Privacy Policy

This policy applies to:

• Brand teams (administrators and marketing managers) who sign in to Crewframe;
• Ambassadors who upload media and connect their accounts;
• Visitors to our marketing website at crewframe.ch.

Crewframe is a business-to-business tool. Where a brand uses Crewframe to process personal data about its own people or audience, that brand is the “controller” of the data and Crewframe acts as its “processor.” For the data we collect to run and secure the service itself, Crewframe is the controller.

Account and identity data

You can sign in with Google or, if you were invited by email, with an email address and password. With Google we receive and store your email address, display name, Google account identifier, and (from your Google profile) your profile photo URL. With an email invitation we store your email address and a display name; the password itself is handled by Firebase Authentication and is never visible to us. In both cases we also store the organizations you belong to and your role within each (administrator, manager, or ambassador).

Content you upload

We store the images and videos you upload, together with the metadata you or your team attach. Where embedded in an image, we may also extract standard file metadata such as capture date, photographer, camera details, copyright and precise GPS coordinates. This can be reviewed and edited in the library. Original files are kept in cloud storage; we also generate lightweight thumbnails.

AI-derived data

To make media searchable and easy to catalogue, we send uploaded media to Google Vertex AI, which returns descriptions, keywords, attributes, and numeric “embeddings” used for semantic search. This derived data is stored alongside the media. Your team can review and correct it. Under Google Cloud’s terms, Google does not use this content to train its AI models.

Instagram / Meta data (only if you connect an account)

An organization administrator can connect the brand’s Instagram professional account using Instagram’s official login. Connecting is optional. When connected, we request access to the following Instagram permissions and process the corresponding data:

• Basic account access (instagram_business_basic): we store an access token (server-side only) and read the connected account’s profile — username, name, biography, website, follower / following / media counts, and profile picture — and the account’s recent media, including captions, media and permalink URLs, media type, timestamps, and like / comment counts. This powers the in-app Instagram feed view.
• Messages access (instagram_business_manage_messages): where enabled and approved by Meta, we receive webhook notifications when someone mentions the brand in an Instagram story, so we can attribute that mention to the right ambassador. We record only the event (that a story mention occurred, when, and the mentioning account), not the story image or any temporary media attachment.
• Comments and mentions access (instagram_business_manage_comments): where enabled and approved by Meta, we receive notifications of comments and @-mentions of the brand, and record the event metadata and text so it can be attributed to an ambassador.

We store these access tokens securely on our servers; they are never exposed to browsers. We do not download or store Instagram story images or temporary media-attachment files — only event metadata and, for comments and mentions, the associated text.

Technical data

Our infrastructure providers process the standard technical data needed to deliver and secure the service: device and browser information, IP address, and server logs.

Cookies and analytics

We set cookies on our public pages only — crewframe.ch and the signup page at https://app.crewframe.ch/signup. Signed-in workspace pages set none of them.

cf_consent — strictly necessary, first party, 12 months. It records whether you accepted or declined analytics so we stop asking. It is written whichever way you answer, and it is set for .crewframe.ch so a single answer covers both the website and the signup page.

_ga and _ga_<id> — Google Analytics 4, first party, up to 2 years, written only if you accept. We use Google Analytics to see which pages help people and which do not. Analytics storage is denied by default and is enabled only when you click “Accept”. If you decline or ignore the banner, no analytics cookie is written; Google still receives an anonymous, cookieless count of the page view, which cannot be linked to you or to any later visit. If you accept, these cookies tell one browser from another so a repeat visit is not counted as a new person. They do not carry your name or your email address.

_gcl_au and related Google Ads cookies — first party, up to 90 days, written only if you accept. CrewFrame advertises on Google. These let us see whether an ad we paid for actually led to a signup, and let us show CrewFrame ads to people who have already visited — including not re-showing them to people who have already signed up. Accepting the banner covers this as well as the measurement above, and the banner says so.

What we do not do. We do not sell or rent personal data, and we do not upload customer lists to an ad network. We never advertise using anything from inside a workspace — no media, no ambassador and no client of yours is ever an advertising audience. Neither analytics nor advertising runs on any signed-in workspace page.

You can change your mind at any time: withdraw or update your cookie consent. That deletes the choice, stops both the measurement and the advertising cookies immediately, and brings the banner back so you can answer again.

• To provide the service — authenticate you, store and display your media, run AI analysis and semantic search, and plan and organize content;
• To display the connected Instagram feed and, where enabled, to attribute story mentions, comments, and @-mentions to the correct ambassador for reporting;
• To operate, secure, debug, and improve the service;
• To measure our own advertising on our public pages — whether an ad led to a signup — where you have consented to it;
• To communicate with you about the service and respond to requests;
• To comply with legal obligations and the Meta Platform Terms and Developer Policies.

