Privacy Policy

This Privacy Policy applies to the VistaCrew iPhone application, browser app, vistacrew.app website, and related services. “VistaCrew,” “we,” and “us” refer to GrimBrite LLC. VistaCrew is a product of GrimBrite LLC.

VistaCrew is a workforce operations tool used by businesses and their authorized users. Your organization controls the workplace records it enters and the access it grants to owners, managers, viewers, and other authorized team members. In some cases, a privacy or deletion request concerning workplace records may need to be confirmed or completed by your organization.

Plain-language summary

VistaCrew uses account, workforce, and operational information to provide scheduling, attendance, team records, Metrics, payroll review, synchronization, security, and support. Release builds use limited crash diagnostics and limited product analytics.

VistaCrew does not use personal information for third-party advertising, does not sell personal information, and does not track users across other companies' apps or websites.

Information VistaCrew handles

Account and access

Email address, display name, authentication identifier, email verification state, workspace membership, role, permissions, invitations, and sign-in security information.

Team and operations

Employee and contractor records, work contact details, employment and termination history, attendance, schedules, leave, suspensions, disciplinary and safety incidents, severity, case numbers, estimated damage, compliance-document metadata, activity history, service metrics, imports, exports, pay rates, bonuses, and payroll-review information. Leave records can include medical, workers’ compensation, and parental or new-child leave status, dates, and pay treatment. Document details, including type, identifying number, issuing state, issue and expiry dates, and notes, are stored in Firestore. Cloud document-file uploads and downloads are unavailable. Historical attachments can remain in app-managed storage on the iPhone and may be opened or shared from that device. Do not enter diagnoses, treatment details, medical documents, or unnecessary sensitive information in notes or other free-text fields.

Device features selected by the user

• Contact import: the user picks one contact in the iOS contact picker, and VistaCrew saves only the name, phone, and email fields the user keeps on the Team record. VistaCrew does not have unrestricted access to the address book.
• VistaCrew does not sync with the device’s calendar.
• Problem reports: VistaCrew prepares a text email for the user to review and send. The app does not select or attach screenshots. A user may add an attachment directly in their email app.
• Notifications: when notifications are allowed, VistaCrew registers the device for push delivery and stores its push token with the user's notification preferences. Firebase Messaging also creates an installation registration token and processes device metadata, notification delivery, and interaction information. Declining notification permission does not stop all Firebase SDK collection.

The user can change notification permission later in iOS Settings.

Local app data

A protected local cache, preferences, pending synchronization work, recovery information, and files the user creates or imports. This supports offline work, safe recovery, and reliable synchronization.

Diagnostics and security

App version, device and operating-system characteristics, crash stack traces, random installation identifiers, App Check attestation material, and privacy-reduced support diagnostics. Firebase SDKs also process app-session, network-connection, and service-diagnostic metadata for reliability and analytics. Debug builds do not send Crashlytics reports.

Product analytics

A small set of product events, such as viewing sign-in, creating an account, joining a workspace, and sync errors. These custom events carry only role, app identity, status, or error-category fields. Firebase also measures automatic app interactions and sessions, with an analytics installation identifier and device, session, and approximate (IP-based) region information that Firebase Analytics collects automatically. VistaCrew does not add employee names, notes, payroll values, or record contents to its custom analytics events.

Users should not place unnecessary medical details, government identifiers, passwords, payment-card details, or unrelated sensitive information into notes, feedback, or support reports.

How information is used

• Authenticate users and restore the authorized workspace.
• Provide attendance, scheduling, Team, Metrics, payroll review, documents, imports, exports, and Activity Log.
• Synchronize authorized changes between devices and preserve offline work.
• Apply role-based permissions, prevent abuse, and protect account and workspace integrity.
• Diagnose crashes, synchronization problems, and support requests.
• Maintain, test, secure, and improve VistaCrew.
• Process web subscription setup, recurring billing, and billing support.
• Comply with legal obligations and enforce applicable agreements.

Service providers and sharing

Information is visible to authorized members of a VistaCrew workspace according to their access. Owners have full terminal access. Other members need the corresponding feature permissions; access to pay rates is separate from payroll review and payroll export permissions. It may also be processed by service providers that operate the app:

• Google Firebase and Google Cloud provide authentication, Cloud Firestore, Cloud Functions, App Check, Crashlytics, Google Analytics for Firebase, Firebase Cloud Messaging, and Remote Config. These services may process account, app, device, network, operational, analytics, and diagnostic information on Google infrastructure.
• Stripe provides web Checkout, subscription billing, tax calculation, and the customer billing portal. VistaCrew provides Stripe with the purchaser’s account email address and billing identifiers. Stripe receives payment details directly; VistaCrew retains billing account and subscription identifiers, authorization records, plan, CSA quantity, dates, and payment/access status. Do not put card details into workplace records or support messages.
• Cloudflare hosts the public website and browser app and processes web requests and network information to deliver those services.
• Firebase Authentication sends account verification and password-reset emails.
• Resend may process recipient email addresses, message content, and delivery metadata for transactional-email features when those features are enabled.
• Support reports sent from Report a Problem go by email to the VistaCrew support mailbox, which Apple hosts (iCloud Mail). The report text, with the sender address and attachments removed, is copied into a private issue tracker (GitHub) that only VistaCrew support can access.
• Apple provides iOS, the App Store, App Store Connect, and TestFlight. Apple may process tester, device, installation, crash, and feedback information under Apple's own terms and privacy policy.

We require our service providers to protect your information with safeguards at least equal to those described in this policy.

