Privacy Policy

Last updated: September 2026

What we collect

Names, work email addresses, the facts, photos, video and voice members choose to share, and quiz scores. No tracking pixels, no ad networks, no selling data, and we never use your data to train AI models.

How it's used

Only to run your team's trivia: building quizzes, sending the emails your team signed up for, and showing leaderboards. Who sees a fact is set out under how far a fact travels.

Who's responsible

The organisation that runs your team is the data controller — it decides that the team plays and who is invited. Crewnum is the processor, handling data only to run the game. The lawful basis is your organisation's legitimate interest in a team activity, balanced by controls that stay in your hands: you choose what to write after being told who will see it, and you keep a sharing off-switch, a self-serve export and a self-serve delete.

Your data, downloadable

"Download a copy of my data" on your personal facts page gives you your profile, facts, where they have been quizzed, your scores and your email-preferences record — no request, no waiting. (Short-lived operational records such as rate-limit counters aren't included.) For anything the button doesn't cover, or if you're no longer a member, send the request through our contact form.

Deletion

Any member can delete their own facts, media and score history at any time from the "leave and delete my data" link on their personal page, without asking an admin. An admin can remove a member the same way. Either path deletes permanently — nothing is anonymised or kept.

An admin can also close a whole team from the admin dashboard, self-serve. That deletes every member, fact, photo, video and quiz history for the team. If it was the only team billed through its billing room, that room's subscription is cancelled too; if the room also covers other teams, they and their coverage are untouched. It cannot be undone. A closed team's media is cleared from storage over the following days rather than instantly.

Retention

Past quiz question content is purged automatically after 30 days. Leaderboard standings are kept for as long as you're a member. Closed support tickets, including the original email, are purged 365 days after closing.

Media is never analysed to identify who is in it: we don't run face recognition or any other biometric processing on member photos, video or audio, and we never will. No biometric identifiers or templates are extracted from member media, by us or by any subprocessor we use.

If your team's owner stops paying, nothing is deleted right away — see payment and cancellation in the Terms of Service for the 180-day grace period and what happens if it runs out.

How far a fact travels

A fact you bank is quizzed to your team. If your team joins a league, it's also quizzed to every member of every team in that league. If your league joins a Summit, it reaches every league in the Summit — with your name, team and league attached. League and Summit owners never see anyone's facts; they see team names and scores only.

Every member has a "play in league and Summit quizzes" switch on their personal facts page, on by default. Off keeps your facts and name inside your team and takes you out of league and Summit quizzes, emails and leaderboards — you play where you share. Nobody can flip it for you, and it applies from that point on: a quiz already sent is never rewritten.

Every trivia email has an unsubscribe link. Unsubscribing yourself stops every trivia email to you and, like switching sharing off, takes your facts and name out of every quiz from then on. If our mail provider reports your address as bouncing, only your mail stops — a broken mailbox isn't a choice to leave the game.

Third parties

The only third parties handling personal data on our behalf: Cloudflare hosts the app, the database and uploaded media (media stored with a location hint for Cloudflare's Oceania region — best-effort placement, not a residency guarantee), routes inbound support mail and runs the bot check on our contact form; Resend delivers email, including our operational alerts; Stripe processes payments and we never see card details; and one media-processing fallback server in Oracle Cloud's Melbourne, Australia region deletes files as soon as they're processed. Full list, with where each runs, on the Trust & Security page.

Where we are and how to reach us

Crewnum is operated from Australia and this policy follows the Australian Privacy Principles. Where UK or EU law applies to your team, the same rights — access, deletion, portability — are honoured through the same self-serve tools; the subprocessors above include US-headquartered providers covered by the EU-US Data Privacy Framework where applicable.

Questions, complaints or requests go through our contact form. You can also raise a concern with your local data protection regulator at any time — in Australia, that's the OAIC (oaic.gov.au).

See also the Terms of Service and the Trust & Security page.