Privacy policy
Custom Crew is a work app. It is used by companies to run their crews, and the information in it belongs to the company that uses it. This page explains, in plain words, what the app collects, where it goes and who can see it.
Applies to the Custom Crew app (Android, iPhone and the web version) made by Made to Fit Software LLC. Effective October 29, 2026.
The short version
- Your company runs its own Custom Crew server. Everything you enter in the app is stored on your company's server, not with us.
- The app records your location only when you tap Clock in, Switch, Break or Clock out (so your timesheet shows where you were). It does not track you in between and does not run in the background.
- Photos, messages and documents you send go to your company's server and are visible to the people in your company the app shares them with (for example, a job's photos to everyone on that job and the office).
- We do not sell data, show ads, or collect analytics. Made to Fit Software does not receive your company's data unless your company asks us to help with its server.
Who is responsible for your data
Custom Crew is installed by a company for its employees. Your company is the controller of the data in its Custom Crew server: it decides who has an account, what is recorded, how long it is kept, and it answers questions about your records. Made to Fit Software LLC makes the software. We only see a company's data when that company hires us to host, support or adjust its server, and then only to do that work.
What the app collects, and why
| Information | Why |
|---|---|
| Your name, email address and password (stored scrambled), your role (crew or boss) and, if your company enters it, your hourly rate | To sign you in and to show your hours. Only bosses see rates. |
| Clock in / switch / break / clock out times, the job or place you picked, and a short note of what you did | Your timesheet, so your company can pay you for your hours. Times are rounded to 15 minutes. |
| Your phone's location at the moment of each clock tap (and when you use "You're near…" to pick a job) | So the timesheet shows where you clocked in and out. Your company's server turns the coordinates into a street address using OpenStreetMap's Nominatim service (the coordinates are sent to it for that lookup; your company can turn this off). The app never tracks your location between taps. |
| Photos, videos and documents you add to a job, to chat or to the library | Job records and team communication. Videos are shrunk on your phone before they are sent. |
| Chat messages (Work and Fun rooms) | Team communication. Messages are visible to everyone in your company's chat. |
| Stock you take out, put back or count, and the bin labels you scan | Inventory records for your company. |
| Time-off requests and the reason you give | So your boss can approve them. The reason is shown only to bosses. |
| A notification address for your phone (a push token) | To send you alerts you turned on (new job, reminders). Stored on your company's server; you choose which alerts you get. |
| A change history (who changed what, when) | So the company can see who edited jobs, hours, stock and settings. Bosses can read it. |
Phone permissions
- Camera — to scan the QR code that joins your company, scan bin labels, and take photos or videos. Only when you tap a camera button.
- Location — only at clock taps and when you ask for nearby jobs, as described above. You can say no; the timesheet then has no location.
- Microphone — for videos and for the voice assistant, if your company turned the assistant on.
- Notifications — for the alerts you choose in the app.
Services outside your company's server
- OpenStreetMap (Nominatim) — your company's server sends clock-tap coordinates and job addresses to it to get street names. See OSM's privacy policy. The company can turn address lookups off.
- Anthropic — only if your company turns on the assistant or "count stock from photos". What you say or type to the assistant, and photos you ask it to count, are sent to Anthropic's API to be understood, using your company's own key. See Anthropic's privacy policy.
- Push notification services — alerts reach your phone through Apple's, Google's or your browser's notification service. The alert text itself is fetched from your company's server.
- Hosting and connection — a company may put its server behind a service such as Cloudflare so phones can reach it over the internet. That service carries the encrypted traffic.
The app has no advertising, no analytics and no tracking. The app checks its own company's server for updates and nothing else.
Who can see what
Crew members see their own hours and the jobs, stock, chat and library pages their company shares with everyone. Bosses (administrators) see everything in their company, including every employee's hours, locations at clock taps, and the change history. Made to Fit Software sees nothing unless the company asks us to help.
On your phone
So the app works with bad signal, it keeps a copy of recent jobs, hours, stock and messages on your phone, and keeps actions you took without signal until they can be sent. Signing out wipes all of it.
How long data is kept, and deleting your account
Your company decides how long it keeps its records (timesheets are usually kept as payroll records for as long as the law requires). To correct something or to delete your account, ask your company's administrator; they can remove an account from the Team page. If you believe your company is not handling your data properly, contact them first; you can also write to us at the address below.
Security
Connections use HTTPS. Passwords are stored scrambled (hashed). Sign-in attempts are rate-limited. Each company's data lives only on that company's server, so no company can see another's.
Children
Custom Crew is for working crews and needs an invitation from an employer. It is not directed at children under 13, and we do not knowingly collect information from them.
Changes to this policy
When the app changes in a way that matters for privacy, this page is updated and the date at the top changes.
Contact
Made to Fit Software LLC, Missouri, USA — support@madetofitsoftware.com