Providers process information under their applicable service terms and privacy policies. Stripe can act as a processor or an independent controller depending on the service; not every provider handles all information only on VistaCrew's instructions. Public processing terms include the Google Cloud Data Processing Addendum, Firebase Data Processing and Security Terms, Stripe Data Processing Agreement, and Cloudflare Data Processing Addendum.

VistaCrew may disclose information when required by law, to protect people or the service, in connection with a business reorganization subject to appropriate safeguards, or when a user or their organization directs it.

Retention and deletion

Customer Data stays in VistaCrew until the customer deletes it using the app's available controls or asks support to delete it. We handle authorized deletion requests promptly after confirming identity and authority. Records required by law may be kept. Automatic retention schedules may be introduced later with notice.

Deleting one login does not delete workplace records controlled by an organization that remains in use. Past Activity Log entries retain the actor’s name as part of that organization's business history.

Deleting your account in the app

A signed-in user can delete their own VistaCrew account in the app from Settings → Account → Delete Account. After the user re-enters their password and confirms, deletion starts immediately. The app confirms when it has finished and can recover an interrupted attempt after reopening:

• The sign-in account and profile are deleted, including the user's team selections, notification devices and preferences, and Mac companion keys. The same email address can later create a new, empty account.
• Team access ends. Each membership is kept as an inactive "account deleted" record with the user's name and access level, and its email address is removed, so the organization's access history stays accurate. Open invite codes the user created are turned off.
• Workplace records stay with the organization. Schedules, attendance, payroll history, documents, and the Activity Log belong to the organization and are not deleted because one login is deleted. Past Activity Log entries keep the name recorded when the action happened. VistaCrew adds an Activity Log entry in each remaining workspace noting that the account was deleted.
• If the user is the only owner of an organization, the app offers two choices: add another owner first, or delete the organization with the account. Deleting the organization removes its server-stored terminals, workplace records, and stored files, and ends access for everyone in it. It does not erase exports, shared files, or copies already stored on other devices. Limited billing and deletion-recovery records remain as described below. The app shows how many people lose access before the user confirms.
• VistaCrew keeps a server record that the account was deleted: the account’s internal identifier, the identifiers of any organizations deleted with it, and the time. It contains no name, email, or workplace content. When billing is involved, VistaCrew also keeps the company’s billing account and recurring-payment authorization records, and private recovery records with billing account, purchaser, customer, subscription and checkout identifiers, the cancellation policy version, and cancellation results and times. Stripe keeps its own records under its own policies. These records let VistaCrew finish an interrupted deletion and confirm that future charges have stopped.
• Before deleting a company, VistaCrew immediately cancels subscriptions bound to that company and resolves any pending billing setup. A subscription for a company that remains in use is not canceled just because one login is deleted. Cancellation is immediate, with no partial refund except where required by law or for billing errors. If cancellation cannot be confirmed, deletion remains pending for recovery.
• Changes on the user's iPhone that have not synced are listed first. The user can sync them or choose to discard them. VistaCrew then signs out on that iPhone and removes that account's app-managed data the next time VistaCrew starts. Shared offline storage can also contain other accounts' unsynced changes, so it is kept. Other accounts' data is not touched.

When an authorized deletion request is completed, information is removed or de-identified where reasonably possible. Residual copies may remain temporarily in provider backups or system logs until those copies expire under the provider's retention practices. Records required by law may be kept.

User choices and requests

Users may:

• Review or correct accessible account and workplace information in the app or through an authorized workspace owner.
• Change notification access in iOS Settings, and turn off push notification categories in VistaCrew Settings.
• Sign out to end the app session on a device.
• Delete their VistaCrew account in the app from Settings → Account → Delete Account, as described in "Retention and deletion."
• Ask to access, correct, export, restrict, object to, or delete personal information, subject to applicable law and workplace record requirements. VistaCrew may verify identity and workspace authority before acting on a request sent by email.

Authorized users can export payroll files and other operational files where their permissions and the relevant feature allow it. A copy of all customer data is a separate support request. The app does not offer a whole-data request or download feature. Contact support; we confirm identity and authority, then agree on scope and delivery.

Submit a privacy request to support@vistacrew.app. Include the email address associated with the VistaCrew account and the organization name, but do not send a password or private workforce records.

Security

VistaCrew uses authentication, server-enforced permissions, protected local app storage, and guarded recovery processes. App and web connections to Firebase, VistaCrew web services, and Stripe use encrypted HTTPS/TLS. Firestore encrypts stored database data by default using Google's managed infrastructure. Google Cloud Storage also encrypts stored objects by default; customer document-file transfers are not available in VistaCrew. See Google's Firestore encryption and Cloud Storage encryption documentation.

Email you send and files you save or share are handled by your chosen email app or destination and its security controls. No system can guarantee absolute security.

International processing

VistaCrew is offered for use by businesses in the United States. VistaCrew's primary Firestore database and server functions use United States regions. Firebase and other providers may process information in the United States and other countries where they operate. Those locations may have different data-protection laws than the user's location.

Website and browser data

The public marketing website does not use advertising or analytics cookies. The browser app uses session and preference storage to provide signed-in services. If you contact us through the website, we use your information to respond to you.

Account users and worker records

People who create an account or sign in to VistaCrew must be 18 or older. Customers, acting as employers, may enter records about their own workers, including minors where lawful. Customers are responsible for having the authority to provide and use those records.

Changes to this policy

VistaCrew may update this policy as the service evolves. The effective date will change when an update becomes effective. Material changes will be communicated through the service or another appropriate method.

Contact

Email support@vistacrew.app for privacy questions or rights requests. Account deletion does not require contacting VistaCrew; use Delete Account in the app. TestFlight beta users may also use TestFlight's Send Beta Feedback feature.