.
17 · Contact
Questions about this policy: [email protected].
General support: [email protected].