We do not sell personal data, and we do not use Instagram or Meta data for advertising or to build profiles for purposes unrelated to the features described above.

Where the EU General Data Protection Regulation (GDPR) or the Swiss Federal Act on Data Protection (FADP) applies, we rely on: the performance of a contract (to provide the service you or your brand signed up for); our legitimate interests (to secure and improve the service); your consent (for example, when an administrator chooses to connect an Instagram account); and compliance with legal obligations.

We share data with a small set of processors that help us run the service. They may only process data on our instructions:

• Google Firebase (Authentication, Cloud Firestore, Cloud Storage, Hosting, Cloud Functions) — identity, database, file storage, and hosting.
• Google Cloud Vertex AI — AI analysis and embeddings of uploaded media.
• Google Sign-In — as our identity provider.
• Google Analytics and Google Ads (Google Ireland Ltd) — website usage statistics and advertising measurement on our public pages only, and only with your consent. Never applied inside a customer workspace.
• Meta Platforms (Instagram Graph API) — only when you connect an Instagram account, to retrieve the data described in Section 2.

We may also disclose data where required by law, to protect our rights, or in connection with a business transfer. We are not in the business of selling personal data.

Our use of information received from the Meta / Instagram platform, and our transfer of that information, complies with the Meta Platform Terms and Developer Policies, including any limited-use requirements. We only request the permissions our features require, use Instagram data solely to provide those features to the connecting brand, and retain it only as long as needed for those purposes or as required by law.

We keep account and content data for as long as your organization maintains an account, and then delete or anonymize it within a reasonable period unless we must retain it to meet legal obligations. Instagram access tokens are refreshed while an account stays connected and revoked on disconnection. You can delete individual media items at any time from within the app, which removes the original file, its thumbnail, and its metadata from the service immediately; a copy may persist in a database backup for up to fourteen days before ageing out (see section 11).

Depending on your location, you may have the right to access, correct, delete, restrict, or object to the processing of your personal data, and to data portability. You can exercise many of these directly in the app, or by contacting us at info@crewframe.ch. You may also lodge a complaint with your local data protection authority.

You control the Instagram connection and can remove your data at any time:

• Disconnect in Crewframe. An organization administrator can disconnect the Instagram account in Settings, which revokes and deletes the stored access token.
• Remove access from Instagram. You can also remove Crewframe from your Instagram account under Settings → Apps and Websites (or Business tools) on Instagram / Facebook.
• Request full deletion. To request deletion of your personal data and any Instagram data we hold, email info@crewframe.ch with the subject “Data deletion request.” We will verify the request and delete the associated data — including cached Instagram profile, feed, and event data — within 30 days, except where we must retain it to comply with a legal obligation.

Crewframe runs entirely in the European Union. Your media, the database, the application servers and the AI that analyses your uploads all sit in Google Cloud region europe-west1 (Belgium) — images are not sent to a model hosted elsewhere in order to be described. Some providers named above may process limited data in other countries (Meta, where you connect Instagram; Stripe, for payments); where they do, appropriate safeguards such as the European Commission’s Standard Contractual Clauses are used.

We use technical and organizational measures to protect personal data, including encryption in transit and at rest, access controls, per-organization data isolation, role-based permissions enforced on the server, and server-side handling of Instagram access tokens and secrets. No method of transmission or storage is completely secure, but we work to protect your data and to address vulnerabilities promptly.

Backups

The database is backed up on a daily schedule with a fourteen-day retention window, and point-in-time recovery is enabled, so a recent state can be restored after an incident. Because backups exist, content you delete may persist in a backup for a short period after it disappears from the product; it is not accessible through the service and ages out with the backup.

Facial recognition

We do not perform facial recognition. People are associated with a photo because a person said who is in it — no face is detected, matched, measured, or stored as a biometric template, and we do not process biometric data for the purpose of uniquely identifying anyone within the meaning of Article 9 GDPR.

Crewframe is a business tool that is not directed to children and is not intended for anyone under 16. We do not knowingly collect personal data from children.

We may update this policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you. Continued use of the service after an update constitutes acceptance of the revised policy.

For any question about this policy or your personal data, or to make a data or deletion request, contact:

Crewframe · Niklas Meindl
Mellingerstrasse 37
5400 Baden
Switzerland
Email: info@crewframe.ch

See also our Imprint and Terms of Service.