CrewWho is built to be private by design. Your call sheets, contacts, notes, ratings, photos, receipts, and location stay on your device. We do not have accounts, we run no advertising and no third-party analytics or tracking SDKs, and we never sell your data. Data leaves your device only when you choose to send it — by sharing/exporting it, by turning on an optional third-party integration under your own account, or by switching on Contribute call sheets for training, which is off unless you turn it on and is described in full below.
Check your contracts and NDAs first. Many productions have you sign a confidentiality agreement. Some do not allow sharing call sheets, using cloud AI on them, or sending production data anywhere, even to a tool you use for your own records. Before you turn on cloud AI with your own key, share sheets to make CrewWho better for everyone, or use any future CrewWho cloud feature, read what you signed. If in doubt, keep everything on the phone: that is the default and it works.
Unless you switch on Contribute call sheets for training (see below), we do not collect, receive, or store your content or your usage on our systems. We have no user accounts, no login, no advertising identifiers, and no third-party analytics or tracking SDKs. The usage signals described below are our own, are part of that same opt-in, and reach nobody else. We do not build profiles of you and we do not sell or rent any information — including when you do contribute.
This is the one feature where your content leaves your device and reaches us. It is off unless you turn it on in Settings, and turning it on requires confirming five separate statements — accepting the app’s terms does not enable it.
What is sent. When it is on, and after you review the fields CrewWho was unsure about, we receive: the text of that call sheet, what the app extracted from it, and your answers to the flagged fields. Nothing is sent for sheets you do not review, and nothing is sent while it is off.
This includes other people’s personal information. A call sheet lists your crew — their names, mobile numbers and email addresses. If you turn this on, that information is uploaded to us along with the sheet. Please only turn it on if you are comfortable sharing your crew’s contact details with us. If you are working under a production NDA or a client confidentiality agreement, that agreement may not permit it.
Sharing old sheets. The Teach CrewWho screen (＋ menu) lets you send past call sheets from Files, Photos, or the attachments CrewWho finds in your connected Gmail or Outlook. Nothing is sent until you choose the files and tap Send. Every upload is checked for viruses, PDF scripting and hidden instructions before it is kept.
Third-party AI services. To label contributed sheets we may process them with third-party AI providers (for example Anthropic, Google, OpenAI or Perplexity) under our own instructions. They receive the sheet text for that purpose only; we do not permit them to use it to train their models where their terms allow us to opt out, and we do not share it with anyone else.
What we use it for. Solely to measure and improve the accuracy of CrewWho’s call-sheet extraction, including training the AI model that runs on your device. We do not use it for advertising or marketing, we do not sell or rent it, and we do not use it to contact anyone listed on your sheets.
Usage signals (part of the same opt-in, added September 2026). The fifth confirmation covers a separate and much smaller stream: which screens you open, which actions you take, how long a screen was in front of you, and which operations failed. It is a list of event names, counts and seconds — for example screen_view, sheet_added, extract_fellback. It carries a random installation identifier that is not linked to you, your Apple ID, your email or any advertising identifier, and it never contains sheet text, names, phone numbers, emails, notes, file names or anything you typed. Values are truncated and non-scalar values are discarded, on the device and again on our server. We use it to decide what to fix and build next. If you opted in before this existed, it stays off until you agree to that sentence on its own.
Feature requests and bug reports. Settings → Tell me what to build sends what you typed, the kind of report, the screen you were on and your app version. If you add an email address it is used only to reply to you. This is not part of the training opt-in: it is available to everyone, and nothing is sent until you tap send.
Turning it off, and deletion. You can switch it off at any time in Settings; sheets you process afterwards stay on your phone. To have contributions we already received deleted, email corrections@crewwho.ai and we will delete them.
Separate from anonymized corrections. The older Share anonymized corrections option is a different, lighter thing: it sends only the shape of a value (a phone becomes (000) 000-0000) and never real names, numbers, emails or sheet text. The two settings are independent.
CrewWho does not look anyone up. It has no integration with LinkedIn, IMDb, Instagram or any similar service, does not fetch anyone’s profile, and does not send anyone’s name to those services in the background. LinkedIn’s developer terms forbid an app from storing profile data for anyone other than the person signed in to it, and IMDb’s public data is licensed for non-commercial use only.
What the feature actually does. When you turn it on in Settings, a person’s page shows four rows. If you have saved a link for them, tapping opens it. If you have not, tapping opens a search for their name on that platform’s own website, exactly as if you had typed it yourself. At that moment your device contacts that platform and is subject to that platform’s privacy policy — CrewWho is not involved and receives nothing.
What is stored. Only the link you type in, or a link the other person included on a CrewWho card they shared with you. It is kept on your device with the rest of your notes about that person and is included in your backups.
The following is created and stored locally on your device (and in any backup you choose to make): scanned/photographed/imported call sheets and the information extracted from them (names, roles, phone numbers, emails, dates, call times, locations, hotels, etc.); your private notes, ratings, tags, availability, and reviews; contact photos; scanned receipts and expense details; timecard entries and mileage; and app settings. This information is used only to provide the app’s features on your device.
If you turn on Health corroboration, CrewWho reads step count, active energy, and heart rate from Apple Health, only on your device, solely to estimate your on-set activity window as a cross-check for load-in/out times. In accordance with Apple’s requirements: we do not use HealthKit data for advertising, marketing, or any use-based data mining, and we never share, sell, or disclose it to any third party. Health data is used only while the app is open and is not transmitted off your device by CrewWho. You can revoke access anytime in iOS Settings → Privacy & Security → Health.
If you enable location or drive detection, CrewWho uses your location and motion data on your device to show local weather, estimate drive mileage, and suggest portal-to-portal in/out times. This data is stored only on your device and is not uploaded or shared by us. For reverse-geocoding of your stops and for weather, only approximate coordinates are sent to the third-party services named below. Location features are off until you turn them on, and you can disable them anytime in iOS Settings.
Some features work by connecting to third-party services under your own account or API key. Data is sent to them only when you enable the feature, and each service’s handling of your data is governed by its own privacy policy and terms, which are its responsibility and may change. Please review them before enabling a feature. These include:
We are not responsible for third-party services and do not control how they use data you send them.
We do not share your information with anyone. Any sharing happens only when you initiate it — for example, exporting contacts/receipts/timecards, sending a text or email, or saving to Files/iCloud/Drive/Dropbox. Those actions use your device and accounts and are subject to the terms of the services you send to.
Because your data lives on your device, you control it. You can delete individual items in the app, and deleting the app removes its data from your device. Backups you create and store are under your control to keep or delete.
Your information is protected by your device’s own security (passcode, Face/Touch ID, and iOS data protection). You are responsible for securing your device and any backups or exports you create. No method of storage or transmission is 100% secure.
CrewWho is a professional tool intended for adults and is not directed to children. We do not knowingly collect information from children under 13 (or the equivalent minimum age in your jurisdiction).
Because we do not collect or hold your personal information on our systems, most data-subject requests are satisfied directly on your device (you can access, correct, export, or delete your data in the app). We do not sell or share personal information as those terms are defined under the CCPA/CPRA, and we do not use it for targeted advertising. For third-party services you enable, exercise your rights with those providers directly.
We may update this policy as the app evolves. Material changes will be reflected here with a new “Last updated” date; continued use after an update means you accept the revised policy.
Questions about privacy? Contact the Developer at james@jamespetersonfilms.com.