Privacy Policy
Draft of November 13, 2026 · Waiting for review by an attorney
Who we are and what this covers
TotalCrews is run by TotalCrews, LLC, a Virginia limited liability company ("TotalCrews," "we," "us"). This policy explains what personal information we collect, how we use it, who we share it with, how long we keep it, and the choices you have.
It covers totalcrews.com, the TotalCrews app at app.totalcrews.com, the emails we send, and the quote and invoice pages a business's customers see.
Two kinds of information
Information about TotalCrews customers and website visitors. When a business signs up, or someone visits our website or joins our early-access list, we decide how that information is used, as this policy describes.
Information a business keeps in TotalCrews. Businesses use TotalCrews to keep records about their own customers and crew: names, addresses, jobs, quotes, invoices, payments and time records. That information belongs to the business. We store and process it on the business's behalf, only to run TotalCrews for that business, and we follow the business's instructions about it.
If you are a customer or employee of a business that uses TotalCrews, contact that business with questions about your information. If you contact us instead, we will point you to the business or pass your request to it.
What we collect
On totalcrews.com
- Early-access form: your name, business name, email, phone number, state, main trade and crew size.
- Analytics cookies, only if you click Accept: Google Analytics records the pages you visit and how you found the site. See Cookies and device storage below.
- Fonts: the website loads its fonts from Google Fonts, so your browser sends a request, including your IP address, to Google.
When a business signs up and uses TotalCrews
- The owner and the business: the owner's name, sign-in email and phone; the business's legal name, trade name, legal structure, business email, address, phone, trades, home state and time zone, starting sales tax rate (if entered), logo and colors; and the date and version of the Terms of Service the owner accepted.
- The EIN: the business's federal Employer Identification Number. It is encrypted with its own key, and the app shows only the last 4 digits. We do not collect Social Security numbers.
- Crew members: name, email, phone and role. Sign-in is handled by Amazon Cognito, so TotalCrews never sees or stores anyone's password.
- Work records the business enters: its customers (names, company, email, phone, billing address and notes), job sites and access notes, jobs, visits, visit notes, quotes, invoices, payment records, and expenses with any receipt photos or PDFs attached to them.
- Time clock location: when a technician clocks in or out, the phone records its location (latitude, longitude and accuracy) at that moment, along with the time and the job. Location is not tracked between those taps. Technicians accept a notice in the app before their first clock-in. If the phone has no signal, the tap is saved on the phone for up to 7 days and sent when it reconnects.
- Quote approvals: when a business's customer approves a quote from its link, we record the name they type, the date and time, their IP address and browser, and a copy of the quote as approved.
- Activity log: a record of who did what in the account and when, such as sending an invoice or changing someone's role, sometimes with an IP address.
- Technical information: our systems record basic request details, such as IP address, browser type and time, to keep TotalCrews secure and to fix problems.
Payments
- Card and bank details are typed into Stripe's pages and kept by Stripe, Inc. TotalCrews never receives or stores full card or bank account numbers.
- For the TotalCrews subscription, we keep the card brand and last 4 digits, and a record of each charge.
- For payments a business's customers make online, we keep the amount, date, status, fees and Stripe's reference numbers, so the business's invoices show what was paid.
- The identity and bank details a business gives to set up its Stripe account go to Stripe directly. We only see what Stripe reports back, such as whether card and bank payments are turned on.
How we use it
- To run TotalCrews: your account, schedules, quotes, invoices, time records and the pages your customers see.
- To send the emails you ask us to send, such as quotes, invoices and crew invitations.
- To process payments through Stripe and to bill the TotalCrews subscription.
- To email the owner about the account: billing, failed payments, cancellation, deletion, exports, and changes to our Terms of Service or this policy.
- To keep TotalCrews secure, prevent fraud and misuse, and fix problems.
- To meet our legal obligations.
- On totalcrews.com: to contact people on the early-access list, and, only with analytics consent, to see which pages lead people to sign up.
What we don't do: we do not sell personal information. We do not use it for targeted advertising. We do not use a business's customer or crew information for our own marketing. We do not use any of this information to train artificial intelligence models.
Who we share it with
- Companies that run TotalCrews for us: Amazon Web Services (hosting, database, file storage, sign-in through Amazon Cognito, and email through Amazon SES), in the United States; and Stripe (payments and subscription billing). They may use the information only to provide their services to us or as their own terms allow.
- Google: on totalcrews.com, for Google Analytics (if you click Accept) and Google Fonts. Email you send to TotalCrews is received by Amazon SES and delivered to our mailbox at Google (Gmail).
- People in the same business: users see information according to their role. For example, technicians see only the visits they are assigned to, and only the owner sees labor cost rates.
- A business's customers: each customer sees their own quotes and invoices through a private link.
- When the law requires it, such as a valid subpoena or court order, or when it is needed to protect someone's safety or our rights.
- If TotalCrews, LLC is sold or merged, the information may transfer to the new owner, and this policy keeps applying to it.
Emails
Emails a business sends to its customers through TotalCrews show the business's name, and replies go to the business. Account emails go to the owner. We do not send text messages, and we do not send marketing emails to a business's customers or crew.
Where it is stored and how it is protected
- Everything is stored with Amazon Web Services in the United States (the US East, Ohio region).
- Information is encrypted in transit (HTTPS) and at rest. The EIN is also encrypted with a separate key.
- Database rules keep each business's records separate from every other business's.
- Access to TotalCrews's own admin tools requires a password and an authenticator-app code.
No system is perfectly secure. If a breach affects your personal information, we will notify you as the law requires.
How long we keep it
- While an account is active: for as long as the account stays open.
- After an account closes: 90 days, starting the day after it closes, so the owner can export the data or restore the account. We email the owner 7 days before the 90 days end. Then everything belonging to the business is erased.
- If the owner deletes the account: everything is erased 10 days after the request, unless the owner undoes it first.
- Backups: erased information can stay in our database backups for up to 7 more days, then it is gone.
- Data exports: kept for 7 days, then deleted.
- System logs: kept for up to 30 days.
- What we keep after erasing an account: our own billing records for the subscription (amounts, dates and the account number) and a short deletion record (which account, when deletion was requested, the requesting owner's email, and when it was erased). We keep these for as long as TotalCrews exists. No customer or crew information is kept.
- Early-access form entries: 12 months after our last contact with you, then deleted. If you become a customer, your entry becomes part of your account.
- Stripe keeps its own payment records under its own policies.
Your choices and rights
- Owners can see and correct their business's information in the app, export all of it at any time as spreadsheets and PDFs, cancel, and delete the account.
- Crew members should ask the business's owner first. You can also contact us.
- A business's customers should contact that business.
- Anyone can ask us to see, correct or delete the personal information we hold about them by emailing support@totalcrews.com. We may need to confirm who you are first. We will answer within 45 days. Some state laws give you specific rights; we honor them where they apply.
- Website visitors can change their analytics choice at any time with the Cookie settings link at the bottom of totalcrews.com.
Children
TotalCrews is a service for businesses. It is not directed to children, and we do not knowingly collect information from children under 13.
Changes to this policy
If we change this policy, we will update the date at the top of this page. For a change that affects how we use or share information already collected, we will email account owners at least 30 days before it takes effect.
Contact
support@totalcrews.com
TotalCrews, LLC
378 Bishopgate Lane
Crozet, VA 22932